Car Shipping Checklist
Why Preparation Matters
Before shipping your car, taking the right steps saves time, prevents delays, and protects your vehicle. A checklist keeps the process simple and ensures you meet all carrier requirements.
Quick Facts:
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Most carriers recommend leaving only ¼ tank of gas.
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Over 30% of customer disputes come from missed inspections or forgotten documentation.
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A clean, prepared vehicle reduces loading time by up to 25%.
👉 Use this checklist to make your California to Florida auto transport stress-free.
Essential Documents for Car Shipping
Before your carrier can load your vehicle, you’ll need to provide the proper paperwork. Having these ready avoids delays and ensures compliance with transport regulations.
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✅ Bill of Lading (BOL) – The only document required by law. It’s provided by the carrier at pickup and delivery and serves as the condition report + receipt.
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✅ Insurance Certificate (carrier’s) – The carrier must provide proof of their active cargo insurance. You don’t need to hand over your personal auto insurance, but it’s smart to have it for peace of mind.
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✅ Photo ID – Not always requested, but some carriers may ask the owner (or the person releasing/receiving the vehicle) to show ID for verification.
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✅ Lienholder Authorization (if applicable) – If your car is leased or financed, your lienholder may require written approval before transport. Not all lenders enforce this, but it’s best to confirm.
⚡ Pro Tip: You don’t need to hand over your registration or title in most cases. Carriers typically don’t require it unless crossing borders (e.g., U.S. → Hawaii, Puerto Rico, or international shipments).
Vehicle Inspection & Cleaning
Before your carrier arrives, make sure your vehicle is clean and documented. This step protects you in case of damage during transport.
✅ Required Steps
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Note Pre-Existing Damage – record scratches, dents, or chips on the Bill of Lading (legally binding).
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Remove Accessories – detachable items like bike racks, spoilers, or roof boxes must be removed or secured.
⭐ Recommended Steps (Protects You)
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Wash Your Car – dirt can hide small scratches or dents. A clean surface ensures accurate inspection.
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Take Date-Stamped Photos – capture all sides, close-ups of damage, and the odometer reading for your records.
⚡ Pro Tip: Your phone’s time-stamped photos + the signed Bill of Lading = the strongest evidence if you ever need to file a damage claim.
Preparing the Car Interior
Your vehicle’s interior needs just as much preparation as the exterior. Carriers require cars to be free of loose items for safety and insurance reasons, but some will allow a small amount of personal cargo.
✅ Required Steps
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Remove Valuables & Electronics – GPS units, dash cams, chargers, and personal valuables should be taken out.
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Disable Alarms – prevents issues during loading and unloading.
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Secure Child Seats & Loose Items – fasten or remove anything that can shift around.
⭐ Optional (If Carrier Allows)
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Up to 100 lbs of Personal Items – some carriers permit light belongings, but only in the trunk. These items are not insured, and overweight loads may result in added fees.
💡 Recommended Steps
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Remove Toll Tags & Parking Passes – prevents accidental charges while in transit.
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Keep the Interior Clean – a tidy vehicle makes inspection faster and prevents confusion.
⚡ Pro Tip: Even if your carrier allows up to 100 lbs, never leave fragile, expensive, or irreplaceable items in the car.
Fuel, Battery & Fluids Requirements
Preparing your vehicle’s fuel, battery, and fluids ensures safe handling and compliance with carrier guidelines.
✅ Required Steps
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Fuel Level: Keep your tank at about ¼ full. This is enough for loading and unloading but prevents unnecessary weight.
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Battery Check: Ensure your battery is fully charged and securely mounted. A dead battery may delay pickup or delivery.
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Fluid Leaks: Fix any major leaks. Carriers may refuse a vehicle that risks dripping onto others.
⭐ Recommended Steps
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Check Tire Pressure: Proper inflation helps with safe loading/unloading.
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Top Off Essential Fluids: Ensure oil, brake, and coolant levels are safe.
⚠️ Common Misconceptions
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❌ “Empty the gas tank completely” → Not true. Vehicles need some fuel to move on/off trailers.
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❌ “You can ship a leaking car” → Carriers may decline it due to safety risks.
⚡ Pro Tip: Always tell your carrier if your car has mechanical issues (won’t start, low ground clearance, etc.) so they can bring the right equipment.
Vehicle Modifications & Special Instructions
If your vehicle has modifications or special features, you’ll need to take extra steps before shipping. This ensures safety during transport and helps the carrier prepare properly.
✅ Required Steps
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Retract or Remove Antennas – prevents damage during loading/unloading.
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Fold in Side Mirrors – reduces risk of breakage.
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Secure Removable Parts – spoilers, fog lights, roof racks, or custom accessories must be fastened or removed.
