Properly preparing your car before pickup is the difference between a smooth auto transport experience and a stressful one. The good news: it takes about 30 minutes and saves you headaches at delivery, plus protects your interests if any damage occurs in transit. Here's the complete pre-shipment checklist used by professionals.
The Day Before Pickup: Full Checklist
1. Wash the Exterior Thoroughly
A clean exterior is essential for accurate damage documentation. Dust, dirt, and grime can hide existing scratches or dings, and you can't claim damage that you can't prove wasn't there at pickup. Specifically:
- Hand wash or run through a touchless car wash
- Pay attention to wheel wells, bumpers, and rocker panels (where damage often hides)
- Don't wax or apply paint protectant the same day — tie-down straps need to grip clean paint
2. Document Existing Condition
This is the single most important step. Take photos with a timestamp-enabled camera or smartphone:
- Walk around the vehicle taking photos of every angle
- Close-up photos of any existing scratches, dents, or paint chips (with a coin or ruler for scale)
- Wheels and tires from all 4 sides
- Roof and undercarriage if accessible
- Interior dashboard showing odometer and warning lights
- Front and rear bumpers in close-up
Email these photos to yourself so they're timestamped and stored remotely.
3. Remove ALL Personal Items
Federal law and carrier insurance policies typically prohibit personal items in shipped vehicles, with a few exceptions. Always remove:
- All electronics (GPS devices, dash cams, phone mounts, chargers)
- Prescription medications, glasses, hearing aids
- Money, jewelry, and valuables
- Important documents (insurance, registration goes WITH you, not the vehicle)
- Garage door openers and gate remotes
- Children's car seats (some carriers allow these, but verify)
- EZ-Pass, SunPass, or other toll transponders
- Aftermarket stereo faceplates if removable
Some carriers allow up to 100 lbs of personal items in the trunk only. Always confirm with your specific carrier before assuming items can travel with the vehicle.
4. Fuel Level: Quarter Tank
Aim for approximately 1/4 tank of fuel. Why:
- Enough fuel to load, unload, and drive to a gas station after delivery
- Not so much that it adds significant weight (which affects DOT regulations and carrier fuel costs)
- Reduces fire risk in the event of an accident
5. Disable All Alarms
Carrier loading involves the vehicle being moved, tilted, and secured. Alarms with motion sensors or shock sensors will trigger repeatedly during loading, frustrating the driver and potentially other customers' shipments. Either:
- Disable the alarm system via your owner's manual instructions, OR
- Provide written instructions to the driver on alarm deactivation, OR
- Disconnect the alarm battery (advanced users only)
6. Check Mechanical Condition
The driver will start the vehicle to load and unload it. Confirm:
- Battery is charged and starts the vehicle reliably
- No fluid leaks (a leaking vehicle can damage other vehicles below it on the trailer)
- Tires inflated to proper pressure (low tires can blow during loading)
- Brakes function properly
- Parking brake engages and releases
- Note any warning lights and inform the driver
If your vehicle is inoperable (won't start, can't roll, can't steer, no brakes), notify the carrier IN ADVANCE. Inoperable vehicles require winch loading and typically cost $100-$200 more, but the carrier needs to know to send equipped equipment.
7. Lower Antennas and Retract Top
For convertibles and vehicles with extending antennas:
- Retract or remove power antennas
- Ensure convertible tops are securely closed and latched
- Tuck in side mirrors if they fold
- Secure any loose body panels
8. Note Special Loading Requirements
Tell the driver about anything unusual:
- Lift kits or lowered suspension (affects loading ramps)
- Custom exhaust low-clearance (rear of vehicle)
- Special starting procedures (key fob batteries, push-button start quirks)
- Quirky behaviors (battery dies if door is held open, AC must be off to start, etc.)
- Aftermarket modifications that affect tie-down points
The Day of Pickup
What to Expect
The carrier driver will arrive within a 2-3 hour window. When they arrive:
- The driver inspects the vehicle — walks around with a clipboard and notes existing damage
- They create the bill of lading (BOL) — a damage diagram showing pre-existing conditions
- You review and sign the BOL — this is your most important document
- Compare BOL to your photos — ensure damage you documented matches
- Hand over the keys — carrier needs full set, including remote/fob
- Get the BOL copy — keep this safe; you'll need it at delivery
- Confirm driver's contact info — you'll communicate during transit
The Day of Delivery
Inspect Before Signing
This is just as important as pickup documentation:
- Walk around the vehicle in good lighting
- Compare current condition to your pickup photos
- Check all panels, wheels, undercarriage if visible
- Test the engine, lights, AC, radio, windshield wipers
- Check the trunk and interior for any belongings (if you left any)
- If any new damage is found, NOTE IT ON THE DELIVERY RECEIPT before signing
- Take photos of any damage immediately
- If significant damage is found, contact your dispatcher and the carrier's insurance ASAP
Once you sign a clean delivery receipt without noting damage, your ability to claim transport damage drops dramatically. Always inspect thoroughly first.
Special Cases
Inoperable Vehicles
If your vehicle doesn't run, you need to:
- Disclose this when booking (not at pickup)
- Pay the additional fee ($100-$200 typical)
- Ensure brakes still work and wheels roll
- Ensure steering still functions for positioning
- If steering is locked, provide the key so the wheel can be unlocked
Project Cars and Restoration Vehicles
Vehicles being restored need extra care:
- Disclose missing fluids (no oil, no coolant, no brake fluid)
- Secure loose parts inside the vehicle
- Note if engine doesn't run (some restoration vehicles don't)
- Photograph parts being shipped separately from the vehicle
- Consider enclosed transport for added protection
Luxury and Exotic Vehicles
For high-value vehicles, additional steps:
- Choose enclosed transport with soft-strap tie-downs
- Request liftgate loading (not ramps)
- Provide the carrier with detailed startup procedures
- Include valet key or factory key (not aftermarket)
- Document with extensive photos and video
- Verify carrier insurance covers your vehicle's actual value
Common Prep Mistakes
- Skipping the wash — You can't document damage you can't see
- Forgetting the documentation photos — Without them, damage disputes are nearly impossible to win
- Leaving personal items inside — Not insured, and can shift during transit causing interior damage
- Full tank of fuel — Wastes money and adds DOT-regulated weight
- Not telling the carrier about modifications — Surprises at pickup can mean re-scheduling and re-bidding
- Signing the delivery receipt without inspection — Forfeits your right to claim damage
Bottom Line
A clean, documented, well-prepared vehicle ships smoothly and any rare issues can be properly handled. The prep takes 30 minutes and protects what's often a $20,000-$100,000+ asset. Get it right and the experience is stress-free.
Ready to ship your vehicle? Get a free quote and we'll walk you through the entire process from prep to delivery.