Pallet RFQ checklist: everything a supplier needs to quote

A request for quote (RFQ) for pallets works only if every supplier quotes the same pallet under the same terms. Most pallet quotes that look far apart are not quoting the same thing: one supplier priced green mixed hardwood with 12-1/2 gauge nails, another kiln-dried pine with heavier nails. This checklist lists the fields to send so the answers are comparable, and the fields to ask suppliers to return.

#1. Buyer and project

• Company, contact name, email and phone
• Your role (end user, packaging engineer, buyer, broker)
• RFQ name or number, pallet ID or part number
• Drawing number and revision
• Quote due date and decision date
• Confidentiality or NDA requirements

#2. The pallet

Send a spec sheet or drawing if you have one. See how to read a pallet spec sheet.

• Footprint (length × width) and which dimension is the stringer direction
• Construction: stringer, block, plastic, metal, other
• Entry: 2-way, partial 4-way, 4-way
• Deck style: single-face, double-face non-reversible, reversible
• Every component: count, thickness, width, length (actual dimensions)
• Notch, chamfer and wing details
• Species or species group, grade, moisture condition
• Fastener type, length, wire diameter, nails per joint
• Maximum weight and height, if they matter
• Photos of the current pallet, if replacing one

If you do not have a design, send the requirements in section 3 and ask the supplier to propose one. See how to spec a custom pallet.

#3. Load and use

• Maximum and typical load weight
• Load type: boxes, bags, drums, machinery, sheet goods
• Load footprint and height
• Handling: forklift, pallet jack, conveyor, automation, crane
• Racking: rack type, direction and beam span
• Floor stacking: how many high, in the warehouse and in transit
• Environment: indoor, outdoor, freezer, washdown
• One-way or reusable; expected trips
• Minimum safe load per support condition, and deflection limit, if required
• Whether an analysis (for example a PDS report) or a test report (ASTM D1185 or ISO 8611) is required

See pallet load capacity and unit load design.

#4. Compliance and documents

• ISPM 15 heat treatment and mark locations, for export. See heat-treated pallets
• Moisture limit and how it is verified (moisture meter at delivery)
• Customer or retailer pallet requirements that apply
• Food, pharma or hygiene requirements
• Certificates or letters of compliance required
• Sustainability data wanted (certified wood, recycled content, carbon data)

#5. Quantity and schedule

Annual volume matters more than the first order: it decides whether a supplier sets up a dedicated run, buys lumber for you, or fits you in.

#6. Delivery

• Ship-to addresses (every site) and ZIP codes
• Delivered price or pickup (FOB origin)
• Receiving hours, dock or no dock, drop trailer or live unload
• How empties are bundled: pallets per stack, banding, wrap
• Full truckloads or partial loads

Freight is a large share of the delivered cost of a bulky, low-value product like a pallet. A supplier close to the delivery site often wins on delivered price even when its ex-works price is higher.

#7. Pricing basis

• Price per pallet at each quantity tier
• Currency and delivered or ex-works basis
• Heat treatment and other options priced separately
• Validity period
• Whether the price is tied to a lumber index, and which
• Payment terms
• Tooling or setup charges, if any (common for plastic and metal)

Pallet prices move with lumber markets, so fixed prices are usually short term. See pallet cost.

#8. Quality and acceptance

• Standard for tolerances (for example the Uniform Standard for Wood Pallets)
• First article or sample approval, and how many samples
• Inspection at receipt and sampling plan
• Defect and rejection criteria, and what happens to rejected pallets
• Nail specification verification
• Supplier audits

#9. Substitutions and flexibility

State clearly what the supplier may change:

Ask suppliers who propose changes to quote your baseline design as well, so you can compare.

#10. What to ask suppliers to return

• Unit price at each tier, delivered
• Lead time for first order and for releases
• Minimum order quantity (MOQ)
• Any proposed substitutions, with their effect on price and rating
• Safe load and deflection by support condition, if you asked for them
• Quote validity and pricing basis
• References or certifications if needed

#How to compare the quotes

Put every quote into one table before looking at price. Line up what each supplier actually offered:

Then compare cost per trip, not just price per pallet, for reusable pallets. A pallet that costs more but survives twice as many trips is cheaper in use. See reduce pallet costs.

#Consider the alternatives in the same RFQ

A buy-new RFQ is not the only option. For standard sizes, ask whether any of these would work:

• Recycled pallets (grade A or B) for standard footprints and moderate loads. See pallet grades.
• Pooled pallets rented per trip, for high-volume retail and grocery flows. See pallet pooling.
• Plastic pallets for closed loops, hygiene or automation, where the higher price is spread over many trips.

Including these as options, with the same load and handling information, lets suppliers propose the lowest total cost rather than only the lowest price for the pallet you described.

#Tips

• Send one package to every supplier. Differences in what you send become differences in what you get.
• Separate the design from the price. If a supplier helps design the pallet, make clear whether the design can go to other suppliers.
• Visit or audit for large contracts. Pallet quality varies between plants.
• Test before you commit. A first article inspected against the spec prevents most disputes.

The designer builds the spec sheet section of this checklist, and the custom pallets service sends a complete request to manufacturers for you.