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.
Keeping a Load Inventory
Start by writing down everything that needs to travel, however obvious it seems at the time. Group the list by room or by job, and against each item note its rough dimensions and any awkward features such as drawers that slide, doors that open or legs that detach. If something comes apart, record which pieces it breaks into and where the fittings are kept. Photographs of larger items can support your notes and give you something to refer back to when discussing vehicle options. It is also worth counting bags, boxes and loose pieces separately, since small items are easy to overlook when the list is drawn up quickly. If some things might be left behind or collected later, mark those clearly so you can see the difference between what is definite and what is still undecided.
Allowing Time for Packing and Loading
Once your inventory is written, think about how long each stage of the day might realistically take and build your schedule around it. Consider when items need to be wrapped, boxed or dismantled before the van arrives, and note any tools or materials you will need for that work. If friends or colleagues are helping, agree a start time with them in advance and record it alongside your other arrangements. It can also help to note the opening times of any storage facility, shop or collection point involved, so you are not working to an assumed window that turns out to be wrong. Where a collection has been arranged with a seller or supplier, confirm the collection slot with them and ask whether they need notice of your arrival. Leaving gaps between stages of the day, rather than planning back-to-back slots, gives you room to deal with anything unexpected without having to rearrange the hire itself.
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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.