How to prepare your vehicle for transport: a 10-minute checklist

Most transport problems do not happen on the highway. They start at pickup, with a car that has not been washed, keys that cannot be found, a battery that is flat, or a condition report signed in a hurry at night. The good news is that almost all of them can be prevented with a few minutes of preparation.

This is the same checklist our dispatchers send to customers before every pickup. It works for cars, SUVs and pickups, with extra notes for motorcycles, RVs, boats and equipment at the end.

One week before pickup

1. Confirm the details. Check the pickup and delivery addresses, contact names and phone numbers on your booking confirmation. A wrong gate code or an unanswered phone is the most common cause of a missed pickup.
2. Check access for a large truck. A full-size car carrier is about 75–80 feet long. If your street is narrow, has low trees or does not allow trucks, tell us. We will arrange to meet at a nearby open parking lot.
3. Arrange a stand-in. If you cannot be present, choose a trusted person over 18 who can hand over the keys and sign the condition report for you.
4. Find all the keys. Prepare a working key, plus any fobs, wheel lock keys, gas cap keys and access cards the driver will need.
5. Book any repairs. Fix active fluid leaks before pickup. Carriers can refuse a vehicle that leaks onto vehicles below it.

Two days before pickup

Clean the vehicle

Wash the exterior thoroughly. Dirt hides scratches, chips and dents, and a dirty vehicle makes an accurate condition report impossible. If a mark is not recorded at pickup, it is much harder to prove later that it was not there.

Take your own photos

Your photos are your best protection. Take them in daylight, with the date visible in the file information:

• All four sides, plus the four corners at an angle
• Roof, hood and trunk lid
• Close-ups of any existing damage, with a coin or key for scale
• Wheels and tires
• The interior, dashboard and odometer reading
• The undercarriage, if you can safely do so

Remove personal belongings

Carriers are licensed to transport vehicles, not household goods, and their cargo insurance does not cover personal items left inside. Loose items can also shift and cause damage, and extra weight can create problems at weigh stations. Remove:

• Electronics, documents, sunglasses and valuables
• Child seats, unless agreed in advance
• Garage door openers and toll tags. A toll transponder left in the car can be charged at every toll plaza along the route.
• Loose items in the trunk and truck bed

The day before pickup

• Fuel: leave about a quarter tank. That is enough to drive on and off the trailer and to the delivery point, without unnecessary weight.
• Battery: make sure it is charged. If the vehicle has sat for weeks, start it and let it run.
• Tires: inflate to the pressure on the door sticker. Under-inflated tires make loading and securing harder.
• Alarm: disable it, or write down clear instructions for the driver. An alarm that keeps going off on a trailer drains the battery.
• Exterior accessories: fold the mirrors, retract or remove antennas, and remove or secure spoilers, bike racks and cargo boxes.
• Convertibles: close and latch the top securely. Check for tears that could catch the wind.
• Notes for the driver: write down anything unusual, such as how to start it, a sticky door, a known leak, or low ground clearance.

At pickup

The driver will inspect the vehicle with you and record its condition on the Bill of Lading (BOL). This document is both your receipt and the inspection report, so take it seriously:

1. Walk around the vehicle together with the driver.
2. Make sure every existing mark is on the report, using the diagram and notes.
3. Check the odometer reading recorded.
4. Do not sign until you agree with what is written.
5. Keep your copy, or take a photo of it, and keep it until after delivery.

While the vehicle is in transit

Your tracking page shows each status update from your dispatcher: scheduled, picked up, in transit and delivered, with the estimated delivery date. Answer calls from the driver's number, because drivers usually call 12–24 hours ahead to confirm the delivery time.

At delivery

Delivery is your chance to confirm that the vehicle arrived in the same condition. Do not rush it, even if the driver is in a hurry:

1. Inspect before you sign. Walk around the vehicle with your copy of the pickup report and your own photos.
2. Use good light. If it is dark, use a strong flashlight and check carefully.
3. Note any new damage on the delivery report before signing, and photograph it with the driver present. Damage that is not written on the delivery report is very difficult to claim later.
4. Check the odometer and confirm the mileage is consistent with loading and unloading.
5. Contact your dispatcher immediately if anything is wrong. We will guide you through the next steps.

Extra notes for other vehicle types

Motorcycles

Fuel tank no more than a quarter full. Remove saddlebag contents, GPS units and loose accessories. Tell us about aftermarket exhausts or fairings so the bike can be secured correctly.

RVs and travel trailers

Secure or empty all cabinets, and lock the doors and windows. Retract slide-outs, steps, awnings and antennas. Turn off propane at the tank. Empty the black and gray water tanks, and drain the fresh water tank in freezing weather.

Boats

Remove or secure loose gear, electronics, canvas and biminis. Drain the bilge and all water systems, and winterize if needed. Measure the total height on the trailer and the beam, and tell us. These measurements decide whether oversize permits are needed.

Heavy equipment

Send us accurate length, width, height and operating weight, plus a photo. Lower and secure buckets, booms and attachments. Remove loose tools from cabs and baskets. Tell us whether the machine runs and whether a loading dock or ramp is available at both ends.

Quick checklist

• Booking details confirmed and contacts reachable
• Truck access checked
• Vehicle washed and photographed
• Personal items and toll tags removed
• About a quarter tank of fuel, battery charged, tires inflated
• Alarm disabled and accessories secured
• Keys ready, with notes for the driver
• Condition report checked before signing at pickup and delivery

Questions before your pickup? Call your dispatcher or reply to your booking email. We would rather answer a question the day before than solve a problem on the day.