Shipping your vehicle across the country is an easy process.
You give it to the carrier. You wait. They bring it back. Simple.
Right?
Wrong.
Without preparation, this dream scenario can quickly become a disaster.
Scratches you never saw before magically appear and become “your problem.” Personal items go missing. Insurance claims are denied.
Sound familiar?
The good news?
Vehicle preparation is a simple process. It takes less than an hour. And it’s so worth it.
Here’s what you’ll learn:
- The Importance of Vehicle Preparation
- The Ultimate Pre-Shipping Checklist
- Essential Documentation
- Items to Remove Before Pickup
- Last-Minute Preparation Steps
The Importance of Vehicle Preparation
Industry statistics show that less than 5% of vehicles transported long distances experience any damage.
To some, that means the risk is low.
But even at 5%, we’re still talking about thousands of vehicles delivered with issues every year.
So, what’s the difference between getting a car back in great condition and having a big fight over what happened?
Preparation.
Vehicle preparation when using interstate auto transport services for long-distance moves is not an “extra.” It is 100% essential.
It impacts insurance. Claims. Liability. Peace of mind.
In fact, a vehicle’s condition before the pick-up date is the difference between a successful delivery and a stressful claim dispute.
Think about it…
A well-documented vehicle is a protected vehicle.
If it leaves in one condition, and arrives in a different one, there is a clearly established paper trail. If you did the work and documented the condition before shipping, the carrier cannot deny responsibility for damages that were not already present.
The Ultimate Pre-Shipping Checklist
Alright, now that we’ve set the stage let’s go over all of the steps.
Don’t worry, no fancy tools are required.
Give It a Good Wash
Believe it or not, this is an essential first step.
Cleaning the vehicle is important because dust, dirt, and grime can conceal scratches, dents, and chips.
Washing the vehicle will make existing damage obvious. This is important for the documentation that follows.
Also, don’t forget to clean the wheels and undercarriage. Road grime can also hide imperfections that are important.
Check Fluid Levels
Fluids should be topped off before transport. But only to the required level.
After all, vehicles still need to start and run for the carrier to load and unload. That means all the fluids need to be at operational levels.
Engine oil, coolant, brake fluid, and power steering fluid should all be topped off. But not overfilled.
Test the Battery
Nobody wants a dead battery.
Carriers need to be able to start the vehicle and move it into and out of position for loading. If they can’t, the transport gets delayed. Often with extra fees added to the bill.
Make sure to test the battery before shipping. Replace it if necessary. It’s a small investment that will prevent bigger headaches.
Check Tire Pressure
Flat tires make loading and unloading difficult and dangerous. Under-inflated tires can develop flat spots during extended transport.
Check tire pressure before shipping. Compare to the manufacturer’s recommendations and adjust as needed.
Repair Any Mechanical Issues
This is an important point to make here…
The vehicle doesn’t need to be perfect. But it does need to run.
Almost every interstate auto transport service has a policy about this.
Leaks or other mechanical issues will need to be repaired before the pickup date.
If the car won’t start, the carrier cannot legally move it. The same is true for any issues that can damage other vehicles on the trailer. Safety first.
Documentation That Saves Your Skin
Don’t underestimate the importance of this section.
Hand over the keys with no documentation, and then find damage at delivery. Guess who’s responsible?
Don’t be that person.
Here’s what to do instead…
Take Quality Photos
Photograph the vehicle from all angles. Front. Rear. Left and right sides. Top. Bottom, if possible.
Close-up shots of existing damage such as scratches, dents, and chips are critical. Interior shots are too.
Pay attention to the lighting. Take clear images. Make sure they are time-stamped.
Draft a Written Condition Report
Use pen and paper. List everything.
Be specific about location and size.
“A small scratch on the rear bumper on the driver’s side” is better than just “scratch on back.”
Keep a copy for your records. Provide a copy to the carrier at the time of pickup.
Review the Bill of Lading
The Bill of Lading is the most important document.
This paperwork records the condition of the vehicle at the time of pickup. The carrier signs it. You sign it. It becomes the official condition report.
Read the Bill of Lading carefully. Make sure all pre-existing damage is documented on it. If not, ask that it is added. Do not sign until it is correct.
Items to Remove Before Handoff
Keeping the vehicle clean is a good practice for vehicle shipment.
Not only does it help with the photo documentation, but it also prevents personal items from going missing.
Remove all personal items from the vehicle before pickup. Insurance does not cover these.
Electronics, clothing, documents, and valuables are all at risk during transport. Carrier insurance only covers the vehicle itself. Not what’s inside.
Items like phone chargers, sunglasses, GPS units, and toll transponders should be removed. Or at least not left on the seat.
Deactivate Toll Tags and Parking Passes
Toll transponders are great. They shouldn’t be in the vehicle.
If left inside, they can accrue fees during transport. Parking passes can too.
Either remove them or ensure they are both deactivated before pickup. Reactivate them when you get the vehicle back.
Remove Custom Accessories
Spoilers, antenna toppers, bicycle racks, and other accessories should all be removed for transport.
Accessories may not be covered by the insurance policy. They may also get damaged or lost. Some may even violate trailer height restrictions.
Fuel Tank should be Low
Ask most carriers and they will all say the same.
A quarter tank of fuel or less is sufficient for transport. It may be less.
A nearly empty tank is safer for longer transport. Extra fuel adds weight and risk of fire. A nearly empty tank is a requirement for most carriers.
Final Steps Before the Carrier Arrives
Pickup day is important.
Verify Insurance Coverage
Verify the carrier’s insurance in writing before handing over the keys.
Ask to see the coverage information. Understand what it covers. Claims processes. If you want additional coverage, now is the time.
Disable Vehicle Alarm
Car alarms that get triggered during transport are a problem.
Drivers are often unable to stop and address them. They are a safety risk.
Disable aftermarket alarms before transport. Most factory alarms are designed not to trigger during transport.
Secure Loose Interior Parts
Interior parts that can move should be secured before transport.
Walk through the vehicle and make sure nothing will rattle around inside. Floor mats can slide. Trunk contents should also be stable.
Be Present at Pickup
Be there when the carrier arrives.
Walk around the vehicle. Together. Verify the condition report is accurate. Ask any questions. Get contact information for status updates.
Pulling it all Together
Vehicle preparation for long-distance transport takes work.
But, all of this work pays off in spades.
Proper preparation results in seamless handoffs. Fewer issues with the vehicle at delivery. Fewer claim disputes. More protection in case of a problem.
Short recap of the main points:
- Clean the vehicle before transport
- Document the condition before transport
- Remove personal items
- Remove custom accessories
- Keep fuel low before transport
- Verify insurance
- Be there at pickup
Long distance vehicle transport services do this thousands of times a year. Following these steps ensures any vehicle has the best chance of a successful, problem-free shipment.
That scratch at delivery? It was clearly documented before pickup. That personal item that went missing? It won’t happen because there are no personal items in the vehicle to begin with.
It’s simple. It’s a pain. It’s huge protection.
