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.
Allowing sensible time for packing
Write down the hours you expect each stage of the job to take before you fix the hire dates. Packing a flat is rarely a one-hour task, and a trade delivery round may need longer on the road than you first think. Sketch the day backwards: if the van is due back at four, note when unpacking must finish, when driving must end, and therefore when packing needs to start. Add a margin for furniture that refuses to come apart or boxes that multiply as you go. If helpers are involved, record who is available and when, since a promised pair of hands that cancels changes your timings. Mention these estimates when you enquire, because the hire window you request should reflect the whole job, not just the driving portion of it.
Keeping a load inventory as you go
A running inventory, started well before the van arrives, is one of the most useful documents you can hold during a move or delivery job. Note each item as it is packed, along with rough dimensions for the large pieces and a running box count. Mark which room or destination each item belongs to, so that furniture for the storage unit and furniture for the new address stay distinguishable. If the job is a collection from a shop or a house clearance, record the seller's contact details and the agreed collection window. Photographing awkward items can help you describe them later. When you contact the team, that inventory lets them match the load to a small van, Luton or dropside with something concrete to work from rather than guesswork.
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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.