A surprising number of shipping delays and damage disputes trace back to the same cause: the car wasn’t actually ready when the driver showed up. A dead battery that won’t let the carrier load it, a windshield full of personal boxes, a scratch nobody photographed beforehand — all of it is avoidable with about twenty minutes of prep. This checklist covers exactly what to do before pickup day, in the order it actually matters.
Quick-Reference Checklist
| Step | Why It Matters |
|---|---|
| Fuel to about a quarter tank | Enough to load and unload; less weight and less flammable liquid on the trailer |
| Remove all personal items | Cargo inside the vehicle typically isn’t covered by the carrier’s insurance |
| Check battery, tires, and fluids | The vehicle needs to start, steer, and roll safely on and off the trailer |
| Remove toll tags and parking transponders | Prevents you from being billed for tolls during the transport route |
| Turn off the alarm | Avoids a false trigger disrupting loading or a delivery in the middle of the night |
| Secure or remove loose add-ons | Bike racks, cargo boxes, and antennas aren’t covered and can be damaged or lost |
| Wash the car and take photos | Makes existing chips and scratches visible for the pickup inspection record |
The detail behind each step is below — most take a few minutes, and skipping them is what turns a routine shipment into a dispute.
Fuel, Battery, and Fluids
Leave about a quarter tank of gas — enough for the carrier to drive the vehicle on and off the trailer at pickup and delivery, without carrying more weight or flammable liquid than necessary. Beyond fuel, make sure the battery holds a charge and fluid levels (oil, coolant, brake fluid) are adequate. The driver needs the vehicle to start, steer, and brake on its own power during loading — a car that can’t do all three gets treated as non-running, which usually means a different piece of equipment and a separate quote rather than a quick load onto a standard car carrier.
If your vehicle genuinely doesn’t run, say so when you request your estimate rather than at pickup — it changes the equipment needed, not just the price.
Empty It Out: What to Remove
Take everything out of the cabin and trunk before pickup day. Carriers are licensed and insured to move vehicles, not the contents inside them — boxes, electronics, tools, and luggage typically fall outside the cargo coverage, so anything left inside ships entirely at your own risk. Hazardous materials (flammable liquids beyond what’s in the tank, aerosols, propane, corrosive chemicals) are prohibited outright and can hold up pickup if a driver spots them during the walkaround.
Two more items are easy to forget:
- Toll tags and parking transponders. Remove them or they can rack up charges as the vehicle travels through tolled routes during transport.
- The alarm system. Disable it before pickup — a system that trips during loading, or overnight at a stop along the route, creates a problem for the driver and everyone else near the truck.
Loose or Removable Accessories
Bike racks, cargo boxes, detachable spoilers, custom antennas, and other add-ons that aren’t structurally part of the vehicle should come off if possible, or be firmly secured if they can’t be removed. These aren’t part of the vehicle the carrier agreed to transport, so damage or loss to a loose accessory isn’t covered the way damage to the car itself is.
Final Checks: Leaks, Mirrors, and Alarms
- Check for leaks. Look under the vehicle before pickup. An active oil, coolant, or brake-fluid leak can keep a car from being loaded, because it can damage vehicles parked below it on the trailer. Fix active drips before your pickup date.
- Fold in your mirrors. On an open carrier, extended mirrors can contact other vehicles during loading.
- Disable or desensitize the alarm. An alarm that keeps triggering in transit is a problem for the driver and everyone else on the load.
Document the Vehicle’s Condition
Before the driver arrives, walk around the vehicle and take 20–30 clear photos — all four corners, each wheel, the roofline, and close-ups of any existing chips, dents, or scratches. This isn’t paperwork for its own sake: it’s your evidence if a dispute ever comes up about when damage occurred.
At pickup, the driver will complete a bill of lading — the official condition report that records the vehicle’s VIN, mileage, and existing damage through a diagram, signed by both you and the driver. The same inspection happens again at delivery: if the vehicle matches the pickup record, everyone signs off; if something changed, it gets noted in an exceptions section with photos before you sign. That signed comparison is the primary evidence used to determine who’s responsible if damage shows up between pickup and delivery, so it’s worth two minutes to look closely rather than sign on autopilot. Keep your own copy and your own photos regardless of what the driver documents.
What to Have Ready on Pickup Day
- All keys and fobs the driver will need, including any special or valet keys.
- A working phone number you’ll actually answer — pickup and delivery windows shift with traffic and routing, and drivers call ahead.
- Ten minutes for the walkaround — don’t sign the bill of lading without actually comparing it to your own photos first.
If you’re shipping door-to-door, make sure the pickup and delivery addresses are accessible for a large carrier — a truck that’s 75+ feet long can’t always navigate a narrow street or low overhang, and the driver may need to meet you at a nearby lot instead.
Does Preparation Differ for Enclosed Transport?
The checklist above applies whether your vehicle ships on an open carrier or an enclosed trailer — fuel, fluids, empty cabin, and documentation matter either way. The one difference: owners shipping a classic, exotic, or show car in an enclosed trailer often go a step further on documentation — a full photo set plus a written note of any known mechanical quirks — simply because the vehicle’s value makes a thorough pickup record worth the extra few minutes. See our open vs. enclosed comparison if you haven’t settled on a transport type yet, or our car shipping cost guide for what each option runs.
The same list holds up for buyers and sellers shipping a car after an online purchase, military families moving on PCS orders, and snowbirds shipping the same vehicle every season — the vehicle doesn’t care why it’s being shipped, only that it’s actually ready when the truck arrives.
Related guides: how to ship a car to another state and how car shipping works, step by step.
Frequently Asked Questions
How much gas should be in my car before shipping?
About a quarter tank. That’s enough for the carrier to drive it on and off the trailer at pickup and delivery, without adding unnecessary weight or extra flammable liquid to the load.
Can I leave personal items in my car during shipping?
No. A carrier’s cargo insurance almost never covers personal belongings left inside the vehicle, and hazardous materials are prohibited outright. Remove everything except what the vehicle itself needs to travel.
What is a bill of lading and why does it matter?
It’s the official condition report signed at both pickup and delivery, documenting the VIN, mileage, and any existing damage. It’s the primary evidence used to determine who’s responsible if damage shows up after the vehicle arrives.
Should I wash my car before it ships?
Yes. A clean vehicle makes small chips, scratches, and dents far easier to spot and document during the pre-shipment inspection — which protects you if you ever need to file a damage claim.
What should I remove from the exterior before shipping?
Loose or removable add-ons — bike racks, cargo boxes, detachable spoilers, and custom antennas — should come off or be securely fastened. They aren’t covered by standard transport insurance and can be damaged or lost in transit.
Have a question that isn’t covered here? Check our full auto transport FAQ or get a same-day answer from our team.
Ready to Book Your Shipment?
Once your vehicle is ready, the only thing left is a real number for your route. Get a free instant estimate and we’ll walk you through pickup scheduling and anything specific to your vehicle. No payment is required until your car is assigned to a carrier.