Surprises on pickup day can turn an affordable shipping quote into a stressful experience—especially when fuel policies and vehicle condition expectations don't match reality. Understanding what to verify before signing any contract protects both your wallet and your car's documented state. Here's what every customer needs to check.
Fuel Policy: Know Before You Ship
Most auto transport companies have a fuel clause in their terms, but the specifics vary wildly. Some carriers include a full tank as part of the service; others charge $0.50–$1.50 per gallon if you want fuel added at delivery. A few require you to have the vehicle at a specific fuel level (often one-quarter tank) at pickup.
Before booking, ask these questions directly:
- What fuel level is expected at pickup?
- Will the driver add or remove fuel, and is there a fee?
- Are there refunds if you deliver with more than the required level?
Getting this in writing—not verbally—prevents disputes. If a carrier says "half tank is standard," confirm whether that means 50% on the gauge or an actual estimate of gallons. Vehicles with large tanks (like pickup trucks) can differ significantly from compact cars, so clarify how the policy applies to your specific model.
Pickup Condition: Document Everything in Writing
The condition report is your legal record. When the driver arrives, both of you will note the vehicle's state—mileage, dents, paint chips, interior cleanliness, fluid levels, and tire condition. This becomes the baseline for comparison at delivery.
Create a detailed pre-pickup checklist:
- Take photos or video of all four sides, top, undercarriage damage (if visible), and interior
- Note the mileage on your odometer and take a timestamped photo
- Document existing damage with close-ups and wide shots showing location
- Check fluid levels and note any leaks
- Test all lights, wipers, and basic functions (don't assume the driver will)
- Note tire tread depth and any bulges or uneven wear
- Write down the fuel level you're delivering at
Share this documentation with the carrier before pickup. When the driver completes their condition report, compare it line-by-line with yours. Discrepancies now are far cheaper to resolve than disputes after delivery.
Practical Verification Steps Before Signing
Step 1: Review the contract's fine print. Look for clauses about:
- Fuel coverage (included, excluded, or priced separately)
- Acceptable fuel level range
- Who bears responsibility for fuel-related delays
- The process for documenting pre-existing damage
Step 2: Ask for examples. Request the carrier's standard condition report form and fuel policy document. Reading the actual template prevents surprises.
Step 3: Get guarantees in writing. If a sales rep promises "we'll top it off at no extra charge," ask for written confirmation via email. Verbal promises don't hold up when the bill arrives.
Step 4: Confirm pickup timing. Fuel policy disputes often stem from timing confusion. If pickup is scheduled for Tuesday morning, clarify whether you should fill the tank Monday evening or leave it at current levels. Some carriers want the vehicle accessible early; others won't arrive until afternoon.
Hidden Costs to Watch
Fuel upcharges typically range from $50–$150 depending on tank size and carrier policy. Delivery condition disputes are more expensive: if the carrier claims the paint was pristine and you deliver with an undisclosed scratch, you could face $200–$500+ in liability claims.
Using a platform like Mercoly to compare providers side-by-side helps you spot which companies publish transparent fuel policies upfront—a strong indicator of professionalism. Carriers willing to explain their terms in detail before you commit are less likely to surprise you later.
The Pre-Pickup Call
Schedule a brief call with the assigned driver 24–48 hours before pickup. Confirm:
- Exact arrival window
- Required fuel level
- Whether you should leave the car running or keys accessible
- Contact number if they're delayed
This conversation costs nothing and prevents miscommunication worth hundreds of dollars.
Frequently Asked Questions
Q: Can I ship my vehicle with an empty tank to save on fuel costs? Most carriers require at least one-quarter tank for operational safety (braking, power steering). Shipping on empty typically violates your contract and may void coverage for mechanical issues during transport.
Q: What happens if the driver reports damage I don't think happened? Dispute it in writing immediately with photos. If damage occurred during transport, the carrier's insurance covers it—but only if you document the condition at pickup versus delivery within 24–48 hours.
Q: Are fuel policies different for open versus enclosed transport? Fuel policies are independent of transport type, but enclosed carriers sometimes charge slightly higher per-gallon rates due to vehicle access constraints during loading and unloading.
Start your search by comparing transparent providers in your area on Mercoly today.