Guides
How to write a pallet RFQ (with checklist)
Reviewed
A good pallet RFQ gives every supplier the same complete picture: a dimensioned design or the requirements it must meet (load, support, handling, environment), the quantities and release pattern, delivery terms, compliance documents such as ISPM-15 or a PDS report, marking, and quality and acceptance rules. Missing any of these is the most common reason pallet quotes cannot be compared.
On this page
A request for quote (RFQ) for pallets fails in one of two ways. Either it is too thin ("need 48x40 pallets, price?") and every mill quotes a different pallet, or it specifies a design without saying what it has to do, so nobody can suggest a cheaper one that still works. The fix is to send both: the design (if you have one) and the requirements behind it.
Two ways to specify a pallet
| Approach | You send | Best when |
|---|---|---|
| Design specification | A dimensioned drawing, parts list, lumber, fastener spec | You have a proven pallet and want like-for-like pricing |
| Performance specification | The load, support, handling and environment it must survive | You want suppliers to propose a design, or value-engineer an existing one |
The strongest RFQs send a design and the requirements, and say whether "or equal" alternatives are welcome.
The requirements section
These come straight from what the Uniform Standard for Wood Pallets asks users to state (load, support and performance), expanded with the inputs pallet design software asks for.
- Size: length x width, length first (the stringer direction). See pallet dimensions explained.
- Load: maximum and average weight; type (boxes, bags, drums, machinery); how it bears on the deck (uniform, partial, line or point loads); how much it varies.
- Unit load: container size and weight, count per layer, layers, column or interlock stacking, stabilizers such as stretch wrap or straps. See unit load design.
- Storage: floor, floor-stacked N high, or racked (across the length or width, beam span, 2- or 3-beam). See racking pallets.
- Handling: forklift entry (ends only or all sides, tine size), pallet jack (from which faces), conveyors, automated storage and retrieval.
- Deflection limit, if you have one, especially for racking or automation. See pallet deflection.
- Environment: dry or wet service, freezer, outdoor.
- Use: single-use or reusable; expected trips if reusable.
- Target standard or customer spec: Uniform Standard, ASTM D1185, ISO 8611, GMA footprint, EPAL, a retailer's vendor guide.
The commercial section
| Group | Fields |
|---|---|
| Buyer | Company, contact, email, phone, role (end user, broker, packaging engineer), billing entity |
| Project | RFQ title and ID, pallet ID or part number, drawing number and revision, quote due date, decision date |
| Quantity | Initial order, annual volume, release frequency (weekly, monthly, JIT, kanban), quantity per release, contract length (spot or blanket), price breaks wanted |
| Delivery | Ship-to addresses, delivered or customer pickup, dock and trailer constraints, receiving hours, lead time and first delivery date |
| Empties packaging | Pallets per stack, banding or wrap, loads per truck, mixed loads allowed |
| Pricing | Price basis (per pallet, delivered or FOB), currency, payment terms, any lumber-index escalator, setup charges for custom designs |
| Material flexibility | Acceptable species groups, recycled or combo allowed, alternative fasteners, "or equal" allowed |
Compliance and documents
- ISPM-15 heat treatment for export, with the mark location (two or four sides) and a certificate or letter if needed. See ISPM-15.
- Moisture: kiln-dried to a target moisture content, and how it will be verified. See kiln dried vs heat treated.
- Engineering evidence: a Pallet Design System report or an ASTM D1185 or ISO 8611 test report, if your customer requires one. Some large retailers do; state only what your customer's current guide says.
- Conformance: Uniform Standard grade and tolerances, EPAL license, GMA footprint.
Marking
Customer logo or part number, stencil, brand or ink-jet location, paint or color coding, ISPM mark on two or four sides, date or lot code.
Quality and acceptance
- First-article approval and the number of sample pallets
- Acceptance sampling plan
- Tolerances: name the standard, for example the Uniform Standard's manufacturing and assembly tolerances (see pallet tolerances)
- Lumber grade and defect criteria
- Nail specification and how it is verified (wire diameter, MIBANT bend angle)
- Rejection and chargeback policy
Operations fit
Tell the supplier about automation: conveyors, stretch wrappers, palletizers and AS/RS care about flatness, bottom-board orientation and chamfers. Mention any pallet return, retrieval or recycling program.
Attachments
Photos of the current pallet and of the loaded unit, your existing drawing or spec sheet, and any NDA. Only share a PDS printout you are entitled to share; those printouts are copyrighted and watermarked for the licensee and its customer.
Pallet RFQ checklist
| # | Item | Required? |
|---|---|---|
| 1 | Size, length x width, length first | Yes |
| 2 | Drawing with revision, or construction description | Yes, or send requirements |
| 3 | Maximum load and load type | Yes |
| 4 | Storage: floor, stack height, rack orientation and span | Yes |
| 5 | Handling: forklift, pallet jack, conveyor, AS/RS | Yes |
| 6 | Single-use or reusable | Yes |
| 7 | Lumber species, grade, moisture | If specified |
| 8 | Fastener type, length, wire diameter | If specified |
| 9 | ISPM-15 and mark location | For export |
| 10 | Deflection limit | For racking or automation |
| 11 | Required report (PDS, ASTM D1185, ISO 8611) | If a customer requires it |
| 12 | Annual volume, release size and frequency | Yes |
| 13 | Ship-to, delivery terms, lead time | Yes |
| 14 | Marking and branding | If needed |
| 15 | Quality: samples, tolerances, acceptance | Yes |
| 16 | "Or equal" and substitutions allowed | Yes |
| 17 | Quote due date and validity period | Yes |
Ask suppliers to respond in a fixed format
Request unit price at your quantity tiers, lead time, quote validity, any proposed substitutions or value-engineering, and whether an engineering analysis is included. A fixed format is what makes quotes comparable.
palletdesign.ai produces an RFQ block with the drawing, parts list, lumber, nail count, requirements and an indicative cost, so every supplier sees the same pallet.
Questions
- What should a pallet RFQ include?
- The size, a drawing or construction description, the load and how the pallet is stored and handled, single-use or reusable, lumber and fastener spec if fixed, compliance needs such as ISPM-15, quantities and release pattern, delivery terms, marking and quality rules.
- Should I send a design or requirements?
- Send both when you can. The design lets suppliers price like for like; the requirements let them propose a cheaper design that still meets your load, storage and handling conditions.
- Why are my pallet quotes so different?
- Usually because the RFQ left room for interpretation: lumber thickness, species, nail spec, moisture, or delivery terms. A dimensioned drawing plus the checklist fields removes most of the variation.
- Do I need a PDS report with my pallet quote?
- Only if you or your customer require one. Some large retailers ask for a Pallet Design System analysis or an ASTM D1185 test for purpose-built pallets; check the current vendor guide.