Most problems at pickup come from small things: a car that is too dirty to inspect, a dead battery, a toll tag that keeps charging, or a trunk full of boxes the driver will not accept. A short checklist, worked through over a few days, avoids nearly all of them.
A week before pickup
Start with the things that take time to fix:
- Check for open recalls. NHTSA lets you check for open safety recalls by entering the 17-character VIN at NHTSA.gov/Recalls, and recall repairs are free. The VIN is on the lower left of the windshield or on the driver-side door jamb label.
- Watch for leaks. uShip suggests watching the car for leaks before shipping and telling the driver about any you find. A leaking car should not ride on a top rack above other vehicles.
- Check mechanical basics. uShip advises making sure the battery is fully charged and the tires are properly inflated. If the car does not start reliably, say so now; it may need to ship as an inoperable vehicle.
- Quote with accurate details. Size, running condition and modifications all change the price, so confirm them now rather than at pickup.
- Line up the people. Decide who will release the car at pickup and who will receive it at delivery. Each needs to be reachable by phone during the pickup window and able to inspect the car and sign the paperwork.
- Gather documents. Keep the booking confirmation, a copy of the registration and the provider's contact details in one place. Some providers ask for proof of ownership or authorization when the person releasing the car is not the owner.
- Confirm the details. Make sure the pickup and delivery addresses, contacts and dates on the order are right, and that a large truck can reach both addresses.
The day before pickup
| Task | Why it matters |
|---|---|
| Wash the car | Dirt hides scratches, and the pickup inspection is only as good as what the driver can see |
| Photograph every side, the roof, wheels and interior | Your own dated record backs up the bill of lading |
| Run the fuel down to about a quarter or an eighth of a tank | uShip recommends this to reduce weight |
| Remove personal items | uShip advises against packing the car unless your provider has approved it |
| Remove or deactivate toll tags and parking passes | They can keep charging in transit or be stolen |
| Remove aftermarket electronics and loose accessories | Reduces theft risk and loose parts |
| Fold mirrors, retract antennas, secure spoilers | Prevents damage during loading and transit |
| Disable the alarm, or write instructions to shut it off | A triggered alarm in transit cannot be silenced without them |
| Secure a convertible top | Wind can damage a loose top on an open trailer |
Also gather the keys and fobs the driver will need, and write down anything unusual about starting, shifting or stopping the car. uShip recommends giving the driver written instructions for any special steps.
At pickup
When the driver arrives, slow down. The pickup inspection is your best protection:
- Walk around the car with the driver before it is loaded.
- Check that every existing scratch, dent and chip is marked on the bill of lading and vehicle condition report, with a location and size, not just a code.
- Confirm the VIN and mileage on the paperwork match the car.
- Note how many keys you handed over.
- Get a copy of the signed pickup BOL and the driver's phone number.
If the driver arrives after dark or in heavy rain, ask to inspect under a bright light or in a covered area, and note on the paperwork any panels that could not be checked properly. A rushed inspection helps nobody, including the driver.
The bill of lading guide explains damage codes and what a good condition report looks like.
Special cases
Electric vehicles. Charge level matters for loading and unloading. Ask your provider what state of charge it wants, and leave the charging cable only if the provider agrees.
Convertibles and soft tops. Close and latch the top. On an open trailer, consider whether the top can handle highway wind, or choose an enclosed carrier.
Lowered, lifted or modified cars. Tell the provider about ground clearance, lift kits and oversized tires. They can change the loading equipment and the price.
Classic and collector cars. Write down any quirks, such as a manual choke or a battery cut-off switch, for the driver, and consider enclosed transport.
Low air dams and aftermarket wheels. Point them out at pickup so the driver can choose the right ramp angle and tie-down points.
Non-running vehicles. Disclose it before booking. See the inoperable vehicle guide.
Dealer units. Remove dealer plates and loaner tags, and send the buyer the pickup photos the same day. The out-of-state buyer playbook has the full dealer process.
After delivery
At delivery, repeat the inspection before signing: compare the car with your photos and the pickup BOL, in good light, including the roof and lower panels. Note any new damage on the delivery receipt and photograph it while the truck is still there. If you do find new damage, report it in writing to the company you booked with as soon as possible, with your photos and both copies of the bill of lading. Then reinstall toll tags and accessories, refuel, and check tire pressure before a long drive. Finally, keep the paperwork. Store both copies of the BOL, your photos and the booking confirmation together until you are sure there are no open questions. For the full sequence from quote to delivery, see how auto transport works.
Questions
How much gas should be in the tank when shipping a car?
Industry guides commonly recommend about a quarter of a tank or less. uShip suggests running it down to a quarter or an eighth, which keeps weight down while leaving enough fuel for loading, unloading and a short drive to a gas station at delivery. Check whether your provider has its own requirement, especially for electric vehicles or very large trucks.
Can I pack personal items in my car for shipping?
Usually not, unless your provider has approved it in advance. Extra items add weight, can shift and cause damage, and are generally not treated as cargo the way the vehicle itself is. Remove valuables, electronics, toll tags and garage openers. If you need to ship belongings, ask the provider about its policy and any weight limit before packing.
Should I wash my car before transport?
Yes. A clean car lets you and the driver see existing scratches, chips and dents during the pickup inspection, so they can be recorded on the bill of lading. Dirt can hide damage that later becomes hard to attribute. Wash it a day or two before pickup, then take dated photos of every panel, the roof and the wheels.
Do I need to check for recalls before shipping a car?
It is a good idea, especially when selling or buying a car that will be shipped. NHTSA lets anyone check for open safety recalls by entering the 17-character VIN on its website, and recall repairs are free. An open recall does not usually stop a shipment, but it is easier to schedule the repair before the car leaves.