Video inspection and taking pictures before shipping your car

Guide to Vehicle Condition Photo Documentation for Car Shipping 

Shipping your vehicle safely starts with video inspection and taking pictures before shipping your car. Nearly 3,000 complaints are filed with the FMCSA each year about moving-related disputes, many tied to disagreements over conditions at pickup or delivery. Without clear documentation, these conflicts can leave you without strong proof if damage happens.

By learning how to create reliable vehicle condition photo documentation, you reduce your risk of becoming part of that statistic. With a few minutes of preparation, your photos and video serve as powerful evidence that support paperwork and protect your investment. Skipping this step leaves you relying only on memory and basic forms, which may not hold up in a claim.

What You’ll Learn

• The best practices for documenting your car’s condition with photos and video before shipping
  
  

• How photos and video support the Bill of Lading and strengthen insurance claims
  
  

• What steps to take if your vehicle arrives with damage after transport

Overview

Shipping your vehicle safely involves creating thorough documentation through video inspection and photos before transport to protect against potential disputes over vehicle condition. This preparation can help reduce risks, support paperwork like the Bill of Lading, and strengthen any potential insurance claims.

Here's a more detailed breakdown:

Importance of Photo Documentation

Even with reliable transport companies, factors like weather, road debris, or the loading process can cause damage, making clear photos and videos essential for protecting your investment and peace of mind. They provide visual evidence of your car's condition, back up official documents, aid insurance claims, and protect you from false claims.

Best Practices for Documentation

To create reliable records, you should prepare the car by washing it and clearing the interior, set up your phone for high-quality capture by cleaning the lens and using high resolution, and take complete coverage of the vehicle from all angles. It's crucial to document existing flaws with wide, medium, and close-up shots, and record video for context, narrating details and capturing loading if possible.

Supporting Paperwork and Claims

Photos and video act as a time-stamped record that fills in the details often missed by the Bill of Lading, allowing for visual comparison at delivery to identify new damage and aiding carriers and insurers in resolving claims faster. This visual evidence means fewer disputes and quicker resolutions.

Actions if Damage Occurs

If your vehicle arrives with damage, you must carefully inspect it while the driver is present, take fresh photos and video of the new damage, and write every detail on the Bill of Lading before signing. Immediately contact the carrier or broker to start the claims process and save all related documentation to strengthen your case.

Quick Photo and Video Checklist

This checklist helps ensure all crucial areas are documented, including the exterior (front, rear, sides, corners, roof, hood, trunk, wheels, etc.), interior (dashboard, odometer, fuel gauge, seats, VIN plate), and using proper technique (gridlines, focus, natural daylight). It also emphasizes recording video walk-arounds and backing up all files with clear labels to cloud storage for safe, time-stamped access.

Other Notable Aspects

• Final Thoughts on Preparation: Taking photos and video before shipping your vehicle is a small effort with a significant payoff, offering peace of mind, strengthening documentation, and providing protection against unexpected damage. Thorough preparation makes the shipping process less stressful and can lead to a smoother claims process if needed.

Why Photo Documentation Matters Before Shipping

Even when you choose reliable car transport companies, there are factors no one can control. Weather changes, road debris, or the loading and unloading process can lead to scratches or dents. While serious accidents are rare, even minor issues can create stress and extra costs if you are not prepared.

Clear photos and a short car transport company video give you a time-stamped record that supports your Bill of Lading. Without this step, you depend on memory and paperwork alone, which makes disputes harder to resolve. A quick set of auto transport images protects your car and your peace of mind. 

Reasons to take photos and video include:

• They provide visual evidence of your car’s condition before shipping.
  
  

• They back up the Bill of Lading in case of a disagreement.
  
  

• They give your insurance company what it needs to confirm a claim.
  
  

• They protect you from false claims of pre-existing damage.
  
  

• They give peace of mind knowing you have proof from every angle.

Best Practices For Taking Photos And Video

Taking clear, detailed photos and video is the strongest way to protect your vehicle before shipping. The goal is not just to capture images but to create reliable records that show your car’s true condition. Following these practices makes your auto transport images and video useful if questions come up later.

Prepare the car: Wash the exterior so dirt does not hide marks, and clear the interior and trunk so photos are easy to review. Choose daylight in open shade for balanced light.

Set up your phone: Clean the lens, switch on gridlines for balanced framing, and tap the screen to lock focus. Use the highest resolution available. For video, select HD or 4K if possible and hold the phone steady with two hands.

