Car shipping has become an essential service for individuals, dealerships, snowbirds, and online vehicle buyers across the country. In 2023, the U.S. vehicle shipping services industry generated $9.9 billion in revenue, reflecting the growing demand for professional auto transport services. At BAH Logistics, we’ve coordinated thousands of vehicle shipments nationwide, from daily-driver sedans and luxury vehicles to motorcycles and heavy equipment, across both regional and cross-country routes.
Over the years, we’ve seen how small preparation mistakes can lead to unnecessary stress: loose personal items causing interior damage, vehicles rejected at pickup due to fluid leaks, dead batteries delaying carriers, or customers unaware of how inspections work. In many cases, these issues are preventable.
That’s exactly why we created this 12-step preparation checklist. It’s based on real situations we’ve handled and the most common problems we help customers avoid every day. When you follow these steps, you reduce the risk of delays, protect your vehicle during transit, and make the entire shipping process smoother from pickup to delivery.
Below, our transport specialists share the key steps we recommend to every one of our clients to ensure a safe, efficient, and hassle-free experience.
Why Preparing Your Car for Shipping Matters
Proper preparation isn’t just recommended; it protects your vehicle, ensures a smooth shipping experience, and strengthens your legal protection. Understanding why preparation matters helps you appreciate each step in the process.
Carrier Liability & Inspection Standards
Carriers are responsible for damage that occurs during auto transport, but only if it can be proven that the damage wasn’t present at pickup. The pre-transport inspection report establishes the legal baseline for your vehicle’s condition. Damage documented at pickup is considered pre-existing and not the carrier’s responsibility. Damage that appears at delivery but wasn’t documented becomes the carrier’s responsibility, assuming you can show it wasn’t there before.
Industry Inspection Standards
Carriers document all visible exterior damage on a clean vehicle, mark damage locations on a standardized diagram, obtain your signature confirming the vehicle’s condition, and conduct a similar inspection at delivery. These inspections have limits: they only cover visible damage; hidden or interior damage may be missed, and mechanical issues not caused by transport are generally not covered.
Why Preparation Matters
A clean vehicle allows for an accurate inspection. Taking photos and videos provides backup evidence. Removing personal items ensures there is no confusion about what is and is not covered. Each step strengthens your legal position if damage occurs during transport.
Car Shipping Preparation Checklist
1. Clean Your Vehicle
Before shipping, the carrier will conduct a thorough inspection of your vehicle both at pickup and upon delivery. This inspection benefits both the customer and the provider by creating a clear record of the vehicle's condition. A clean car offers a clearer view of its current state, helping identify any scratches, dents, or cosmetic damage. Clean your vehicle inside and out to facilitate a more detailed and precise inspection. Remove all personal items and clutter from the interior.
2. Document Vehicle Condition
Capture images from various angles to provide complete details to document your car’s condition. Park it in an open space where you can move around and get different perspectives, focusing on any damage. These photos will serve as a reference in case of disputes regarding the vehicle's condition upon delivery. If you notice any mechanical issues or peculiarities, note them. Sharing this information with the shipping company confirms they are aware of your car's specific needs.
3. Remove Personal Belongings
According to DOT regulations, auto shipping companies usually prohibit personal items inside the vehicle during shipment, though some may allow up to 100 pounds. Remove all personal belongings from the vehicle, including valuables, documents, and sentimental items, as they could be at risk of damage during transit. Most carrier insurance policies do not cover personal items left in the vehicle, which means you assume all risk for anything left inside. Additionally, personal items add unnecessary weight, which can affect transport costs and safety.
Deactivate or remove any toll tags or automatic payment devices attached to your vehicle. Leaving these tags activated could trigger toll gates and result in unexpected charges.
4. Check the Battery and Tires
Before pickup day, take a few minutes to look over your battery and tires. Your vehicle needs to start and move under its own power during loading and unloading. If the battery is weak, recently drained, or the car has been sitting for a while, charging or testing it ahead of time can help prevent delays. A securely mounted, properly functioning battery keeps the loading process quick and straightforward for both you and the carrier.
Your tires also play an important role in safe transport. They should be properly inflated and in stable condition so the vehicle can be loaded, positioned, and secured on the trailer without issues. Underinflated tires may cause handling concerns, while overinflated ones can increase pressure-related risks during transit. The tires don’t need to be brand new, but they should be evenly worn and free of visible damage to support a smooth shipping experience.
5. Secure or Remove Accessories
Remove or secure any items that can be detached to prevent damage to your vehicle and its accessories. This includes accessories like antennas, bike racks, spoilers, or custom modifications to avoid potential damage during transport. If you have a convertible, fully secure the top to protect the interior from weather exposure. Additionally, if your side-view mirrors are foldable, make sure to fold them in to minimize the risk of damage.
