Sizing a van around what you are moving
List the largest items with rough length, width and height, and give an estimate of total weight, because bulk and payload limit a van in different ways. Mention anything awkward, such as a wardrobe that cannot be dismantled or long timber. Describe loading at both ends, including stairs, lift access, distance from the kerb and whether anyone will help lift.
Fitting the van to your route
Start with the load, then choose the van. A small van works well for boxes, tools and light collections; medium and long-wheelbase vans suit furniture, stock and trade equipment; and a Luton is the better choice for bulkier items on a house move. Subject to dates, driver details and availability, the range includes the Volkswagen Caddy, Ford Transit SWB, VW Transporter Automatic, Ford Transit MWB and Ford Transit LWB. Make, model, transmission, seats, payload and licence position are all confirmed at quote stage, so treat these vehicles as a guide to the kind of hire on offer rather than a guaranteed reservation of a particular model.
Coordinating Helpers for the Day
Who will actually be there on the day? Settling that early makes everything else easier to arrange. Write down each helper's name, contact number and the times they are free, then agree a meeting point at both ends of the job. If someone can only come for part of the day, note the hours they can cover so you can plan around them. It is also worth recording who holds keys to the old and new properties, or to the storage unit, and who will speak with any site staff on arrival. Sharing the hire dates with everyone well in advance gives people time to confirm. If your list of helpers changes, update it and tell the group, so nobody turns up expecting a different plan.
Preparing a Business Delivery
If the hire is for a commercial delivery, gather the details before the van is booked. List each item going out, its approximate dimensions and any handling notes the recipient should know about, such as whether it arrives in one piece or several. Record the delivery address, the recipient's name and a phone number, plus any reference they expect on the paperwork. Where a time window has been agreed, write it down alongside an alternative contact in case nobody answers. If several drops are planned, number them and note the order you intend to follow, leaving space to tick each one off. Questions worth asking include whether someone will accept the goods on arrival and what happens if access arrangements change at short notice.
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What to confirm on the phone
Before the hire is confirmed, go over the key points: whether the vehicle is available, the driver requirements, mileage, insurance, the delivery or collection arrangements and any extras you have asked for. Make sure payload, loading height, tail-lift needs, driver details, deposits and insurance excess are confirmed before you settle on a van size. A clear request gives the date, the length of hire, a rough route, the delivery or pickup address, the passengers or load you expect and any special requirements that might affect which vehicle is suitable.