How to Prepare a Car for Transport: Complete Checklist

Before pickup: complete the paperwork and access check

Start by confirming who will handle the shipment. For U.S. interstate transportation, auto transport brokers and carriers must be registered with the Federal Motor Carrier Safety Administration (FMCSA); carriers also have a USDOT number U.S. interstate registration requirements. A broker arranges transportation, while a carrier performs the vehicle move, so identify which type of company you are hiring before pickup.

Prepare these items in advance:

• Copies of the vehicle title and registration
• Photo identification for you or the person meeting the driver
• The necessary vehicle keys
• Information about the carrier’s insurance coverage
• Pickup and delivery addresses, plus any alternate location under consideration

The pickup and delivery sites must be accessible to a car hauler. Tight residential streets or other restricted areas may require an alternate meeting point, so discuss access with the carrier before the scheduled pickup car-hauler access requirements.

Clean the car and document its condition

Wash the vehicle inside and out before handing it over. A clean surface makes existing scratches, dents, paint chips, discoloration, and other damage easier to see and record cleaning reveals existing damage. Cleaning gives you a clearer basis for comparing the vehicle’s condition at delivery with its condition at pickup.

After cleaning, inspect the exterior and record the existing imperfections. Take photographs that show the vehicle from multiple angles, along with closer images of individual scratches, dents, or other notable damage. Keep the photos with your shipment records.

At pickup, complete the inspection with the driver. The Bill of Lading is the official shipment record and includes the vehicle’s condition at pickup. Read it carefully, make sure the observed condition is recorded accurately, and sign it at pickup. Repeat the inspection at delivery and sign the Bill of Lading again after checking the vehicle’s condition Bill of Lading inspections. If you see a new issue or a discrepancy, have it recorded before signing.

Make sure the vehicle can be loaded

A vehicle does not necessarily need to be driven during transport, but it may need to be roadworthy for loading. Before pickup, check the basic items that affect loading:

• Brake fluid
• Battery charge and secure battery placement
• Tire inflation and tread
• General operating condition

If the vehicle does not run, tell the carrier before pickup. A non-running vehicle may require different loading arrangements and can lead to additional charges non-running vehicle charges. Do not assume that a standard shipment includes the same handling for a vehicle that cannot start or move normally.

The preparation target can be summarized as follows:

Remove belongings, accessories, and alarm triggers

Take personal belongings out of the cabin, trunk, and other storage areas. Items left inside the vehicle may not be insured against damage or theft personal-item coverage limits.

Remove loose exterior accessories, or secure them tightly if they cannot be removed. Examples include antennas, spoilers, and bike racks loose exterior accessories.

Disable the vehicle’s alarm before pickup. If you cannot disable it, provide the driver with a reliable way to turn it off vehicle alarm instructions.

Have the necessary keys ready for pickup and follow the carrier’s instructions about which keys to provide.

Set the fuel level and check basic readiness

A fuel level of about one-quarter full is commonly recommended for shipment. A full tank adds unnecessary weight, while a quarter-full tank leaves fuel for loading and unloading without filling the vehicle completely quarter-full fuel target. Confirm the carrier’s specific fuel policy because requirements can vary.

Before the appointment, check that the battery is charged, the tires are properly inflated and have sufficient tread, and the vehicle has adequate brake fluid. These checks support loading readiness; they do not replace any maintenance the vehicle needs for normal operation.

If the carrier has specifically asked you to disclose the vehicle’s roadworthiness, non-running status, alarm status, or another condition, provide that information before pickup.

Pickup and delivery day checklist

Use this final checklist at both ends of the shipment:

At pickup

• Be present yourself or designate a responsible representative.
• Walk around the clean vehicle with the driver.
• Compare the vehicle with your photos and written condition notes.
• Make sure existing damage is accurately recorded on the Bill of Lading.
• Confirm that the correct keys and required documents are available.
• Sign the Bill of Lading only after reviewing the recorded condition.

At delivery

• Inspect the vehicle before accepting the delivery.
• Compare its condition with the pickup record and photographs.
• Check for newly observed damage or other discrepancies.
• Have any issue written on the Bill of Lading before signing.
• Sign the Bill of Lading after the inspection is complete pickup and delivery signatures.

The most important preparation choices are straightforward: make the vehicle easy to inspect, keep the cabin free of unprotected belongings, disclose whether it can run and load normally, and document its condition at both handoffs. Exact fuel rules, fees, insurance coverage, and pickup arrangements can vary by carrier and by the vehicle’s condition, so confirm those details before the scheduled appointment.