Start with the payload, not the packing

Before you carry a single box out to the van, find out what it is actually allowed to carry. The gross vehicle weight and the payload figure are on the plate in the door shut or under the bonnet, and they are not advisory. A typical 3.5-tonne panel van has a payload somewhere between 1,000kg and 1,400kg once you account for fuel, the driver, a full tank of AdBlue and the toolkit you forgot you had. Add a sofa, a washing machine and forty boxes of books and it is very easy to sail past that number without noticing.

Weigh things roughly as you go, or better, take the van to a public weighbridge once it is loaded. Overloading is not just a mechanical risk on a long run to the coast; it is an offence in every country you will pass through, and enforcement at ports is not unusual. If your load genuinely will not fit within the limit, hire a bigger van or make two trips. It is cheaper than a fine and a great deal cheaper than a broken spring on a French motorway.

Loading so the van drives properly

Balance matters as much as weight. Put the heaviest items on the floor, directly over or just ahead of the rear axle. Keep weight low, keep it centred, and resist the temptation to fill the space behind the seats first just because it is easy to reach. A van loaded heavily at the back will feel light and vague at the front, and one loaded too far forward will drag its nose over every speed bump between your house and the ferry terminal.

• Strap everything down with ratchet straps rated for at least the weight of the load they hold. Restraint should stop movement forwards, backwards and sideways.
• Use the manufacturer's lashing points in the floor and walls rather than improvising around a door handle.
• Fill the gaps. Empty space is where things gather speed.
• Keep nothing loose above shoulder height, and nothing at all that could slide into the back of your head under braking.
• Leave the rear doors able to open, and keep a small bag with documents, phone charger and a bottle of water within reach of the cab.

Security checks before you leave

A loaded van parked overnight is an obvious target, particularly at motorway services. Before you set off, walk round and confirm that the rear and side doors lock properly, that the bulkhead is intact if you have one, and that nothing valuable is visible through the windows. Consider a steering wheel clamp, a lockable rear door bar and a tracker if the van carries anything irreplaceable.

Photograph the load and the odometer before departure. Mark tools and electronics discreetly. On the journey, park nose-in to a wall or hedge where you can, avoid leaving the van unattended at service areas for long periods, and if you must stop overnight, choose a well-lit, busy location rather than a quiet lay-by.

The paperwork you must carry for the crossing

This is where preparation saves hours of stress at the port. Carry originals, not just photographs on your phone, and keep them together in one wallet.

• Passport for every occupant, valid well beyond your return date, plus any visas if your route leaves the EU.
• Driving licence, and an International Driving Permit if your route or licence type requires one.
• V5C for the van if you own it. If it is hired, leased or borrowed, you need a VE103 certificate from the registered keeper, plus a letter of authorisation and a copy of their ID.
• Insurance documents confirming your cover extends to the countries you are visiting, and a green card if your insurer issues one.
• MOT certificate and a record of recent servicing.
• Travel insurance and European health cover for the people, not the van.

If you are travelling with a pet, sort the health certificate or pet passport and any required treatments well in advance. If you are carrying someone else's belongings for payment, stop and check whether the trip counts as commercial haulage, because it probably does.

Van, tyres and kit: the mechanical once-over

Get the van serviced a fortnight before you go, not the day before. Check oil, coolant, brake fluid, belts, battery condition and the spare wheel. Set tyre pressures for a loaded vehicle, which usually means more in the rear, and inspect the sidewalls for cracks. Adjust your headlamps for right-hand traffic with deflectors or a converter, and fit a UK sticker on the rear unless your number plate already carries the UK identifier.

Most countries expect a warning triangle and a high-visibility vest for each occupant, kept inside the cabin rather than in the boot. Carry spare bulbs, a first aid kit, a fire extinguisher where required, and a phone mount. Check low-emission zone rules for every city on your route and order any windscreen stickers in advance, as they can take weeks to arrive.

Customs, weight limits and the last mile

Ferry and tunnel operators have their own rules on gas cylinders, spare fuel cans and fridge units, so read them before you pack. Expect to declare anything that looks commercial, and keep a simple inventory of what is in the van, with rough values, in case you are asked. If you are moving your own household goods to a new home abroad, prepare a list and keep proof of your relocation to hand.

Finally, arrive early, know your vehicle's height and weight to the centimetre and kilogram, and have your documents out before you reach the booth. Do that, and the crossing becomes the easy part of the move.