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.
Preparing a business delivery
If a van is needed for a delivery to a customer, treat the planning as part of the service rather than an afterthought. Write down each delivery address, the contact name at each stop and the window in which the customer expects the goods. Ask those receiving the delivery how their site works, including where a van can pull in and who will receive the items, since those answers come from the destination rather than the hire company. Share the full round of stops with the team when you enquire, because the shape of the day affects the vehicle group and the hire period. Where a customer needs a specific time, note it clearly, and keep a copy of the schedule with you so any changes can be passed along the chain quickly.
Coordinating helpers for the day
Loading and unloading almost always involves more than one person, so sort out your helpers before the van is booked rather than after. Ask each person when they can start and how long they can stay, then build the schedule around the least available helper rather than the most. Agree in advance who meets the van, who is at the other end and who holds keys to both properties. If a helper drops out, decide what the fallback is, whether that means rescheduling the second half of the move or finding someone else. Share the timings with the team when arranging the van, since the hire period needs to cover the whole day as it will actually run, not an ideal version of it.
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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.