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.
Write a Load Inventory Before You Enquire
Begin with a written inventory of everything destined for the van. Rather than a vague sense of a van-full, list each item by name, note its condition if it is fragile, and mark anything that could be dismantled before the move. Add the quantity of boxes, bags or loose pieces so the total is visible at a glance. This record serves two purposes: it lets the team match the job to a small van, Transit, Luton, dropside or crew van where available, and it gives you a checklist to refer to on the day. If items are added or dropped from the plan, revise the list and send the updated version, since the original figures may no longer describe the job accurately.
Measuring Bulky Items for Your Quote
Bulky items deserve their own set of notes. For each one, measure the length, width and height at the widest points, including any handles, packaging or protruding parts, and write the figures next to a brief description. Where an item comes apart, record the dimensions both assembled and separated, and note which fixings or tools would be needed. Ask the destination contact about doorways, gates or corridors if you are unsure, since they know the space better than anyone. Include these measurements with your access arrangements and hire dates when you enquire, and mention any single piece that seems awkward. If a figure is an estimate rather than an exact measurement, say so, because approximations flagged clearly are more useful than numbers presented as certain.
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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.