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How to Prepare for Shipping Your Car: A Step-by-Step Guide
Shipping your car doesn’t have to be stressful. Whether you’re relocating for a new job, heading to college, or moving across the country, preparing your vehicle properly can make the entire process smoother and more affordable.
This easy-to-follow guide from AmeriFreight Auto Transport walks you through everything you need to know, how to get your car ready, handle paperwork, and help ensure safe delivery with a trusted carrier.
What You’ll Learn
In this guide, we’ll answer:
How can you budget and find a reliable auto transport company?
What are the steps to get a vehicle ready for auto transport?
What happens on pickup and delivery day, and how can AmeriFreight help?
Overview
At-a-Glance: Car Shipping Preparation Checklist 2026
Gather vehicle transport documents
Clean & photograph condition
Remove personal belongings
Fuel to quarter tank
Fix leaks/fluids/tires/battery
Disable alarms
Remove exterior accessories
Remove toll tags/parking passes
Prepare a spare key
Pickup-day inspection & Bill of Lading (BOL)
Delivery-day inspection
Special cases (non-runner, classic, PCS, overseas)
Documents You’ll Need For Shipping
Having your paperwork in order is the first step in a smooth auto transport service. Drivers will need to verify ownership and ensure the vehicle is road legal (even on the carrier).
Use this mini checklist to prepare your car transport documents:
Vehicle Registration: Proof that you own or are legally responsible for the car.
Proof of Insurance: Must be active throughout the duration of the transport.
Government ID: Your driver's license or passport for identity verification.
Vehicle Title: Sometimes requested, and often required for overseas car shipping or non-running vehicle scenarios.
Financing/Lease Consent: If the car is leased or financed, you may need a letter of consent from the lienholder, especially for international shipping.
Power of Attorney (Optional): If a third party (a family member or friend) will release or receive the vehicle on your behalf, they need your written authorization and their own ID.
Clean, Inspect, and Document Your Vehicle
Clean your car inside & out, then document the condition. This step is critical for protecting your interests should you need to file a damage claim. You must be able to prove the vehicle's condition before it was loaded.
Exterior Wash: A clean car reveals existing dings, chips, and scratches that dirt and grime might hide. You need to identify these before transport.
Interior Tidy: Remove any loose objects (trash, change, air fresheners) that could fly around and scuff interior surfaces during transit.
Photos + Video Walk-Around: Take time-stamped, high-resolution photos and a video. Capture all angles, close-ups of all four wheels, and any pre-existing damage.
Photo of Odometer: Snap a clear photo of the odometer reading for peace of mind, and to verify that minimal mileage (only for loading/unloading) was added.
Personal Items & “Stuff in the Car” Policy
It is strongly advised to avoid placing personal items inside your vehicle. Here’s what you need to know:
Insurance: Carriers are required by law to carry valid cargo insurance. This coverage typically applies to vehicle damage that occurs while the vehicle is in the carrier’s possession, subject to the carrier’s policy terms.
Security & Theft: Leaving valuables in the vehicle may increase the risk of theft during transport stops or layovers.
Weight & Regulation: Additional cargo can affect weight limits, fuel efficiency, and DOT compliance, potentially affecting your final transport rate or delaying your shipment.
Pro Tip: Understanding the policy on shipping personal items in your car is necessary knowledge. Discover practical tips, potential risks, and what to expect when including personal items in your vehicle during transport.
Mechanical Preparations (Operable Vehicles)
Basic mechanical preparation ensures the vehicle is safe to transport and reduces the risk of in-transit issues.
Accessories, Alarms, and Tags
Remove accessories & disable anything that can trigger issues. Any item that sticks out can be damaged by weather or wind, or accidentally activated. These should be secured or removed.
Remove/Secure: Take off roof cargo boxes, bike racks, ski racks, detachable antennas, and any temporary custom spoilers.
Mirrors & Tops: Fold in side mirrors and ensure convertible tops/sunroofs are closed and securely locked.
Disable Alarms: Deactivate or remove fuses for alarms. A mid-route trigger can drain your battery.
Remove Toll Tags & Parking Passes: Take down toll tags (e.g., EZ-Pass, SunPass) and airport parking passes to prevent unintended charges while the vehicle is being transported.
