Free tool · Printable

Car shipping checklist & vehicle inspection form

Everything to do before, during and after your car ships — from checking the company's FMCSA record to what to write on the Bill of Lading at delivery. Tick items off as you go, then print a condition report with a damage diagram to fill in with the driver.

Start the checklist Inspection form

2–3 weeks before

Book and check the company

Check the company's USDOT and MC numbers Look them up on the FMCSA SAFER site: operating authority should be "Active" and insurance on file. Every company in our directory is already matched to its FMCSA record. Learn more →
Compare at least three quotes A quote far below the others often means a broker will struggle to find a truck at that price and ask you for more later. Learn more →
Ask who will actually haul the car A carrier drives it on its own truck; a broker books a carrier for you. Both are legal — just know which one you are dealing with.
Get the deal in writing Total price, deposit, what is due on delivery and how to pay it, the pickup window and the cancellation terms.
Ask for the certificate of insurance Check the cargo coverage amount and the deductible, and whether the carrier or you pays it if there is damage.
Keep your own car insurance active Don't cancel or suspend your policy while the car is in transit.
Name the person who will hand over or receive the car Someone else hands over or receives it Give the company their name and phone in writing. They sign the Bill of Lading for you, so walk them through this checklist.

Pickup day

Hand the car over

Take dated photos of the whole car All four sides, the four corners, roof, wheels, windshield and interior, plus close-ups of any existing damage. A slow walk-around video helps too.
Photograph the odometer and fuel gauge You'll compare both at delivery — loading and unloading add only a few miles.
Inspect the car together with the driver Every existing mark should go on the Bill of Lading with its location and damage code. Our inspection form below keeps your own copy.
Never sign a blank or incomplete Bill of Lading Read it, make sure it matches the car, then take a copy or a clear photo of the signed page.
Confirm the delivery window and the driver's phone Ask how much notice you'll get before delivery.

Delivery day

Check the car before you sign

Inspect the car before signing anything Ideally in daylight. Compare with your pickup photos: every panel, the roof, bumpers, wheels and glass.
Check the odometer A big jump in mileage is worth asking about.
Write any new damage on the Bill of Lading Do it before you sign, with the driver present, and photograph it. Signing a clean delivery receipt makes a claim much harder.
Pay the balance the way you agreed — and get a receipt Many carriers expect the balance on delivery in cash or certified funds.
Report damage to the company in writing quickly Send photos and the signed Bill of Lading. Check the contract for the claim deadline.
Register the car in your new state Many states give new residents 30 days or less. Our route guides list the deadline for each state. Learn more →

Printable

Vehicle inspection form

Your own record of the car's condition to compare with the driver's Bill of Lading. Fill it in here or on paper: pick a damage code and click the diagram to mark where it is. Then print it or save it as a PDF.

Vehicle condition report

Keep with your Bill of Lading · bestcarshippingcompanies.org

Order / BOL #

Vehicle

YearMakeModelColorVINPlate & stateKeys handed over

Carrier

CompanyUSDOT / MCDriver & phone

At pickup

Date & timeAddressOdometerFuel / charge

Notes

Customer signatureDriver signature

At delivery

Date & timeAddressOdometerFuel / charge

Notes

Customer signatureDriver signature

Damage codes: S Scratch D Dent CH Chip CR Crack BR Broken G Gouge R Rust M Missing T Torn / stained

This form is your personal record. The carrier's signed Bill of Lading is the document that counts in a damage claim — make sure everything noted here is also written on it.

Why it matters

The two signatures that protect you

Almost every car shipping dispute comes down to two moments: the inspection at pickup and the inspection at delivery. At pickup, the driver records the car's condition on the Bill of Lading and you both sign. At delivery, you check the car against that record before signing again.

If a scratch isn't on the pickup report, the carrier can say it was already there. If new damage isn't written on the delivery report before you sign, the carrier can say it happened after. Dated photos from both moments, and your own copy of the report, close both gaps.

Before you get that far, make sure the company is licensed: every carrier and broker in our directory is matched to its FMCSA record, and our cost calculator shows what a fair price looks like for your route.

FAQ

Preparing a car for shipping: questions

How much gas should I leave in the car when shipping it?

About a quarter tank. It is enough for the driver to load and unload the car and for you to reach a gas station after delivery, without adding weight to the trailer.

Can I pack things in my car when it is shipped?

Usually not. The carrier's cargo insurance covers the vehicle, not personal belongings, and extra weight can be a problem on the trailer. Some carriers allow a small amount in the trunk — only if they agree in writing.

What is a Bill of Lading in car shipping?

It is the document the driver fills in at pickup: the car's condition with every existing mark, the addresses and the terms. You sign it at pickup and again at delivery. It is your main evidence if the car is damaged, so never sign it blank and keep a copy.

What should I do if my car is damaged during shipping?

Write the damage on the Bill of Lading before you sign at delivery, photograph it with the driver present, and send the company a written claim with your pickup photos and the signed Bill of Lading as soon as possible.

Do I need to be there at pickup and delivery?

You or someone you trust must be there to inspect the car with the driver and sign the Bill of Lading. Tell the company in advance who that person is.

Why should I wash my car before shipping?

Dirt hides scratches and dents. A clean car lets you and the driver record its real condition at pickup — and spot anything new at delivery.