Warehouse Pallet Buying Checklist: Specs to Lock Down Before You RFQ
A practical pallet RFQ checklist: dimensions, design, grade, load and racking, treatment, volume, receiving, delivery vs pickup, landed quotes, and arrival inspection.
Why a written spec matters
Pallet quotes are only comparable when every supplier prices the same thing. A one-page spec prevents surprises like the wrong entry type, unexpected repairs, or freight added after the fact. Use the checklist below, fill in your answers, and send the same version to every supplier.
The checklist at a glance
| Item | What to specify | Why it matters |
|---|---|---|
| Dimensions | Length x width (e.g. 48x40), and height if your racking or trailers are tight | Wrong size can mean wasted trailer space or pallets that don't fit racking |
| Design & entry | Stringer or block; two-way or four-way entry; deck board coverage | Determines how forklifts and pallet jacks can pick up the load |
| Grade / condition | New, or used grade(s) you'll accept, and allowed repairs | Used grades are not standardized — get definitions in writing |
| Load & racking | Typical load weight, how loads are stacked, whether pallets go into racking | Confirm load suitability with the supplier; it depends on design and materials |
| Treatment & documents | Heat treatment (ISPM-15 stamp) if exporting; any customer-required paperwork | Export loads can be held up without the correct marking |
| Volume & frequency | Quantity per order and how often (one-time, weekly, monthly) | Affects minimums, pricing, and whether suppliers hold stock for you |
| Receiving access & hours | Dock or ground-level, trailer length limits, receiving days and hours | Avoids failed deliveries and extra charges |
| Delivery vs pickup | Delivered to your address, or you collect from the supplier | Freight can be a large share of the total cost |
| Quote format | Price per pallet, freight, any fees, minimum order, lead time | Lets you compare total landed cost |
| Arrival inspection | How you'll check the delivery and report problems | Sets expectations before the first order ships |
1. Dimensions
48x40 is the most common U.S. size, but always state it — and list any other sizes you use. If height matters (low racking or trailer clearance), say so.
Related: 48x40 GMA pallet size explained
2. Pallet design and entry
Say whether you need stringer or block pallets and two-way or four-way entry. If you use pallet jacks, mention it — some designs are harder to enter from certain sides.
Related: Block vs stringer pallets
3. Grade and condition
For new pallets, say new. For used pallets, list the grades you'll accept and ask each supplier to define them, including which repairs are allowed (for example, companion boards or plugged stringers) and whether mixed brands or colors are acceptable.
Related: New vs used pallet cost
4. Load and racking compatibility
Share your typical load weight, how high you stack, and whether pallets go into drive-in or selective racking. Ask the supplier to confirm the pallet is suitable for that use — don't assume a rating that hasn't been confirmed.
5. Treatment and documentation
If any loads ship internationally, ask for heat-treated pallets with the ISPM-15 stamp, and confirm the marking is visible on each pallet. Note any paperwork your customers require.
Related: ISPM-15 heat-treated pallets
6. Volume and frequency
Give an honest estimate: quantity per order and how often you reorder. Suppliers set their own minimums; full truckloads usually price better per pallet than small orders.
7. Receiving access and hours
List your delivery address, whether you have a dock or ground-level receiving, any trailer length limits, and the days and hours you can receive. Mention appointment requirements.
8. Delivery vs pickup
Ask for both a delivered price and a pickup price if you run your own trucks. Delivery areas and freight costs are set by each supplier.
9. Comparing landed quotes
Compare the total cost to get usable pallets onto your floor, not just the per-pallet price.
- Price per pallet for the exact spec
- Freight / delivery charge (or pickup price)
- Any extra fees (fuel, small-order, after-hours)
- Minimum order quantity
- Lead time and whether stock is on hand
- Payment terms
Related: How to choose a pallet supplier
10. Inspection on arrival
Agree on how deliveries will be checked before the first order. Pull a sample from the load and compare it against your spec: size, design, grade, broken or missing boards, and treatment stamps if required. Photograph problems and report them to the supplier promptly.
Example RFQ you can copy
Replace the bracketed placeholders with your own details:
Subject: Pallet quote request – [Company name], [City, State ZIP] Size: [48x40 or other] Design: [Stringer / Block], [2-way / 4-way] entry Condition: [New / Used – grades accepted: ___ ] Typical load: [___ lbs], racking: [Yes / No – type: ___ ] Treatment: [Heat-treated ISPM-15 / Not required] Quantity: [___ pallets] per order, [one-time / weekly / monthly] Delivery: [Delivered to address / Pickup] Receiving: [Dock / Ground level], [days & hours], [trailer limits] Needed by: [date] Please quote: price per pallet, freight, any fees, minimum order, lead time, and payment terms.
Next step
Once your spec is ready, you can send it to suppliers in our network through one request, or browse markets by state to see local pages.
Related: Request a pallet quote · Browse pallet markets by state
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