Preparing for a big move across the state or country comes with dozens of details to manage. One of the most important but often overlooked tasks is figuring out how to ship your vehicle safely. If you’re relocating for work, college, a military transfer, or a seasonal move, using a professional auto transporter can take a major burden off your plate. Still, your vehicle needs to be properly prepared for pickup.
That’s where our detailed car shipping checklist comes in. From early planning and inspection to documentation and delivery day steps, this guide will help you understand everything you need to do to ensure a smooth, secure experience. Whether this is your first time or you’ve shipped a car before, following this list will help you avoid common mistakes, protect your vehicle, and make the entire process hassle-free.
Step One: Book Your Transport Early
One of the most important steps when preparing to ship your car is to schedule transport well in advance of your moving date. Ideally, you should begin contacting carriers two to four weeks before your desired pickup window. During peak seasons such as summer, the start of the school year, or holidays carrier schedules fill quickly, and prices may rise due to demand.
Booking early not only secures your spot but gives you time to compare quotes, research providers, and select a shipping date that works with your larger moving timeline. If you’re flexible, some companies even offer discounted rates for flexible pickup windows or multi-vehicle moves.
Step Two: Clean and Inspect Your Vehicle
Before your vehicle is picked up, give it a full exterior and interior cleaning. This step isn’t just cosmetic it allows you to perform a more accurate inspection and identify any pre-existing dents, dings, paint chips, or cosmetic damage. A clean car makes it easier to see and document every detail, which is important when comparing the car’s condition before and after transport.
After cleaning, walk around the entire vehicle and take clear, time-stamped photos. Include wide shots from each side and close-ups of existing damage. Photograph the wheels, bumpers, roof, and undercarriage if possible. These images provide essential documentation in case a dispute arises regarding the vehicle’s condition upon delivery.
Step Three: Remove Personal Items and Loose Accessories
Most transport companies are not licensed to carry personal belongings inside vehicles. Leaving items in the cabin or trunk can increase the risk of theft, add unnecessary weight, and may result in delays or additional fees. Additionally, personal items are not covered by the carrier’s cargo insurance policy.
Remove all valuables, including GPS units, chargers, sunglasses, toll transponders, and parking passes. You should also take out removable accessories like custom spoilers, bike racks, or aftermarket add-ons that could be damaged during transit. If any accessory must remain attached, make sure it is secure.
This step also includes removing or deactivating your toll pass and turning off your car alarm. Toll passes can rack up charges while on the trailer, and alarms may go off unexpectedly during loading or unloading. Disabling both in advance is a simple but important step.
Step Four: Address Basic Maintenance and Fuel
Before shipping, your vehicle should be in good working condition unless you’ve arranged special non-operational transport. Check for any fluid leaks, top off essential fluids, and ensure your battery is fully charged. If your vehicle has been sitting for a while, consider having it checked by a mechanic or serviced prior to transport.
Your gas tank should be approximately one-quarter full. This amount is sufficient for loading and unloading but light enough to reduce weight and avoid potential safety risks during shipment. Transport carriers may refuse to load vehicles with a full tank for safety reasons.
Also, check tire pressure and condition. Tires should be properly inflated to avoid any issues during loading, unloading, or parking on a carrier’s sloped trailer.
Step Five: Prepare Required Documents
Although most car shipping companies won’t require a title or registration for standard domestic transport, it’s still smart to keep key documents on hand. Your driver’s license and proof of insurance should be readily accessible. Also, print or save a digital copy of your shipping agreement and bill of lading.
The bill of lading is a critical document. It includes the terms of the shipment, outlines the car’s condition at pickup and delivery, and serves as your receipt. Review it carefully during both inspections and keep a copy for your records.
If someone else will be handling pickup or drop-off, notify the shipping company in advance and ensure they have proper authorization. Make sure the contact information for all parties involved is up to date.
Step Six: Be Present on Pickup Day
On the scheduled pickup day, you or a trusted contact should be available to meet the driver and complete the pre-transport inspection. This includes reviewing the condition of the car and signing the bill of lading. Do not skip this step, and do not sign anything unless the report is accurate.
Ask any last-minute questions about the delivery schedule, route, or insurance coverage. Make sure you get the driver’s name, phone number, and dispatcher contact in case updates are needed during transit.
Once the car is loaded onto the trailer, double-check that the transporter has your delivery address and contact information. Ask for an estimated delivery window if one has not been provided.
Step Seven: Track and Communicate During Transit
Many auto transport companies now offer real-time tracking tools or regular updates via text, phone, or email. If the company does not provide tracking, check in every couple of days to stay informed.
Transit time varies depending on distance, weather, road conditions, and routing. Cross-country moves can take 7 to 10 days, while regional moves may take 2 to 5 days. If delays occur, the dispatcher or driver should contact you directly.
Maintain communication and prepare for delivery by confirming drop-off logistics a day or two before the expected arrival.
Step Eight: Final Delivery and Inspection
When your car arrives, carefully inspect it before signing the delivery paperwork. Use the original photos you took at pickup and review the condition of the vehicle closely.
Check for scratches, dents, broken parts, or mechanical issues. Even if the car appears undamaged at a glance, walk around the entire exterior, check under the car, and inspect the interior if you had to leave anything behind. If there is any new damage, note it on the bill of lading before signing and take new photos immediately.
Contact the transporter’s insurance provider as soon as possible if a claim needs to be filed. Delays in reporting damage can complicate the claims process.
If everything looks good, sign the bill of lading and enjoy having your vehicle ready at your new destination.
Recap: Your Complete Car Shipping Checklist
- Schedule your transport at least two to four weeks in advance
- Wash your vehicle and document its current condition with clear photos
- Remove all personal items, accessories, and toll tags
- Leave one-quarter tank of gas and check for maintenance issues
- Prepare your documents, including ID, insurance, and the shipping agreement
- Be present for pickup and inspection, and retain a signed bill of lading
- Stay in touch with your transporter during shipping
- Inspect the vehicle upon delivery and report any damage immediately
Plan Ahead and Ship with Confidence
By following this car shipping checklist, you can feel confident that your vehicle will arrive safely, on time, and in the same condition as when it left. Taking time to prepare the vehicle and organize the paperwork makes all the difference, especially during a busy move.
This checklist is designed to help you stay organized, reduce risk, and make the process as smooth as possible. If you’re coordinating a cross-country move, military relocation, or student drop-off, reliable auto transport should be part of your larger moving plan.
Bookmark this guide for future reference as your move approaches, and be sure to share it with others who may benefit.
Get a Free Car Shipping Quote Today
Ready to begin planning your vehicle’s move? Don’t wait until the last minute. Get a quote now to secure your transport window, lock in current pricing, and gain peace of mind.
Request a quote today and take the first step toward a safer, smoother vehicle relocation.
