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.
Picking a suitable van
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.
Allowing time for packing and loading
Start by writing down the date and time you want the van to start, and the date you expect everything to be finished. If the job involves packing items into boxes beforehand, it can help to set a separate evening or morning for that, so the hire period is not taken up with sorting. Note how long you expect each stage to take: gathering everything at the collection point, travelling to the destination, and unpacking at the other end. If any part of the schedule depends on another person, such as a shop collecting furniture from or a storage facility opening at a set hour, record those times alongside your own. When you ask for a quote, you can then check whether the hire period you have in mind covers the whole job, and adjust the dates if the timings look tight.
Coordinating helpers on the day
If friends or colleagues are assisting, which details do they need in advance? Make a note of who is helping, when they are due to arrive, and where they should meet you. It can be useful to record each helper's phone number so you can send updates if timings shift, and to agree who is responsible for which part of the plan, such as waiting at the destination or accompanying you on the journey. If anyone is only free for part of the day, write those hours down too. Where the job involves collecting items from a third party, note the name and number of the person expecting you, so a helper can make contact if you are travelling. Sharing these details with everyone before the hire begins keeps the group working from the same information, and any gaps can be flagged when you discuss the dates with the team.
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Last checks before booking
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.