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 on the day
Who is going to be there when the van is needed? That question is worth settling before you request a hire, because the answer shapes what you record. Write down each helper's name and mobile number, the times they are available, and where they will meet you, whether that is your address, a storage unit or a collection point. If someone is only free for part of the day, note the window so the itinerary can reflect it. For deliveries, keep the recipient's contact details to hand, including a phone number and any preference about being called ahead. When you ask for a quote, you can outline this schedule and ask whether the vehicle you have in mind suits the plan, and whether the hire period covers every stage you have listed.
Preparing a business delivery
For a commercial delivery, the paperwork usually starts with a simple manifest. List every item, its approximate dimensions and any handling notes the recipient should know about, then record the delivery address, the contact name there and a direct phone number in case of questions on the day. Confirm the date and, if possible, a time window the recipient can accept, and note whether the site has any particular access arrangements you should pass on when booking. If the delivery involves several stops, number them and note expected dwell times at each. When requesting a quote, present this information and ask which van option matches the load you have described, whether a crew van might be relevant if colleagues are travelling along, and whether anything in your list leaves an open question worth resolving first.
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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.