Pallet Exchange Note (Palettenschein)

The Palettenschein (pallet exchange note or pallet receipt) documents the handover and exchange of load carriers – above all Euro pallets and mesh boxes. It records how many pallets were handed over and returned, in what condition, and what pallet debt remains open.

Why a pallet note matters

A Euro pallet is worth well over ten euros – with daily deliveries, unresolved balances quickly add up to four-figure amounts per year. Without a receipt there is no way to prove later how many pallets were handed over, or in what condition. The pallet note is the counterpart of the delivery note for the packaging side: it is the basis for the pallet account on which suppliers, carriers, and recipients track their mutual balances.

Is there an exchange obligation?

No – and this is the most common misconception: an obligation to exchange pallets exists only if it was agreed, for example in the freight contract, in framework agreements, or via a clause in the transport order. Neither the German Commercial Code (HGB) nor the ADSp impose an exchange automatically. Two models are common:

• Simultaneous exchange: the recipient returns the same number of exchangeable empty pallets on delivery.
• Deferred exchange (pallet debt): the return happens later; the pallet note documents the open debt including a date.

Clarify before the tour what has been agreed – the driver cannot make up for a missing agreement at the ramp.

Which pallets are exchangeable?

Condition is what counts in an exchange. In practice, Euro pallets (EPAL) are roughly classified as A (like new, light-coloured, undamaged), B (used but fully functional – exchangeable), and C (damaged or in need of repair – not exchangeable). Broken boards, missing blocks, or heavy soiling make a pallet non-exchangeable; such deviations belong on the note with quantity and condition. A free pallet exchange note template with columns for type, quantity, condition, and difference is available in our templates section.

Frequently asked questions

Who issues the pallet note? Usually the driver or the warehouse at handover – both sides sign, and each keeps a copy (or a photo of it).

What is the difference from a delivery note? The delivery note documents the goods, the pallet note the load carriers. For small shipments the exchange is sometimes noted on the delivery note – for regular deliveries a dedicated note is cleaner.

How do I keep a pallet account? Record every handover with date, partner, quantity, and condition, and reconcile monthly against the notes – chase open balances promptly, otherwise they become effectively uncollectible.

What about damaged pallets? Non-exchangeable pallets are not credited; document condition and quantity on the note, otherwise disputes arise over the difference.

Sources

• EPAL – European Pallet Association: exchange criteria
• § 407 HGB – freight contract