Keys, Locking, and Access
The driver needs a functional set of keys for safe loading, unloading, and any necessary repositioning during transit.
Provide a Spare Key Set: Give the driver one working set that includes the ignition key and the door key (if separate).
Locking: The driver may lock the vehicle after it's been secured on the carrier, but will retain the key for access.
Pickup-Day Protocol
The final steps before your vehicle is loaded are essential to ensuring a smooth start to your shipment. Here's what to do before the car transport truck arrives:
Access & Clearance: Make sure the carrier can legally and safely access the pickup location. Transport trucks are typically up to 80 feet long and may require a nearby open space, such as a commercial lot or wide intersection. If direct access isn’t possible, coordinate a nearby, accessible meeting point with your assigned carrier.
Walk-Through Inspection: Take time for a thorough visual inspection of your vehicle alongside the carrier. Confirm its condition matches your documentation and take photos from multiple angles for your records. This is your opportunity to ensure that all existing marks or details are clearly documented.
Bill of Lading (BOL): The Bill of Lading is your official contract and condition report. It includes pickup and delivery details, as well as any pre-existing damage. Be sure the carrier accurately completes this document before you sign. Understanding the bill of lading for car shipping is an important tool that helps support any claim process if needed.
Payment Readiness: Have your final payment ready based on the agreed method in your order terms. Most carriers require payment by cash or certified check upon delivery.
Delivery-Day Protocol
This is your last chance to document any issues caused during the vehicle shipment before you sign the final release.
Inspect Before Signing: Do not sign the delivery BOL until you have fully inspected the vehicle.
Compare: Compare the vehicle's condition against your initial, time-stamped photographs and the condition notes from the pickup BOL.
Document New Issues: If you find any new dings, scratches, or operational issues, ensure the driver notes them clearly on the delivery BOL. Take fresh photos of the damage.
Open vs. Enclosed: Quick Comparison
The type of carrier affects protection, cost, and availability.
Insurance During Auto Transport: Who Covers What?
Understanding how coverage works is an important part of preparing for a smooth, secure shipment.
Carrier Cargo Insurance: All carriers are required to carry valid cargo insurance as mandated by federal regulations. This coverage typically applies to physical damage to the vehicle while in the carrier’s care, including accidents or issues during loading and unloading. Coverage terms and exclusions vary by carrier, so it’s important to document your vehicle’s condition and review the Bill of Lading carefully.
Your Personal Auto Policy: Depending on your provider and plan, it may offer additional coverage, particularly for weather-related damage. Contact your insurance company before transport to understand how your comprehensive policy may apply during shipping.
Extra Peace of Mind: AmeriFreight offers the optional AFTA PLAN, a gap protection plan.
Final Thoughts: Ship Smart, Ship Confidently
Preparing your car for shipment is straightforward when you know what to do. By organizing your paperwork, cleaning and inspecting your vehicle, and confirming your insurance coverage, you can enjoy a smooth, stress-free transport experience from pickup to delivery.
Ready to Ship Your Car?
You don’t have to spend hours researching carriers or wondering who to trust. AmeriFreight Auto Transport is a BBB-accredited, A-rated company with more than 20 years of experience coordinating reliable vehicle shipments nationwide.
We help coordinate with carriers who meet strict safety and service standards, so your vehicle is in trusted hands from pickup to delivery.
Frequently Asked Questions (FAQs)
Can I put stuff in my car when I ship it?
We strongly recommend that vehicles be free of personal items. Carriers are not licensed or insured to transport personal belongings, and any loss or damage to items left in the vehicle is at your own risk.
What documents are needed for vehicle transport?
You should have your current vehicle registration, proof of insurance, and a valid government-issued photo ID.
Do I need to empty my gas tank before shipping my car?
No, you should not empty your gas tank before shipping your car, but you should aim to have it between one-eighth and one-quarter full.
Should I disable my alarm system before transport?
Yes. Disabling your alarm or removing the fuse helps prevent battery drain and ensures the alarm doesn't trigger during transit.
What should I do if my car is damaged during shipping?
Carefully inspect the vehicle upon delivery and note any new damage on the Bill of Lading before signing it. Take clear photos right away. These steps are essential for starting a claim.
Can someone else release or receive my vehicle on my behalf?
Yes. A designated person can handle the process with a written authorization, a copy of your ID, and their own valid photo ID.
