Please take the time to follow this step-by-step guide, it will help you
understand how we work.
As your job progresses through our system you will also receive email's from us
giving you information about what is happening and what you need to do next. We
will hold your hand through the process and make it as easy as we can for you to
arrange for your belongings to be shipped to your destination.
Thank you, you have already completed the first stage when you registered. You
will have received an email with price and service details for your destination.
Completing the registration helps us plan departures to each destination and
allows us to make special offers when we have identified a number of people
travelling somewhere at the same time.
Check the number of boxes you need
You can save some money by taking a little time at the beginning to assess how
many boxes you are likely to need. Please note that VOOVit boxes are not available to all destinations due to their size.
You can order more boxes than you think you need without charge based on a
sliding scale against the final number you actually ship, but charges will apply
if you order too many and then ship too few. See the Additional Charges
page for the scale of charges applicable for unused boxes.
If you underestimate the number and you need more boxes you will incur another
delivery charge of £20.00. Unlike the initial deposit this is not deducted from
your final payment.
Once you have decided how many boxes you need you can order them on-line by
following the on-screen instructions. This is on-line step 1.
You will pay a deposit of £20 for up to 9 boxes, over 10 boxes the deposit will
be £50. This deposit is deducted from the total charge when you make your final
payment. So for example, you order 5 boxes and the price you have been given is
£180, you pay £20 now and £160 when you are ready for the boxes to be collected.
Boxes and tape are usually delivered within 2 working days of receipt of your
payment. The van leaves our depot at lunchtime each day so its important if you
are in a rush to make sure that your order has been placed by 12:00 noon.
Deliveries are made by courier. If you
are not at home when they call the will leave a card with a local contact number
so you arrange for re-delivery.
We can deliver to your home, place of work, a friend or
relative. The boxes are flat packed and while they are quite big they are not
Pack the boxes
Pack the box in accordance with our guidelines. See the Packing Guide for
As you pack keep a note of what you are putting in each box, you will need this
information later to complete the packing lists.
If you have any concerns about an item it is better to check before you pack it.
If you pack an item that is prohibited by the shipping line or by local
regulations at destination it will have to be removed prior to shipment. If we
do this for you there will be additional charges.
Mark the boxes
All boxes must be clearly marked on the side panel of VOOVit boxes with your
name, destination and the sequential number of boxes.
- Name: This would usually be the name of the person who will
receive the boxes at destination.
- Destination: Write the full destination delivery address and a valid local phone number. Do not enter a UK mobile number if your destination is outside the UK
- Number: If for example you are sending a total of ten boxes, the
first box you mark will be 1 of 10, the second box will be 2 of 10 and so on.
If you are using your own boxes or bags they also must be
marked as per these instructions. further information
Complete the Packing List
This is on-line step 2. There are two parts that need to be completed.
- Destination Details - This is your contact information at
- Packing List - A list of the contents of each box, used by
Customs at your destination.
Both forms are completed on-line.
You must keep copies of your packing lists you will be asked for them by the
customs authorities at your destination.
Copies will be retained on our database for at least 6 months after the goods
depart from the UK. You can access and print further copies through the
registered user area.
You must complete a commercial invoice for the goods packed in the boxes, this is for customs purposes only, and should tally with the packing list quantities and values.
The completed commercial invoice should be placed in an envelope and attached to the boxes. The blank commercial invoice can be downloaded here.
Pay the balance of your charges
This is on-line step 3. Once you have finished packing, and have completed the forms pay the balance of
your charges and tell us what day you would like the boxes collected.
As with the deposit payment this can be paid using your credit or debit card by
following the on-screen instructions.
If you wish you can pay by cash at any branch of HSBC,
contact us for details.
Once we have received your forms and final payment collection can be booked for
the day you have chosen. The working day before collection we will send you a
label for each box by email, you should print the labels and firmly attach to
each package. The drivers will not collect anything that has not been labelled.
Collections are Monday to Friday. We cannot give you a specific time when they
van will arrive nor can the driver call ahead.
Collection must be made from the ground floor front of the building, as near to
the area where the van will park as possible.
Collections are made by courier. If you are not at home and the driver is
unable to collect you will incur an additional charge.
It doesn't have to be you that hands the boxes to the
driver a friend or colleague can give them to him if you have an appointment
Boxes leave the UK
Your boxes will usually leave the UK 2-3 days after collection.
The boxes are first brought to our depot where they will be checked prior to despatch. We will check:
Weight of the boxes
Dimensions of the boxes
Prior to departure the boxes will also be x-rayed by the carrier and checked for any prohibited goods. Boxes containing prohibited items will be returned to our depot.
Additional charges will be incurred for the return, re-packing and re-despatch of rejected boxes.
Shortly after departure we will send you an email with details of the despatch, its
estimated arrival date at your destination, the references associated with your
boxes and tracking information to allow you to follow progress through to delivery.
Boxes arrive at destination
In most cases there will be nothing for you to do at destination, customs clearance will be affected without any need to contact you, and the boxes will be sent out to the delivery address.
If you are not at home the courier will leave a card and you can contact them and arrange re-delivery on another day or to collect the boxes from the local depot.