Moving Day Helpers and Vehicle Rota

Who this is for

Who is helping, when, and in what. Helpers are listed with their hours, job and vehicle, and the run sheet plans each trip between the two addresses so loading and driving are covered from the first load to the last.

Anyone moving without a removals firm, relying on friends, family and borrowed or hired vans to get everything across in a day.

What this helps you track

• Who is coming, when they arrive and when they have to leave
• Each helper's job: loading, driving, unpacking, childcare or food
• Which vehicles are available and what each can carry
• Every trip: vehicle, driver, what is on board and times
• Refreshments to organise and who to thank afterwards

How to use it

1. Write the move date, both addresses and the parking arrangements at each end.
2. List every helper with their phone number, hours, job and any vehicle they are bringing.
3. Plan the trips in the run sheet, matching loads to vehicles and drivers to the hours they are free.
4. On the day, fill in actual departure and arrival times and tick each trip done.
5. Use the notes area for food and drink, and for the thank-you list once it is over.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why write down when people leave?

Helpers often arrive together and drift off through the afternoon. Knowing who has gone by when shows whether the last loads still have enough hands and a driver.

What does vehicle capacity mean here?

Whatever helps you plan: seats, a rough load such as a room's worth, or the dimensions from the hire company. The sheet does not assume any size.

Who can drive a hired van?

That depends on the hire company's terms, the driver's licence and the rules where you are. Check with the hire company before the day and note agreed drivers in the helper table.

How does this fit with the moving day timeline?

The timeline schedule plans the whole day hour by hour. This rota is the people and vehicles side of a self-managed move: who is doing what, and each trip.