Preparing your car for transport isn't just about following rules—it's about protecting your investment. A well-prepared vehicle is safer to load, faster to inspect, and ensures that your insurance coverage is valid in the unlikely event of a claim.
I've been in this industry long enough to see what happens when people skip steps. Use this guide to get your vehicle ready for the journey, from the weeks before booking to the moment of delivery.
Part 1: Mechanical & Interior Prep (1-2 Weeks Before)
Before the truck arrives, your vehicle needs to be safe to operate and free of personal items.
The "Clean Car" Rule
It may seem counterintuitive to wash a car before it travels on a highway, but a clean car is essential for a proper inspection.
- Exterior: Wash dirt and dust off the vehicle. Dust can hide scratches and dents, making it impossible to document the car's pre-shipping condition accurately.
- Interior: Vacuum the interior and remove clutter to allow for a clear view of the upholstery and dashboard.
Manage Your Fuel Levels (The 1/4 Tank Rule)
Your gas tank should be approximately 1/4 full.
Why the 1/4 tank rule?
A full tank adds unnecessary weight to the carrier, potentially causing weight restriction issues at weigh stations. However, the tank shouldn't be empty; the driver needs enough fuel to load and unload the vehicle.
EV Owners: Charge your battery to between 40-50%. This protects the battery health during transit while keeping weight down. Note: Please ensure you provide the charging cable.
Check Fluids and Leaks
Top off all essential fluids (coolant, brake fluid, washer fluid).
Important: Leaks
If your car has an aggressive fluid leak, you must inform us ahead of time. Leaking vehicles must be placed on the bottom deck of the carrier so they do not drip onto other cars. Failure to disclose leaks can result in liability for damage to other vehicles.
Remove Personal Items & Toll Tags
Auto transport insurance policies typically do not cover personal items left inside the vehicle.
- Remove: Luggage, electronics, loose change, and valuables.
- Toll Tags: Remove or deactivate E-ZPass, SunPass, or other toll transponders. If left active, they may ping toll readers as the carrier drives through, charging your account unnecessarily.
Disable Alarms
Ensure your car alarm is turned off. If you cannot disable it completely, provide clear, written instructions on how to silence it. A car alarm going off on a moving truck can distract the driver and drain your battery.
Part 2: The Inspection Photos Guide (1-2 Days Before)
This is the most critical step for your peace of mind. In the rare event of a damage claim, your photos are your proof.
How to Take ”Insurance-Grade” Photos
- Lighting: Always take photos in good daylight, never in a garage or at night.
- Angles: Capture all four corners, the full length of both sides, the front bumper, and the rear bumper.
- Details: Take close-ups of existing imperfections (chips, scratches) and high-risk areas like the front lip, rocker panels, and side mirrors.
- Proof: Turn on the ”timestamp” feature on your phone camera or hold a current newspaper in the frame of the wide shots to prove the date.
Don't forget the interior
- Odometer reading (dashboard)
- Steering wheel and seats
- Glass condition (windshield and sunroof)
Part 3: The Day of Pickup
The truck is on its way. Here's how to ensure a smooth handover.
Communication is Key
Keep your phone handy. The driver will typically call 12 to 24 hours in advance to confirm the estimated time of arrival (ETA).
Location Accessibility
Car carriers are massive (up to 75 feet long). They cannot navigate narrow residential streets or low-hanging trees. Plan to meet the driver at a nearby large parking lot (like a grocery store or school) if your street is tight.
The Handover Checklist
- Have your keys ready
- Ensure the car starts, steers, and stops (unless booked as ”inoperable”)
- The Walk-Around: Walk around the vehicle with the driver. He will mark down existing damage on the Bill of Lading. Review this carefully. Do not sign the Bill of Lading until you agree with his notes on the car's condition.
Part 4: The Day of Delivery
Your car has arrived!
Inspect Before You Sign
Do not just grab the keys and wave goodbye. Inspect your vehicle immediately, ideally in daylight.
Compare
Use the photos you took before pickup to compare the condition.
Critical: Noting Damage
If you see new damage, you must note it on the Bill of Lading before the driver leaves. If you sign the document without noting exceptions, it effectively releases the carrier from liability.
What If I Find Damage Later?
While you should always inspect immediately, sometimes damage isn't visible in certain lighting conditions. If you discover damage within 24 hours of delivery:
- Take photos immediately with timestamp
- Contact us right away
- File a claim with the carrier's insurance
- Provide your pre-pickup photos as evidence
This is why those pre-pickup photos are so important. They're your proof of the car's condition before transport.
Quick Reference Checklist
1-2 Weeks Before
- ✓ Wash exterior and interior
- ✓ Fuel to 1/4 tank (EVs to 40-50%)
- ✓ Check and top off fluids
- ✓ Disclose any leaks
- ✓ Remove personal items
- ✓ Deactivate toll tags
- ✓ Disable alarm
1-2 Days Before
- ✓ Take photos in daylight
- ✓ Document all angles and details
- ✓ Enable timestamp on camera
- ✓ Photograph interior and odometer
Pickup Day
- ✓ Keep phone accessible
- ✓ Plan meeting location
- ✓ Have keys ready
- ✓ Walk around with driver
- ✓ Review Bill of Lading carefully
- ✓ Don't sign until you agree
Delivery Day
- ✓ Inspect in daylight if possible
- ✓ Compare to pickup photos
- ✓ Note any damage before signing
- ✓ Take delivery photos
- ✓ Keep Bill of Lading copy
