Vehicle shipping guide

The complete vehicle shipping process

• Research and quote (1-2 days): Get quotes from multiple carriers, verify their credentials (USDOT and MC numbers), read reviews, and compare pricing and services
• Book your shipment (same day): Choose your carrier, sign the contract, provide vehicle and contact details, and confirm pickup/delivery windows
• Prepare your vehicle (1-2 days): Clean thoroughly, document condition with photos, remove personal items, check fluids and tire pressure
• Carrier assignment (1-3 days): Carrier contacts you with driver information and estimated pickup time within your window
• Pickup (scheduled day): Meet driver, do walk-around inspection together, sign Bill of Lading noting any existing damage, hand over keys
• Transit (varies by distance): Vehicle travels to destination—carrier provides updates, you can check progress
• Delivery (scheduled day): Meet driver at destination, inspect vehicle thoroughly before signing, note any new damage, pay remaining balance
• Post-delivery (within 24 hours): Do final detailed inspection, file any damage claims immediately, keep all documentation

Essential vehicle preparation steps

• Wash thoroughly inside and out: Clean vehicle makes damage assessment accurate and shows respect for the carrier handling your vehicle
• Document condition extensively: Take 15-20 photos from all angles in good lighting, including close-ups of any existing damage, all four corners, undercarriage if visible
• Remove all personal items: Empty trunk, cabin, storage compartments—carriers don't insure personal belongings
• Check and adjust tire pressure: Inflate to manufacturer specifications for safe loading and transport
• Verify fluid levels: Ensure adequate but not overfilled levels—check oil, coolant, brake fluid, power steering
• Keep fuel at 1/4 tank or less: Reduces weight for safety and carrier capacity optimization
• Disable alarm systems: Prevent alarms from triggering during transport and draining the battery
• Remove or retract antenna: Prevent damage during loading or from overhead clearances
• Secure or remove loose parts: Check spoilers, ground effects, mirrors, and any aftermarket accessories
• Note existing damage clearly: Make a written list of scratches, dents, chips to compare after delivery

Required documentation for vehicle shipping

• Valid driver's license or government ID: Required at both pickup and delivery for identity verification
• Current vehicle registration: Proves ownership or authorized use of the vehicle being shipped
• Proof of insurance: Current insurance card or policy declaration showing vehicle is insured
• Vehicle title (if applicable): Required if you own the vehicle outright without liens
• Lienholder authorization (if financing): Letter from lender authorizing transport if vehicle has a loan
• Lease agreement (if leasing): Copy of lease showing you're authorized to transport the vehicle
• Power of attorney (if applicable): If someone else will handle pickup or delivery on your behalf
• Photos of vehicle condition: Timestamped photos documenting pre-shipping condition

Understanding the Bill of Lading

The Bill of Lading is the most important document in vehicle shipping—it's your contract and condition report combined. This document is completed and signed at both pickup and delivery, recording your vehicle's condition with diagrams marking any damage. Take your time reviewing it carefully at both ends. At pickup, ensure every scratch, dent, and imperfection is noted—this establishes the baseline condition. At delivery, inspect thoroughly before signing and note any new damage discovered. The Bill of Lading is your primary evidence for any damage claims, so never rush through it even if the driver seems impatient.

What you can and cannot ship in your vehicle

Most carriers allow up to 100 pounds of personal items in the trunk or cargo area, but these items are not covered by the carrier's insurance. Items must be secured, placed below window level to avoid visibility and theft concerns, and cannot include hazardous materials, firearms, valuables, important documents, or perishables. Some carriers charge extra for personal items or prohibit them entirely. For long-distance moves, it's typically better to ship belongings with your household goods where they're properly insured rather than risk damage or loss in your vehicle.

Pickup day: what to expect

• Carrier contact: Driver calls 24-48 hours ahead to confirm time and any location details or access instructions
• Vehicle access: Have your vehicle easily accessible with keys ready and any gate codes or parking permits arranged
• Walk-around inspection: You and driver walk around vehicle together, noting condition on Bill of Lading—take 10-15 minutes
• Photo documentation: Many drivers take their own photos—you should too from multiple angles
• Key handover: Provide only the vehicle key, not entire keychain—keep a spare for yourself
• Sign Bill of Lading: Review carefully before signing—this is your legal record of pickup condition
• Payment (if required): Some carriers collect partial or full payment at pickup via cash, card, or certified funds
• Loading process: Driver loads your vehicle onto the carrier—this usually takes 10-20 minutes

During transit: staying informed

Once your vehicle is loaded, it's in transit to its destination. Reputable carriers provide tracking capabilities and regular updates, though the level of detail varies. You can typically expect progress updates every 2-3 days for long-distance shipments. Carriers contact you 24-48 hours before delivery to arrange the final handoff time. Don't be alarmed if you don't hear from the carrier every day—they're focused on safe driving and may not have updates during normal highway travel. If you have concerns or haven't heard anything for several days, contact the carrier or broker for a status update.

Delivery day: inspection and sign-off

• Schedule confirmation: Carrier contacts you 24-48 hours ahead to confirm delivery window and location
• Meet the carrier: Be present and ready at the scheduled time—have your ID and any required payment ready
• Unloading: Driver unloads your vehicle from the carrier—watch the process if possible
• Thorough inspection: Take your time inspecting the entire vehicle before signing anything—15-20 minutes minimum
• Compare to pickup photos: Review your pickup photos while inspecting to identify any new damage
• Check all areas: Inspect all panels, glass, wheels, undercarriage if visible, and note mileage
• Document any damage: If you find new damage, photograph it immediately and note specifically on Bill of Lading before signing
• Sign conditionally if needed: If it's dark or you can't see well, write 'subject to further inspection' before signing
• Get copies: Ensure you receive copies of all signed documents including Bill of Lading
• Final payment: Pay remaining balance if not already paid—get receipt

Common vehicle shipping mistakes to avoid

• Leaving personal items or valuables in the vehicle that aren't covered by insurance
• Not documenting vehicle condition thoroughly before shipping—inadequate photos lead to disputed claims
• Rushing through the pickup or delivery inspection because the driver seems busy
• Failing to note existing damage on the Bill of Lading at pickup—this makes proving new damage impossible
• Not checking fluid levels and tire pressure before pickup—low fluids or flat tires can delay loading
• Leaving fuel tank more than 1/4 full, adding unnecessary weight to the carrier
• Not disabling alarm systems, causing batteries to drain or alarms to sound during transport
• Being unavailable during the scheduled pickup or delivery window, causing delays and potential fees
• Not reading the contract thoroughly before signing—missing important terms or insurance details
• Discovering damage days after delivery and trying to file claims—most carriers require 24-48 hour reporting