Remote and out-of-state buyers are a normal part of retail now. Buyers research online for hours, compare inventory across a wide radius, and increasingly expect the store to handle getting the car to them. The dealers who make these deals feel easy usually follow the same sequence: settle the deal, price and book the transport early, release the car carefully, and keep the buyer informed until it is in their driveway.
Why out-of-state deals are common
Shoppers will look well beyond their local market. In a 2021 Cars.com survey of more than 17,000 recent buyers, nearly 10% drove out of state to buy their vehicle, and 65% of in-market shoppers said they would consider buying in another state. Cox Automotive's 2025 Car Buyer Journey study found buyers spent about 7 hours and 11 minutes researching and shopping online, with 75% visiting third-party sites and 59% visiting dealer sites.
That research happens on the vehicle detail page. A buyer two states away who cannot see a delivery price there has to guess, call, or leave. The dealer website guide covers how to answer that question on the page itself.
Settle the deal before the truck is booked
Transport goes smoothly when the paperwork is finished first. Before you dispatch:
- Payment. Funds received and cleared, or financing fully approved and funded, per your store policy.
- Signed documents. Purchase agreement and any required disclosures signed, often electronically. For used vehicles, the FTC Used Car Rule requires dealers to give the buyer the original or a copy of the vehicle's Buyers Guide at the sale, reflecting any final changes.
- Title, registration and tax. Rules vary by state, including who collects sales tax and how temporary tags work across state lines. Check with your title clerk, the buyer's state motor vehicle agency, and your tax advisor rather than assuming home-state rules apply.
- Delivery details. Exact address, a named receiver, a phone number, and any access limits such as gated streets or HOA rules about large trucks.
A remote buyer cannot walk around the car, so close that gap before the sale. Send a walkaround video, close-up photos of any wear, and the condition notes you would point out in person. When the buyer has already seen every mark, the delivery inspection confirms what they expected instead of starting a debate. Put the agreed delivery terms in writing too: who pays for transport, the expected pickup window, and what the buyer should do at delivery.
Quote and book delivery early
Get the transport price in front of the buyer before the deal is final so it can be built into the numbers. Then book as soon as the car is truly ready to go, not when the paperwork is still in motion. FreightWaves reports carriers commonly offer a pickup window of three to five days from the reservation, so a late booking can easily add a week.
The cost guide explains why prices vary by lane and season. Decide up front:
| Decision | Common choice | When to change it |
|---|---|---|
| Trailer | Open carrier | Enclosed for collector, exotic or high-gross units |
| Who pays | Buyer, itemized on the deal | Store absorbs it as a closing tool |
| Delivery type | Door-to-door | Terminal or meet point when trucks cannot reach the address |
| Timing | Standard window | Expedited when the buyer has a hard date |
If you use an AutoTransportVehicle.com widget, the shopper can book the shipment directly from the page or from a tracked quote link you email after the sale, and the quote and booking are attributed to your dealership account. Shipments are arranged by AutoTransportVehicle.com's FMCSA-licensed fulfillment partner, which confirms the price.
Release the car properly
Pickup at the dealership is the moment that protects you if anything is questioned later. Assign one person to own it:
- Wash the car so the inspection is meaningful.
- Walk around it with the driver and confirm every existing mark is on the bill of lading.
- Take your own timestamped photos of every panel, the odometer and the VIN label.
- Confirm the carrier name and numbers on the truck match the paperwork.
- Hand over the agreed keys and fobs, and note how many on the BOL.
- Send the buyer the pickup photos and a copy of the BOL the same day.
If the buyer is sending their own transporter instead, get the company name, its MC or USDOT number and the driver's name in writing before pickup, and release the car only to that company.
Remove dealer plates, loaner tags and anything not sold with the car. The preparation guide has the full checklist.
Keep the buyer informed through delivery
Silence is what turns a normal transit delay into a complaint. Set expectations with ranges, not promises, and assign each update to someone:
- At booking: price, pickup window, typical transit time for the distance, and what to have ready at delivery.
- At pickup: photos, BOL copy, and the carrier's contact details.
- In transit: a check-in if the window slips, with the reason.
- Before delivery: a reminder to inspect the car fully, note any new damage on the delivery BOL before signing, and have any balance due ready.
- After delivery: a thank-you, title and registration next steps, and a review request.
A short template for each of these messages saves time and keeps every buyer's experience consistent, no matter which salesperson handled the deal.
When something does go wrong, a documented pickup inspection and a buyer who was told what to look for make the conversation far easier. For the claim process, see the bill of lading guide.
Questions
Should the dealer or the buyer pay for shipping?
Either works, and it is a business decision. Many stores itemize transport on the deal so the vehicle price stays comparable with local listings. Others absorb part or all of it to close a competitive deal. What matters is that the buyer sees the price before signing, so it is not a surprise later. An instant quote on the vehicle page makes that easy.
Who handles registration and sales tax for an out-of-state sale?
It depends on both states involved and on your dealership's practices. Some states require the selling dealer to collect tax or issue temporary tags, and others leave registration to the buyer at home. Check with your title clerk, the buyer's state motor vehicle agency, and your tax advisor for each deal rather than assuming one rule fits all.
What if the buyer finds damage at delivery?
The buyer should note it on the delivery bill of lading before signing, photograph it with the truck present, and contact you right away. Your timestamped pickup photos and the pickup BOL show the car's condition when it left. The claim is generally made with the carrier, coordinated by the company that arranged the shipment. A calm, documented process protects the relationship.
How far in advance should we book transport for a sold car?
As soon as payment and paperwork are complete and the car is ready to leave. Carriers commonly work with a pickup window of a few days after booking, so every day of delay in booking adds to the buyer's wait. If the buyer has a fixed date, ask about expedited service at the time of sale rather than at the last minute.