What information is needed for a courier quote?
You need both addresses with postcodes, the ready time and deadline, what the goods are, how many pieces, the size of the largest piece, the total weight, access at each end and any special requirements. Each detail changes which vehicle is sent and what it costs.
The details a courier needs
The information needed for a courier quote comes down to where, when, what and how. That means the collection and delivery addresses with postcodes, the time the goods will be ready and the latest acceptable delivery time, what the goods are, how many pieces there are, the dimensions of the largest piece, the total weight, the access at both ends and anything special about handling or paperwork.
Every one of those details feeds into two decisions: which vehicle to send and how long the job will take. Those two decisions set the price. A request that leaves gaps either gets a cautious quote, or gets a quote that changes when the van arrives.
The checklist, and why each item matters
| Information | Why it matters | A good answer looks like |
|---|---|---|
| Collection address and postcode | Sets the distance, the nearest suitable vehicle and any clean air or charging zones on the route | Full address with unit number, building name and complete postcode |
| Delivery address and postcode | Sets the route and the drive time | Full address plus where to go on arrival, such as goods-in at the rear |
| Ready time | Decides when the vehicle needs to be with you | Packed and ready from 1.30 pm |
| Latest delivery time | Shows whether the job is possible and how much margin there is | Must arrive by 5.00 pm; goods-in closes at 5.30 pm |
| What the goods are | Affects handling, loading method and whether we can carry them | Two boxed laboratory centrifuges |
| Number of pieces | Drives load planning and the piece count on the proof of delivery | 2 boxes on 1 pallet |
| Dimensions of the largest piece | Decides the smallest vehicle that fits | Pallet 1200 × 1000 mm, 1.1 m tall including base |
| Total weight | Must stay within the vehicle's payload | About 160 kg including pallet |
| Access at each end | Affects whether one driver can load and unload, and how long it takes | Loading bay with pallet truck at collection; ground floor, no step, at delivery |
| Handling equipment | Decides whether a tail lift is needed | No forklift at delivery, so a tail lift is needed |
| Special requirements | May need a specific vehicle or more time | Keep upright; return the empty pallet |
| Value of the goods | Lets us confirm cover or arrange additional cover | £18,000 |
| Contacts at both ends | Lets the driver reach someone on arrival | Priya at collection, mobile number; Tom at delivery, mobile number |
For European jobs, add the paperwork: a commercial invoice, your EORI number and commodity codes. Our guide to sending goods to Europe by road after Brexit explains what each document is for.
Incomplete and complete requests compared
The difference between a vague request and a complete one is usually a few minutes with a tape measure. Here are three real-world patterns.
A machine part
Incomplete: "Need a part collected from Telford going to Derby today, it's not very big."
Complete: "Collect from TF3 postcode, deliver to DE24 postcode. One gearbox in a wooden crate, 80 × 60 × 55 cm, 145 kg. Ready now. Must arrive by 3.00 pm, production line is stopped. Forklift at both ends. Contact names and mobiles below."
The first version leaves the weight open. At 145 kg, a crate needs a forklift or tail lift, and that one detail changes the vehicle.
Office equipment
Incomplete: "Can you move some IT kit from our London office to Milton Keynes tomorrow?"
Complete: "Collect from EC2 postcode, second floor, goods lift 1.2 m deep, loading bay round the back with a 2.1 m height barrier. Six boxed monitors, two desktop towers, one 42U server rack on castors, about 1.0 m deep, 2.0 m tall, 140 kg. Deliver to MK9 postcode, ground floor. Ready from 9.00 am, deliver by 1.00 pm."
The rack is the item that matters. Its height decides the vehicle, its weight decides how many people lift it, and the height barrier decides which vans can reach the bay. The London postcode also tells us the Congestion Charge and ULEZ may apply, which will be included in your quote.
Chilled goods
Incomplete: "Chilled delivery to Leeds this afternoon please."
Complete: "Twelve insulated boxes, each 50 × 40 × 35 cm and 9 kg, to be kept at 2–8 °C. Collect from Sheffield S9 postcode at 1.00 pm, deliver to Leeds LS11 postcode by 4.00 pm. Recipient needs a temperature record."
That gives us what we need to send a refrigerated van of the right size, with the load area brought to temperature before loading. The temperature range is always agreed with you at booking.
