James Holloway
Why man and van works for small business deliveries
There's an awkward gap in most small businesses' logistics. A parcel is too heavy or bulky for the post, but the load isn't big enough to justify a removals firm and a full day's rate. That's exactly where man and van services earn their keep. You book a van and a driver for a couple of hours, load up with stock, samples, furniture or equipment, and get on with your day.
For local deliveries and collections — dropping orders to customers, collecting from a supplier, moving kit between a shop and a storage unit — it's often the cheapest sensible option. The trick is knowing what you're buying, because not all quotes mean the same thing.
Understand the pricing before you commit
Most operators quote an hourly rate with a minimum booking, commonly two hours, then charge in 30-minute blocks. Rates vary by region and vehicle size: expect roughly £30–£45 per hour for a small van outside London, £45–£65 or more inside the M25, with a premium for larger vans or two-person teams. Weekends and evenings usually carry a surcharge.
Ask what the hourly rate actually covers, because the extras add up quickly:
- Travel time to reach your first pickup, sometimes charged from the driver's base.
- Congestion Charge and ULEZ, normally passed on for London jobs.
- Mileage beyond a set radius, often charged per mile after 20 or 30 miles.
- Waiting time while you load, or while a customer keeps the driver at the door.
- Parking and permits, including suspended bays and loading restrictions.
- VAT, which many operators quote separately.
Get the total, not the rate, confirmed in writing before the van turns up. A two-hour job quoted at £35 per hour can easily land at £110 once the extras are added.
Insurance: the question most businesses forget to ask
Your goods are in someone else's van, so insurance matters. Most professional operators carry goods in transit cover, but the limit is often £10,000 to £25,000 per load — and some items may be excluded entirely. Ask to see the certificate, not a verbal assurance.
- What's the cover limit per load, and is it per vehicle or per booking?
- What's excluded? Antiques, electronics, glass and artwork often need separate cover.
- Who is liable for damage caused by packing on your side?
- Is there public liability cover for damage to property during loading?
- Is the driver insured for hire and reward, not just social driving?
If you're moving anything worth more than a few thousand pounds, declare it in advance so extra cover can be arranged. Turning up with an undeclared £15,000 of stock is how claims get refused.
Match the van to the load
Van sizes are usually described by volume or length, so be specific when booking:
- Small car-derived van — a few boxes, a flat-pack run, small tools.
- Short wheelbase van — around 6m³; a couple of armchairs, modest stock drops.
- Long wheelbase van — around 10–12m³; pallets, shop fittings, bulk orders.
- Luton with tail lift — around 20m³; heavy pallets, machinery, anything needing a lift.
Check the payload limit too. A 3.5-tonne van can legally carry roughly 1,000–1,400kg including fuel and passengers, and overloading becomes your problem as well as the driver's if a delivery is delayed or stopped.
Brief the driver properly and the job runs itself
A short, clear brief saves everyone time. Send it in writing the day before:
- Full addresses with postcodes, plus access notes: barriers, codes, narrow lanes, one-way systems.
- Parking arrangements at both ends — loading bays, double yellows, permit numbers.
- Timings, including any delivery window already agreed with your customer.
- Weight and dimensions of the heaviest item, and whether stairs or a lift are involved.
- Contact numbers for you and for whoever is receiving the goods.
Agree up front what a kerbside delivery means — many operators won't carry items inside a building unless you've booked a two-person team. Ask for proof of delivery as standard: a photo of the item in place, a signature, or both.
Keep records and costs down
Book the same operator regularly and you'll usually get better rates and drivers who already know your routine. Keep invoices together for your accountant, note the VAT, and record what each job costs — after a few months you'll see whether a weekly run or a small contract beats ad-hoc bookings. Combine drops where you can: a van doing three deliveries in two hours is far cheaper than three separate bookings. Treat your driver well, pay promptly, and you'll have a reliable partner when a last-minute collection lands on your desk.
