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.
How the right vehicle is confirmed
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.
Record entrances and item sizes
Which measurements should you gather before asking about a van? Start with the items themselves. Write down each large piece on a list, along with its length, width and height at its bulkiest point, including any parts that stick out such as handles or legs. Sofas, wardrobes and appliances often differ from their catalogue figures once packed, so a tape measure and a few minutes of recording can settle the matter. Note, too, the entrance details at each end of the journey: whether doors open fully, whether a lift is involved and any width restrictions you already know about. These notes belong on your list rather than in your head, and anything you are unsure of is simply a question to put to the relevant contact at the destination.
Sort out who is helping
If friends or colleagues are joining the job, a short roster keeps everyone on the same page. List the names of your helpers, the times each can attend and a phone number for each, since plans sometimes change at short notice. It may also be worth agreeing in advance how everyone will communicate on the day, whether by group message or a call. If the collection or drop-off point has its own contact person, record their details separately from your helpers so you know who to ring about what. You can then share the confirmed hire dates with the group once they are set. Any gaps in the roster, such as an unconfirmed arrival time, are worth flagging early so nobody is left guessing.
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Things to check 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.