Step 1 — Wash Your Vehicle Thoroughly
This sounds simple but it's essential. A clean vehicle lets you and the driver clearly identify pre-existing scratches, dings, paint chips, and minor body damage during the pickup inspection. If your car is dirty at pickup, small flaws are hidden under dust and grime — and then they become 'damage during transport' disputes at delivery when the car gets washed off.
Wash the exterior, dry it, and walk around the vehicle in good light before the carrier arrives. Pay special attention to bumpers, lower body panels, and wheels — areas prone to road rash. Take detailed photos of any existing damage so you have a record.
Step 2 — Document Everything with Photos
Take 20-30 photos of your vehicle from every angle before the carrier arrives. Photograph the front, rear, both sides, all four corners, the roof, the wheels, the interior dashboard and seats, and any specific areas with pre-existing damage. Time-stamp the photos by checking the photo metadata or by holding up the day's newspaper or your phone showing the current date.
If damage occurs during transport, these photos are your evidence. Without them, it's your word against the driver's, and the carrier's insurance will side with whatever's documented on the Bill of Lading.
Step 3 — Empty Personal Items (Or Limit to 100 lbs)
Most auto transport carriers allow up to 100 lbs of personal items placed in the trunk below the window line. However, personal items are NOT covered by cargo insurance. If your laptop or family heirlooms are damaged during transit, that loss is yours — not the carrier's.
Recommended: ship only what you can afford to lose. Definitely don't ship firearms, ammunition, hazardous materials, illegal items, or anything irreplaceable. Loose items above the window line can shift during transit and damage the interior.
Step 4 — Disable Aftermarket Alarms
Aftermarket alarm systems trigger constantly during transport from vibration, movement, and loading. A constantly-alarming car drains the battery, annoys the driver, and might damage other vehicles on the carrier when the alarm causes the truck to brake unexpectedly. Disable the alarm completely or remove its fuse before pickup.
Step 5 — Reduce Fuel to a Quarter Tank
Full gas tanks add significant weight to your vehicle and to the overall carrier load. A full tank is roughly 100 lbs of extra weight per car. Carriers ask customers to ship with a quarter tank or less. This reduces total weight, lowers fire risk in the unlikely event of an accident, and meets DOT recommendations for vehicle transport.
Step 6 — Address Any Mechanical Issues or Notify the Carrier
If your vehicle has any mechanical issues, the carrier needs to know upfront. Common issues that need disclosure: vehicle won't start, flat tire, dead battery, leaking fluids (oil, coolant, transmission), broken parking brake, broken windows, missing keys.
Non-running vehicles require a carrier with a winch — typically a $100-$200 surcharge. Failing to disclose a non-running vehicle results in the carrier refusing pickup at your door and you scrambling to find a different solution under time pressure.
Step 7 — Fold Side Mirrors and Retract Antennas
Loose, vulnerable exterior components can be damaged during loading and unloading. Fold both side mirrors in. Retract the radio antenna if it's manually retractable. Remove any aftermarket antennas, GoPro mounts, or removable accessories. Lower convertible tops aren't recommended — convertibles ship best with tops up and locked in place.
Step 8 — Provide Two Sets of Keys
Give the driver two sets of keys at pickup — one for them and one as backup. Keys get lost, and a lost-key situation at delivery is a nightmare. If you only have one key, document this on the Bill of Lading so there's no dispute about what was provided.
Step 9 — Inspect with the Driver Before Loading
When the carrier arrives, walk around the vehicle with the driver. The driver completes a Bill of Lading documenting current condition — any scratches, dings, dents, paint chips, missing trim, cracked glass, interior wear. Review this documentation carefully. Note anything the driver missed. Sign only when you agree with what's recorded.
The Bill of Lading is the legal record of your vehicle's condition at pickup. Any damage discovered at delivery is compared against this baseline. Without proper documentation, you have no claim.
Step 10 — Plan for Delivery
Either you or a designated representative (18+ with photo ID) must be present at delivery. The same inspection happens in reverse: walk around the vehicle, compare condition against the pickup Bill of Lading, note any damage on the delivery Bill of Lading before signing.
If you can't be present, designate a trusted friend, family member, or neighbor in advance. Provide them with the inspection checklist and instructions on what to look for. Never sign the delivery Bill of Lading 'clean' without inspecting — once signed, your damage claim becomes nearly impossible to win.