⭐ Recommended Steps
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Lower Ground Clearance Notice – tell your carrier if your car is lowered. Some trucks require special equipment.
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Oversized Vehicle Disclosure – lifted trucks, vans, or SUVs may need flatbed transport and additional fees.
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Custom Instructions – let your carrier know about alarms, special locks, or modifications that could impact handling.
⚡ Pro Tip: Always share details about modifications up front. If the carrier arrives without the right trailer, your pickup may be delayed or canceled.
Preparing for Pickup Day
Pickup day is when your carrier arrives to load your vehicle. Being prepared keeps the process quick and stress-free.
✅ Required Steps
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Have Your ID Ready – carriers may ask for a driver’s license or state-issued photo ID.
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Bill of Lading (BOL) Inspection – walk around the vehicle with the driver to confirm condition before signing.
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Hand Over Keys – provide the driver with a full set of keys (including alarm/ignition fobs).
⭐ Recommended Steps
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Arrange Easy Access – park your car in a spot that a large transport truck can reach. Avoid tight streets or low-hanging branches.
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Backup Contact Person – if you can’t be there, designate someone to release the vehicle on your behalf.
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Have Payment Ready (if required) – many carriers require cash, cashier’s check, or money order upon delivery.
⚡ Pro Tip: Take photos again during pickup inspection — it gives you “before” and “after” evidence for claims.
Delivery & Post-Transport Inspection
When your vehicle arrives, you’ll need to complete a final inspection with the carrier before signing off. This step protects you in case of damage during transport.
✅ Required Steps
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Inspect the Vehicle with the Carrier – compare the car’s condition against the pickup Bill of Lading (BOL).
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Note Any New Damage – if you see scratches, dents, or other issues not listed at pickup, write them on the BOL before signing.
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Sign the Bill of Lading – only after you’re satisfied with the condition.
⭐ Recommended Steps
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Take Delivery Photos – snap date-stamped photos, just like at pickup, for your records.
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Check the Odometer – mileage should only increase slightly from loading/unloading.
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Test Drive Quickly – confirm the battery, brakes, and fluids are in the same condition as before.
⚡ Pro Tip: If damage is found, note it immediately on the BOL and take photos. This documentation is required to file a claim with the carrier’s insurance.
Car Shipping Checklist at a Glance
To make things simple, here’s a quick overview of everything you need to do before, during, and after shipping your car. This summary helps you double-check the essentials at a glance.
📌 Pre-Shipping Prep
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Gather paperwork (Bill of Lading, ID, lienholder letter if needed)
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Wash your car & document its condition with photos
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Remove valuables & personal items (some carriers allow 100 lbs in trunk)
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Check fuel (¼ tank), battery charge, and fix leaks
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Fold mirrors, retract antennas, secure or remove accessories
🚚 Pickup Day
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Have ID ready
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Walk through inspection with the carrier
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Sign the Bill of Lading after confirming condition
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Hand over keys
🚗 Delivery Day
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Inspect the car against pickup condition
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Note any new damage on the Bill of Lading
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Take delivery photos and check odometer
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Sign only when satisfied
⚡ Pro Tip: Think of this checklist like your boarding pass — without it, the process slows down, and you risk losing insurance protection if something goes wrong.
Frequently Asked Questions
What do I need to do before shipping my car?
You’ll need to clean your vehicle, take photos, and document its condition. Remove personal items, prepare your paperwork, and make sure the fuel tank is about ¼ full.
Do I need to empty my gas tank before shipping?
No. Carriers require about ¼ tank of gas — just enough for loading and unloading. A full tank adds unnecessary weight.
What documents are required to ship a car?
The Bill of Lading (BOL) is required. Carriers may also request photo ID. If your car is financed or leased, you may need a lienholder authorization letter.
Do I need to disable alarms before auto shipping?
Yes. Alarms should be turned off to prevent them from going off during loading, unloading, or transit.
How should I prepare my vehicle for auto transport?
Follow a car shipping checklist: gather documents, inspect and photograph your vehicle, remove valuables, check fluids and battery, and fold mirrors or retract antennas.
Can I leave personal items in my car when shipping it?
Most carriers require vehicles to be empty, but some allow up to 100 lbs of personal items in the trunk. These are not insured, so avoid valuables.
Should I wash my car before shipping it?
Yes. A clean car makes it easier to inspect and document existing scratches or dents.
How do I check a car for damage before transport?
Wash the car, then take date-stamped photos of all angles, close-ups of damage, and the odometer. Review and sign the Bill of Lading with the carrier.
Is it necessary to remove toll tags or parking passes before shipping a vehicle?
Yes. Leave them on, and you may get charged while your vehicle passes through scanners on transport routes.