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.
Write down what is going in the van
Start with a written inventory, room by room or job by job. Note each boxed item with a short description, and record the dimensions of anything awkward, such as sofas, wardrobes, shelving or tools. Count the boxes as you pack them and keep a running total, since a number written on Tuesday is easily forgotten by Friday. Photograph larger pieces as a record of condition and shape. If some items might be left behind or collected separately, mark them clearly on the list. Send the finished inventory with your enquiry so the team can discuss the vehicle options against what you are carrying, and ask any questions about the hire dates at the same time.
Give packing and loading a realistic slot in the schedule
How much time will the packing itself take? Set aside a defined period for it in your plan, separate from the driving, and note when it starts and finishes. If friends or colleagues are helping, agree their arrival times in advance and record who will be present. Write down the collection address, the destination, and a contact name and number at each end, including anyone holding keys to a storage unit or receiving a furniture delivery. Where access depends on a landlord, site manager or neighbour, note their details and ask them directly about restrictions. Build in a buffer for the unexpected, and keep the whole schedule with your booking notes so the hire dates you confirm reflect the work involved.
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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.