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.
Getting Helpers on the Same Page
Who is actually going to be there on the day? That is the first question to settle, because a van booking often depends on several pairs of hands. Write down each helper's name, their expected arrival window and a contact number, then confirm what each person has agreed to do, whether that is waiting at the collection address, meeting at the delivery point or travelling along in the vehicle. If the group is small, a crew van might be worth asking about, so note the headcount. Share the hire dates with everyone once they are fixed, and record which helper is the main point of contact if plans change. This makes it easier to answer the team's questions about access arrangements and timing, and to keep the whole job coordinated without relying on memory.
Putting the Day's Sequence on Paper
Alongside the people, the order of stops deserves its own written plan. List each address in the sequence intended, from the first pickup to the final drop-off, and note what is expected to happen at each one, such as a furniture collection, a storage unit visit or a delivery to a recipient. Record the estimated time at every stop and, where a recipient is involved, their contact details so arrival can be confirmed rather than assumed. Mark the stops that depend on someone being available, since these are the ones most likely to move. When requesting the van, it is worth asking whether the planned sequence fits the hire period, whether a dropside suits any of the items involved and what happens if a stop overruns, so the schedule has room to breathe.
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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.