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A request for “100 heavy-duty pallets” leaves the supplier guessing. What will each pallet carry, how will it be moved, and will it stand on a floor or sit in a rack?

A useful quotation request describes the job as well as the pallet. It gives the supplier a basis for proposing a design and helps you compare offers against the same requirements. Use this checklist when enquiring about wooden pallets; the worksheet below brings the details together.

Start with the cargo footprint

Provide the cargo’s length, width and height, with units. Explain whether you are measuring one item, a packed carton or the complete load on a pallet.

If you need a particular pallet footprint, list it separately. A drawing labelled “1,200 × 1,000” needs to say what those dimensions describe and whether they are in millimetres. Add photographs for awkward shapes, alongside measurements of protrusions, feet and mounting points.

For a repeat order, include the drawing or reference number. Flag any changes to the cargo or handling process so the supplier can check whether the previous design still suits the job.

Describe the weight and how it is distributed

Give the maximum cargo mass per pallet, rather than the average consignment weight, and state whether it includes other packaging.

Describe where the load meets the pallet. Cartons spread across the deck present a different brief from a machine resting on a few small feet. Include support-point details and any uneven weight distribution; your equipment supplier may be able to provide a drawing.

A capacity figure is only useful alongside its loading and support conditions. Ask the pallet supplier to state the conditions covered by the proposed design’s rating.

Explain the whole handling route

List each stage from packing to receipt: floor storage, movement around the site, warehouse storage, vehicle loading and unloading at the customer’s premises.

Name the handling equipment and required entry sides. Include conveyor, doorway and vehicle restrictions. For racking, supply the support arrangement and dimensions for assessment; a floor-load rating or the presence of a bottom deck does not establish rack suitability. Attach the receiving site’s pallet specification if it has one.

If you are weighing up different base designs, the pallets-versus-skids comparison explains the terminology. Choose against the load and handling requirements.

Identify the destination and environment

State whether the pallets are for domestic use or export, and name the destination. Describe likely exposure to weather or moisture, storage conditions and the intended service life.

For export enquiries, the IPPC’s ISPM 15 implementation resources explain the plant-health framework for wood packaging, including treatment and marking. Confirm the requirements for the actual construction and destination with the supplier and relevant plant-health authority. ISPM 15 addresses plant-pest risks; it does not certify pallet load capacity or cargo protection.

Arminel’s ISPM 15 packaging guide offers further background for the enquiry.

Include quantities, timing and delivery details

A clear specification still needs a delivery brief. Include:

• Initial quantity and likely repeat orders.
• Required delivery date, distinguished from an agreed lead time.
• Delivery location or collection preference.
• Site access and unloading constraints.
• Any sample or drawing approval required before production.
• The person responsible for approving the specification.

Ask each supplier to identify delivery charges, applicable taxes, treatment where relevant and separately priced items. Compare the same specification rather than unit prices alone. The wooden-pallet cost guide discusses price drivers; obtain a current quote for your own requirements.

Copy this pallet enquiry worksheet

Confirm the assumptions before ordering

Check that the proposed design, intended use, rating conditions and exclusions are recorded in the quotation or accompanying specification. Resolve outstanding details before production.

Send your completed worksheet to Arminel Industries with the relevant drawings and photographs. Ask what else is needed to prepare a pallet quotation.