How inaccurate dimensions change the price
Couriers price dedicated jobs by vehicle, and vehicles come in steps. Our van size guide gives typical load spaces: a small van is about 1.8 m long inside, a short-wheelbase van about 2.4 m, a medium-wheelbase van about 2.9 m, a long-wheelbase van about 3.4 m and a Luton about 4.0 m. Exact figures depend on the vehicle model, which we confirm at booking.
A small error in measurement can move a job up a step:
- Length. A roll of flooring described as "about two metres" that is actually 2.6 m will not fit a short-wheelbase van. It needs at least a medium-wheelbase van.
- Height. A crate 1.4 m tall will not stand in a load space 1.3 m high. If it must travel upright, it needs a taller vehicle.
- Weight. "Two pallets" could mean 300 kg or 1,500 kg. The second figure is beyond the payload of most vans, so the job may need two vehicles.
- Piece count. Three pallets described as two may not fit at all; see how many pallets fit in a van for typical figures.
When goods turn out bigger or heavier than described, there are only a few options on the day: send a larger vehicle (which means a new collection time), send a second vehicle, or re-quote and rearrange. All of them cost time, and some cost money. On an urgent job, the lost time usually hurts more than the price difference.
Parcel networks handle it differently. They use volumetric weight, often length × width × height in centimetres divided by 5,000, and re-bill if the parcel is larger than declared. Our comparison of dedicated couriers and parcel networks explains why bulky, light goods often suit a dedicated van better.
How to measure properly
Measure each piece at its longest, widest and tallest points, including handles, feet, the pallet base and any overhang, and round up to the nearest 5 cm rather than down. Weigh every piece, or use the manufacturer's figures, and add up the total, because weight decides the vehicle as much as size does.
Before you send the figures
- Check whether pieces can be stacked or must travel on their own
- Measure doorways, lifts and stair turns on the route out of the building
- Take a photo of the goods with a tape measure in shot if anything is unusual
Other details that change the price
Size and distance are not the only factors. The quote also reflects:
- Timing. The time of day, the day of the week and how soon the vehicle is needed.
- Waiting and returns. A wait-and-return job, such as a driver waiting while documents are signed, takes longer than a one-way run.
- Extra stops. Each additional collection or delivery point adds distance and time.
- Charging zones. The London Congestion Charge and ULEZ may apply and will be included in your quote. Some cities, including Birmingham, Bristol and Sheffield, operate Clean Air Zones.
- Handling. Two-person lifts, tail-lift vehicles or deliveries above the ground floor.
Our guide to how much a same-day courier costs covers these factors with typical market figures.
What happens after you send the details
We use your details to choose the vehicle and work out the route and timing, then agree a fixed price with you before collection. We confirm an estimated collection time based on where the nearest suitable vehicle is. If anything in the request is unclear, we ask rather than guess, because a two-minute question at booking is far better than a surprise in your loading bay.
When your details are ready, send them through our quote form or call 020 4525 2039 and talk them through.
FAQ
Common questions
Do I need the exact weight of my goods?
A close figure is enough, but a guess can be costly. Weight decides whether a vehicle can legally carry the load, so being 300 kg out can mean the wrong van. Use the manufacturer's data sheet, a set of scales, or the weight on the delivery note when the goods arrived with you. If you can only estimate, round up and tell us it is an estimate.
Is the price fixed once I accept the quote?
Yes. We agree a fixed price before collection, based on the distance, vehicle, timing and extras in the booking. The price holds as long as the job matches what was described. If the goods are significantly larger or heavier, the addresses change, or the vehicle is kept waiting, the job is no longer the one that was priced, and we will discuss any change with you before going ahead.
Why do you ask what the goods are worth?
Goods in transit cover is included as standard, but cover limits and exclusions are set out in our terms. Knowing the value lets us confirm that your consignment is covered, or arrange additional cover for high-value goods before collection rather than after something has gone wrong. It also helps the driver plan how the goods are positioned and secured in the vehicle.
Can I get one quote for a regular delivery run?
Yes. For recurring jobs, such as a daily run between two sites or a weekly multi-drop route, give us the pattern, the typical load and the days and times. That is usually set up as a scheduled courier arrangement, and approved businesses can book it through a business account with invoicing.