Shipping a vehicle requires more than just handing over your keys—proper preparation protects your car from damage, speeds up the process, and can even lower your shipping costs. A few hours of prep work upfront saves you headaches and thousands of dollars in potential damage claims. Here's exactly what you need to do before your carrier arrives.
Document Your Vehicle's Condition
Take photos and video of your car from all angles before pickup—the entire exterior, interior, undercarriage (if accessible), and the odometer reading. This creates a baseline that protects you if damage claims arise later. Most carriers require a damage inspection form (also called a bill of lading) to be completed at pickup and delivery; having visual evidence means you can dispute discrepancies with evidence in hand.
Make a written note of any pre-existing damage, dents, or mechanical issues. If your car has a malfunctioning mirror, broken taillight, or worn tire, document it. The carrier needs to know what was already there, not what happened during transit.
Mechanical Checks & Fluid Levels
Your vehicle will sit for anywhere from 3 to 14 days in transit, depending on distance and carrier availability. Before shipping:
- Check all fluid levels (oil, coolant, brake fluid, windshield washer). Top up as needed; low fluids can cause engine damage during the journey.
- Test your battery to ensure it holds a charge. A dead battery mid-route creates logistical problems for the carrier and potential fees for you.
- Verify tire pressure and tread depth. Underinflated tires can blow during transport; most carriers won't accept vehicles with unsafe tires.
- Confirm brakes are responsive. The carrier may need to move your vehicle on and off the trailer.
- Leave your fuel tank between one-quarter and one-half full. Empty tanks strain the fuel pump; overfull tanks create spill hazards and weight issues.
If your vehicle hasn't been driven in weeks, start it and let it run for 15 minutes before the carrier arrives. This helps identify any mechanical red flags early.
Clean and Remove Personal Items
Empty your vehicle completely—glove box, trunk, door pockets, under the seats. The carrier's insurance does not cover personal belongings, and many policies explicitly exclude items left inside. This includes electronics, tools, documents, or sentimental items.
A clean car also helps the carrier spot new damage more easily during inspection. Wash the exterior so any pre-existing damage is visible and documented clearly.
Disable Alarms & Prepare Keys
Car alarms triggered during loading or unloading create unnecessary delays and potential damage as the carrier tries to prevent accidents. Disable any aftermarket alarms 24 hours before pickup, or provide instructions to the driver.
Provide two working keys—one the driver uses during transport, one as a backup. Some carriers request a spare set in case of emergencies. Check that your keyless entry and remote work properly.
Consider Special Circumstances
Luxury or high-value vehicles (over $50,000) typically require enclosed transport instead of open-air shipping, which costs $1,500–$3,500 more depending on distance but offers superior protection.
Classic or inoperable cars need advance notice. Many carriers charge extra ($200–$500) if the vehicle can't be driven onto the trailer under its own power, since they'll need specialized equipment.
Oversized vehicles (lifted trucks, vehicles over 8.5 feet tall or wider than 8 feet) must be flagged during booking—some carriers can't accommodate them, and those that do may charge $300–$800 extra.
Modified vehicles with lowered suspensions, custom wheels, or body kits can be problematic. Confirm with your carrier that your specific setup works with their trailers.
Final Checklist Before Pickup
- Photos and video of vehicle condition documented ✓
- All personal items removed ✓
- Fluids checked and topped; tire pressure verified ✓
- Battery tested; fuel level between 1/4 and 1/2 tank ✓
- Alarms disabled; two keys provided ✓
- Insurance information copied and stored separately ✓
- Carrier contact details, pickup window, and driver info confirmed ✓
Using a service like Mercoly helps you compare quotes from vetted shipping providers, read verified reviews, and book with carriers who've been rated by past customers—taking the guesswork out of selecting a reliable transporter.
Frequently Asked Questions
Q: What happens if my car won't start on the day of pickup? A: Contact your carrier immediately—many will reschedule at no extra cost if you provide notice, but last-minute no-starts may result in a $100–$200 fee or cancellation.
Q: Can the driver stay overnight in my vehicle during transport? A: No. Insurance and liability policies prohibit drivers from sleeping in customer vehicles; they'll typically drive in shifts or stay at rest stops and hotels.
Q: How long does shipping usually take? A: Cross-country shipping (coast-to-coast) typically takes 5–10 business days; regional moves (under 500 miles) take 2–5 days. Weather, traffic, and route optimization affect exact timelines.
Compare vetted auto shipping providers in your area on Mercoly to get transparent quotes and connect with carriers ready to move your vehicle safely.