6. Adjust Fuel Level
Keep the fuel level sufficient for easily loading and unloading your car from the trailer. The lighter your car is for the carrier, the better, as it reduces the overall weight. Ideally, you should have no more than a 1/4 tank of gas, as this is sufficient for loading and unloading. This fuel level balances two important factors: safety (enough fuel to move the vehicle) and weight reduction (less fuel means a lighter load and lower transport costs). However, there’s no need to drain the fuel if it’s a little more. Keeping the fuel level low helps minimize excess weight without compromising the ability to move the vehicle.
7. Prepare Keys and Alarm Systems
Provide the shipping company with a set of keys, including those for the ignition, trunk, and any locked compartments. Without these, it will be difficult for the carrier to load and unload your vehicle. Make sure to turn off any alarm systems to prevent them from accidentally activating during transit. The last thing your driver wants is to deal with a vehicle that has an alarm going off, especially if they can’t easily access the system to disable it. Preparing your keys and alarm systems in advance will help avoid unnecessary delays and complications.
8. Confirm Insurance Coverage
Before shipping your vehicle, confirm that you have adequate insurance coverage for transport. Insurance is necessary to protect your vehicle in case of any damage during transit. If your car is already insured, contact your provider to check if your policy covers vehicle transport or if additional coverage is needed. Additionally, familiarize yourself with the types of insurance the shipping company offers. While basic liability insurance is typically required by law in each state, you may want to consider comprehensive coverage for full protection.
9. Deal with Mechanical issues
Make sure your car is in full working condition before shipping. Check for any engine or mechanical issues, and repair any of them before the shipping date. The shipping company requires the vehicle to be operational for loading and unloading and will not be responsible for mechanical issues. If your car is not running, inform the shipping company ahead of time so they can plan and bring the appropriate equipment. There will be additional charges for inoperable vehicles, so make sure your car is operable before transport.
10. Check State and Local Regulations
Different states may have specific regulations regarding car shipping, such as weight limits, size restrictions, or limitations on certain types of vehicles. Be aware of these rules, especially if you're shipping to or from a state with unique laws. Before proceeding, ask your transport company to ensure they comply with any state or local regulations that may affect the transport process.
11. Finalize Documentation
By thoroughly reviewing the Bill of Lading and Pre-Transport Inspection Report, you protect yourself from potential liability related to car damage. The Bill of Lading serves as both a legally binding contract and a receipt for your car, detailing the terms of transport, the vehicle condition, delivery instructions, and the responsibilities of both the carrier and the customer. The Pre-Transport Inspection Report documents the condition of your vehicle before shipment. Always be present during the inspection to record all existing damages and retain copies of all documentation for your records.
12. Plan for Delivery
Make sure you're aware of the delivery window and plan accordingly to receive your vehicle. The carrier typically contacts you 24 to 48 hours before delivery to provide a specific time frame. Be ready to inspect your car upon arrival and be available to sign any necessary documents. Even if you've chosen door-to-door service, have a designated delivery area, such as a driveway or a large parking lot, to facilitate a smoother process.
What to Expect on Pickup Day
Pickup day is when your preparation pays off. Knowing what to expect helps ensure a smooth handoff and gives you confidence.
Step 1: Carrier Arrival
The carrier will arrive at the scheduled time. Never allow the carrier to inspect your vehicle without your presence.
Step 2: Vehicle Inspection
The driver will walk around your vehicle, checking:
- All sides, roof, and undercarriage (if accessible)
- Glass surfaces
- Existing scratches, dents, chips, cracks, or other cosmetic issues
Step 3: Documenting Damage
All damage is recorded on the Pre-Transport Inspection Report, often using a vehicle diagram.
- Point out any damage you documented in photos or videos.
- If the driver misses any damage, speak up immediately.
- Both you and the driver will sign the report once you agree on the vehicle’s condition.
Step 4: Take Your Own Photos
Take your own photos and videos during the inspection to have a backup record. Focus on areas commonly damaged during transport, like bumpers, side mirrors, roof, and wheel wells.
Step 5: Bill of Lading (BOL)
The Bill of Lading (BOL) is your contract, receipt, and condition report in one. It confirms the vehicle’s condition at pickup. Both you and the carrier sign it. Keep a copy for your records; it’s essential if you need to file a claim for any damage during transport.
Sum Up
Shipping your car may seem complicated, but with the right knowledge and expert guidance, the process becomes much easier. By following the steps outlined in this article, you can guarantee your car arrives at its destination safely and without issues. Trust BAH Logistics to manage your car shipping needs with the highest level of care and professionalism. Get a quote today and start your car shipping journey with confidence.
