Preparing Your Car for Transport Day
The few hours you spend preparing your car before the carrier arrives can save you real headaches later, especially if you ever need to file a damage claim. A little prep work also helps the pickup go faster, since drivers appreciate a vehicle that's ready to load rather than one still full of loose belongings. Here's what actually matters on transport day, and why each step protects you.
Wash Your Car Before Pickup
A clean vehicle makes it far easier to spot existing scratches, dents, or paint chips during the pre-shipment inspection, which is the single most important reason to wash it beforehand. Dirt and road grime can hide small imperfections that you'll want documented before the car leaves your possession, and a driver doing a rushed inspection on a dusty vehicle is more likely to miss something too. This doesn't need to be a full detail, a basic exterior wash the day before pickup is enough to give both you and the driver a clear view of the paint and body panels.
Document the Vehicle's Condition Thoroughly
Take clear, well-lit photos and short videos of every side of the car, the roof, the wheels, and the interior before the driver arrives, and make sure timestamps are visible or at least verifiable. Walk around the vehicle with the driver during the official inspection and confirm that the bill of lading accurately reflects any existing damage, since this document becomes your primary evidence if a dispute arises later. Don't sign the bill of lading until you've compared it against your own photos and are satisfied it's accurate; once you sign, you're confirming the vehicle's condition as described.
Remove or Secure Personal Belongings
Most carriers prohibit leaving personal items in the vehicle because their insurance coverage typically applies only to the car itself, not to anything loose inside it. Beyond the coverage issue, loose items can shift during transit and cause interior damage, or simply fall out and get lost when the car is loaded and unloaded multiple times along the route. If you do need to leave a small number of items, check with your carrier first, keep the total weight under about 100 pounds, and pack everything in the trunk or out of sight rather than on seats.
Check and Adjust Your Fuel Level
Carriers generally ask that you keep the gas tank between a quarter and a half full, which is enough to load, unload, and maneuver the vehicle on and off the truck without carrying unnecessary weight. A full tank adds weight across an entire truckload of vehicles, which affects fuel efficiency for the carrier, and it also increases fire risk slightly in the rare event of an accident. There's no need to run the tank down to empty either, since the vehicle needs to start and drive under its own power during loading.
Inspect Fluids, Battery, and Tires
Confirm that the car starts reliably and doesn't have any active fluid leaks, since a vehicle that can't be driven on and off the truck under its own power may need to be classified and priced as non-running. Check tire pressure and make sure the battery is holding a charge, especially if the car has been sitting unused for a while before the move. Top off coolant, oil, and windshield washer fluid so the vehicle is in normal driving condition, and address any known mechanical issues that could affect safe loading.
Disable or Note Alarm Systems
An aftermarket alarm system that triggers unexpectedly during loading or transit can be a real nuisance for the driver and, in some cases, drain the battery over a multi-day haul. If your car has an alarm, either disable it for the duration of shipping or make sure the driver knows how to silence it, and leave a spare key or fob if the primary one needs to travel separately. Retractable antennas, roof racks, and other add-ons that could catch wind or interfere with securing straps should also be noted or removed if they're not permanently fixed.
Address Low Ground Clearance Vehicles
Lowered cars, sports cars, and other vehicles with minimal ground clearance can scrape or bottom out on standard loading ramps, so it's worth mentioning this to your carrier when booking rather than as a surprise at pickup. Some carriers use ramps specifically designed for low-clearance vehicles or liftgate trailers that avoid the ramp angle problem entirely. If you know your vehicle sits low, ask about this directly and confirm the assigned truck can accommodate it before pickup day.
Remove Toll Tags and Parking Passes
Electronic toll transponders like E-ZPass or FasTrak can rack up unexpected charges if they stay active and mounted while the car passes through toll zones on the carrier's route. Take the transponder out of its mount or put it in the provided radio-frequency shielding bag if you have one, and remove any parking permits or garage passes tied to your old address. This small step prevents billing confusion and keeps your toll account accurate.
Provide Backup Keys and Access Information
Give the driver a working key or fob, and if the car has any unusual features, such as a hidden ignition switch, a manual transmission that needs specific handling, or an aftermarket security system, walk the driver through it before they load the vehicle. If you won't be present at drop-off, arrange for a trusted contact who can meet the driver, sign the bill of lading, and inspect the vehicle in your place. Leaving clear written instructions with that person about what to check reduces the odds of a missed detail at delivery.
Confirm Pickup and Delivery Contact Details
Double-check the pickup and delivery addresses, and provide a phone number that will actually be reachable on the expected days, since drivers often call with limited notice, sometimes just an hour or two before arrival. If you're moving out of the pickup address before the car ships, arrange an alternate location like a friend's driveway or a large parking lot that a car-hauling truck can actually access. Tight residential streets, low-hanging branches, and parking restrictions can all prevent a large carrier truck from reaching your home directly.
What to Expect During the Loading Process
Loading typically takes 15 to 30 minutes per vehicle, during which the driver will ask you to start the car, drive it onto the ramp under their direction, and then secure it with wheel straps or chains. You'll sign the bill of lading at this point, so review it carefully against your own inspection notes before putting your signature on it. Keep a copy of the signed document, either a photo or a physical copy, since you'll need it to compare against the delivery inspection when the car arrives.
Frequently Asked Questions
How much gas should be in my car before pickup?
Carriers generally recommend keeping the tank between a quarter and a half full, which is enough for loading and unloading without adding unnecessary weight to the truck.
Can I leave personal items in the car during shipping?
Most carriers discourage it because insurance coverage typically doesn't extend to personal belongings, and loose items can shift or go missing during transit; check with your carrier for their specific policy.
Do I need to wash my car before the driver arrives?
Yes, a clean vehicle makes it much easier to accurately document any existing scratches or dents during the pre-shipment inspection.
What if I can't be present for pickup or delivery?
You can authorize a trusted representative to meet the driver, inspect the vehicle, and sign the bill of lading on your behalf, as long as you arrange this with your carrier in advance.
Should I disable my car alarm before shipping?
It's a good idea if the alarm is sensitive, since unexpected triggering during loading or transit can be disruptive; at minimum, tell the driver how to silence it.
What happens if my car won't start on pickup day?
If a vehicle can't be driven under its own power, it typically needs to be reclassified as non-running, which may involve different equipment and additional cost.
Do low-clearance cars need special handling?
Yes, lowered vehicles and sports cars can scrape on standard ramps, so it's important to flag this when booking so the carrier can send appropriate equipment.
Why does the bill of lading matter so much?
It's the official record of your vehicle's condition at pickup and delivery, and it's the primary document used to resolve any damage claim, so review it carefully before signing.
Taking an hour to properly prepare your vehicle protects you far more than it costs you in time. A clean car, thorough photos, a reasonable fuel level, and clear communication with your driver set the stage for a smooth pickup and, just as importantly, give you solid documentation if anything needs to be disputed at delivery.