Take complete coverage: Capture the front, rear, both sides, corner angles, wheels, bumpers, mirrors, lights, glass, dashboard, odometer, seats, and the VIN plate. Bend down to include rocker panels and take roof, hood, and trunk shots from above if safe.

Document existing flaws: Take wide, medium, and close-up shots of scratches or dents. Add a coin or card for scale. Avoid digital zoom and move closer instead.

Record video for context: Create a short walk-around clip, narrating each side out loud. Add clips during loading and securement, since many car transport companies video these steps too.

Back up your files: Name each file by date and angle, like “2025-09-10_front.” Save them to cloud storage for time-stamped backup.

How Photos And Video Support Paperwork And Claims

The Bill of Lading is the official chain of custody for your vehicle. It records dates, signatures, and basic notes about conditions. What it does not always capture are the fine details. This is where photos and video fill in the gaps.

At delivery, you and the driver can compare the car with your vehicle condition photo documentation. If there is new damage, your photos and video show what changed. Carriers and insurers rely on these visual records to review claims. Having complete auto transport images means fewer disputes and faster resolutions.

What To Do If Your Vehicle Arrives With Damage

Inspect your vehicle carefully while the driver is still present. Walk around the car slowly, checking the exterior panels, wheels, glass, and interior. Compare what you see with your pre-shipment photos and video.

If you notice new damage, take fresh photos and record a short clip to show the issue. Write every detail on the Bill of Lading before you sign it. Keep a copy of this paperwork along with your car transport company video and images.

Next, contact the carrier or broker right away to start the claims process. Save all emails, estimates, and repair notes in the same folder as your original documentation. This organized record strengthens your case and speeds up resolution.

Quick Photo And Video Checklist Before Pickup

Having a clear checklist makes it easier to stay organized and thorough. Use the following guide to create reliable records before handing your vehicle to the driver.

• Exterior: Take photos of the front, rear, both sides, and corner angles. Include the roof, hood, trunk, rocker panels, wheels, bumpers, mirrors, lights, and all windows. Covering every angle ensures that no panel or surface is left undocumented.
  
  

• Interior: Photograph the dashboard, odometer, fuel gauge, seats, door panels, and cargo areas. Add a clear shot of the VIN plate near the windshield or door jamb. Interior photos prove mileage, fuel levels, and general condition at pickup.
  
  

• Technique: Switch on gridlines for balanced shots, tap the screen to focus, and use natural daylight. Keep your hands steady and avoid digital zoom. Take wide, medium, and close-up photos of any existing scratches or dents. These small details are often the most important during a claim.
  
  

• Video: Record a walk-around clip that captures the entire vehicle. Add another video showing the loading and securement process. Narrate each side briefly so the footage is easier to reference later. A short car transport video provides context that single photos cannot.
  
  

• Backup: Label each file with the date and side of the car, such as “2025-09-10_driver-side.” Upload everything to cloud storage for safe, time-stamped access. Keeping both your auto transport images and video organized will save time if you ever need to submit them for review.

This checklist helps you build a full record of your vehicle’s condition. It gives you confidence at pickup and protection at delivery.

Final Thoughts

Taking photos and video before shipping your vehicle takes only a few minutes, but the payoff is much greater. Reliable documentation gives you peace of mind, strengthens your paperwork, and protects you if unexpected damage occurs during transport.

Most auto transport deliveries are completed without issues, but preparation makes the process less stressful. With thorough vehicle condition photo documentation, your car’s journey is safer, your claims process is smoother, and you can feel more confident about handing your keys to the driver.

Getting Ready for a Smooth Shipping Experience

If you are preparing to ship your car, starting with solid documentation gives you confidence throughout the process. Taking clear photos and video reduces stress and gives you proof if you ever need it.

When you are ready to explore trusted options, AmeriFreight Auto Transport offers helpful resources and guidance about the transport process. Visit the website to learn more about what to expect when shipping your vehicle.

Frequently Asked Questions (FAQs) 

How do you write a vehicle condition report?
A vehicle condition report lists the car’s mileage, panels, interior condition, and any visible damage, often supported with photos.

How do you describe the condition of a vehicle?
Describe it by noting mileage, paint quality, tire wear, interior condition, and any scratches, dents, or other visible issues.

What is a photo vehicle inspection?
It is a visual record of the car’s condition created with photos and video before shipping or selling the vehicle.

What is a VCR for a car?
A Vehicle Condition Report (VCR) is a standard document that auto transport companies use to record a car’s state at pickup and delivery, usually backed up with photos.