How to write a clear pallet specification for a quotation

A useful pallet request for quotation starts with a clear construction description. Give suppliers the same short specification, quantity and destination so they can identify what you need and quote against it.

Use a consistent component format

For a custom block pallet, list the footprint, component count and dimensions. The following example uses millimetres throughout. Board dimensions are thickness x width x length; block dimensions are height x width x length. In this example, 78 mm is the block height.

• Pallet footprint: 1200 x 800 mm.
• Deck boards: 5 pcs - 17 x 75 x 1200 mm.
• Cross boards: 3 pcs - 17 x 75 x 800 mm.
• Blocks: 9 pcs - 78 x 75 x 75 mm.
• Bottom boards: 3 pcs - 17 x 75 x 1200 mm.
• Wood: 1st grade, with the species and acceptance criteria agreed with the supplier.

This is an example construction description. Attach a drawing or agreed reference showing the component positions, fastening requirements and relevant tolerances. Ask the supplier to identify any proposed substitutions.

If you require a specific licensed product such as an EPAL pallet, name that product and its applicable specification in the enquiry.

State treatment and drying separately

Add two separate fields to the construction description:

• ISPM 15 heat treatment (HT) and authorised IPPC marking: required / not required.
• Kiln dried (KD): required / not required; maximum wood moisture content: [x]% at [dispatch/delivery].

Choose the requirements for the intended destination and customer, and agree how any moisture limit will be checked.

Kiln drying reduces moisture; the label KD alone does not establish compliant ISPM 15 treatment and marking. A kiln-drying process can also meet the heat-treatment requirements when the prescribed conditions are achieved and verified. Heat treatment alone does not establish a specified final moisture content.

Add the order details

State whether the pallets must be new, used or repaired. For a grade description such as 1st grade, attach the agreed criteria, reference photos or sample where needed. Record any requirements for cleanliness, appearance or acceptable repairs.

Give the quantity per order or delivery, destination country and postcode, and required delivery date. Add expected repeat volumes when relevant, identifying forecasts separately from committed orders.

Describe the intended goods, load and handling conditions, especially racking, stacking or automated equipment. Ask the supplier to confirm suitability for that application; the component list alone does not establish a load rating.

Ask for a clear price basis

Request a price per pallet for the stated specification and quantity. Confirm whether it includes delivery to the named postcode or applies to collection from the supplier. A single delivered price is sufficient when its scope is clear.

Ask the supplier to flag any differences from your specification and state the quotation validity and relevant commercial terms. Use PalletsHub Europe to post the requirement and discuss offers directly with potential suppliers.