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.
Writing down every box you plan to move
Begin by writing down every box you expect to move, numbered if that helps. Against each number, note the room it came from and anything fragile inside, so you can find things quickly at the other end. Add the approximate dimensions of the larger cartons, since a few oversized boxes change the picture more than a dozen standard ones. If furniture travels as well, list each piece separately from the boxes, with its longest measurement noted beside it. Keep the list with your booking notes, and update it whenever something is added or left behind. When you call about hire dates, read from the finished inventory rather than estimating, and ask the team which points on it they would like clarified so the conversation starts from facts rather than guesses.
Turning the list into a proper inventory
Which details turn a list into a useful record? Photos help, taken before anything leaves the house or workshop. Pair each image with a short written description and, where relevant, the condition of the item, so you have a reference if a question arises later. Note who is receiving each part of the load if it is split between addresses, and record a phone number for each recipient along with any times they have said they will be available. If some items belong to other people, mark that clearly on your inventory. Bring the finished record when you discuss the hire, and say which entries are still provisional. An inventory with gaps is still worth sharing, provided you point out where the uncertainties sit.
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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.