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.
Lining up helpers and their hours
Do you have people lined up to help on the day? Their availability shapes the whole schedule. Write down who has confirmed, who might drop out, and what time each person can start and finish, since helpers with only a morning free change how the day is planned. Record a mobile number for each volunteer and nominate one person to hold the timetable, so the plan lives in a single place. If anyone needs picking up or dropping off along the route, note their addresses too. Share the helper count and time windows when you request the van, and ask whether the hire period you have in mind leaves room for the schedule you have drafted. Questions about access at each address belong with whoever manages that property.
Counting boxes room by room
How many boxes are you actually moving? A room-by-room count answers that question better than a guess. List the boxes per room, note roughly what size each batch is, and add any awkward items that will not flatten or fold, such as lamps, pictures or small appliances. If some boxes are for storage and others for a new address, separate the two lists so the route can be planned around them. Record any box that is fragile or must stay upright, purely as information for your own planning. Send the totals and the access arrangements with your dates, and ask which van suits the numbers you have gathered. If the count is still moving, flag it as an estimate and update the team before anything is confirmed.
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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.