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.
Arranging a collection with the seller
Suppose you have agreed to buy a sofa from a private seller and need a van for the day. Before requesting a quote, ask the seller for the item's dimensions, including its length, width and height, and note whether it comes apart into separate pieces. Record the seller's address, a contact number and the collection time window they can offer. If the item sits in an upstairs flat or a building with narrow corridors, write those details down too, since they may affect which questions you ask about the vehicle. It also helps to confirm whether the seller can hold the item until your chosen date. With this information to hand, you can state clearly what needs carrying and when, and raise any remaining uncertainties as part of your enquiry.
Preparing details for a business delivery
If you run deliveries for your business, a short planning session before each hire can keep the paperwork tidy. List every item going on the van, with dimensions for anything bulky, and note the delivery address plus a named recipient and their phone number for each drop. Where a customer has specified a time window, record it alongside the address so the day can be sequenced sensibly. Consider whether any items need to be kept upright or handled in a particular way, and note that requirement in your list. Access details at each destination, such as gate codes or loading restrictions, belong on the same sheet. When you contact the team, these notes let you describe the load and dates accurately, and anything unresolved, such as an unconfirmed recipient, can be raised before the booking is made.
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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.