The short answer
Prepping a car for shipping takes about 30-45 minutes and covers three things: documentation, so you have proof of condition before pickup; removal, clearing personal items and loose accessories the carrier isn't licensed to haul; and mechanical readiness, since a dead battery or a full gas tank can each cause problems at loading. Skipping any of these three categories is what turns a routine pickup into a delay, a dispute, or an unexpected fee.
- Photograph at least 8 angles — all four corners, the roof, both bumpers, the odometer, and the interior — before the driver arrives.
- Keep the gas tank around a quarter full: enough to load and unload, light enough to stay under the carrier's axle weight limits.
- Remove toll transponders, garage remotes, chargers, and any loose valuables; carriers aren't licensed to haul household items and cargo insurance won't cover them.
- A dead battery at pickup can require jump-starting or winch loading, which some carriers treat as an inoperable-vehicle situation with an added charge.
- A dirty exterior hides existing scratches and dents, which can complicate the damage notes on your Bill of Lading.
The 8 photo angles that protect you in a dispute
- Front bumper and grille, straight-on.
- Rear bumper, straight-on.
- Driver's side, full profile.
- Passenger side, full profile.
- Roof, shot from a slight distance to capture the whole panel.
- Each wheel and tire, close enough to see rim condition.
- The odometer reading, clearly legible.
- The interior — dashboard, seats, and any existing wear.
Why exactly a quarter tank of gas matters
It's tempting to either fill the tank before a long trip or run it near empty to save money, but both are the wrong call for shipping. A quarter tank is the sweet spot: it's enough fuel for the driver to load the car onto the trailer, maneuver it during transit stops if needed, and drive it off at delivery, all without adding meaningful weight. Multiple vehicles at nearly full tanks on one trailer can add up to real extra weight, which matters for a carrier operating under legal axle weight limits — something that's easy to overlook but genuinely factors into how carriers plan a loaded truck.
The 3 interior items you must remove
- Toll transponders (E-ZPass, SunPass, etc.) — leaving them active can rack up unexpected tolls if the truck passes through toll roads on your account.
- Garage door remotes and parking passes tied to your old address, which have no purpose during transit and are easy to lose.
- Any valuables or electronics — chargers, sunglasses, spare change — since carriers are licensed to move vehicles, not personal property, and cargo insurance doesn't cover loose items in the cabin.
How a dead battery derails pickup day
A car that won't start is functionally treated the same as an inoperable vehicle by many carriers, because it can't be driven onto the trailer under its own power and instead needs a winch or a jump-start on the spot. Inoperable vehicle handling carries a surcharge of around 35% versus a running vehicle, and if the driver wasn't told in advance, it can also mean a wasted trip or a rescheduled pickup. Test your battery a day or two ahead, especially if the car has been sitting unused, and disclose any known issues at booking rather than letting the driver discover it curbside.
Why a dirty car complicates your Bill of Lading
The Bill of Lading is the document where the driver notes existing damage before pickup, and it's the baseline used to evaluate any damage claim after delivery. Road grime, dust, and film make small dings and scratches genuinely hard to see during that walk-around, which means less gets documented upfront — and anything undocumented is harder to dispute later if it shows up as 'new' damage at delivery. A basic wash the day or two before pickup is a small effort that meaningfully protects you.
Final walkthrough before the driver arrives
- Confirm your 8 photos are taken, timestamped, and saved somewhere you can access later, not just on the phone you're handing off temporarily.
- Verify fuel is around a quarter tank.
- Double-check the cabin and trunk are cleared of personal items.
- Test-start the vehicle to confirm the battery is healthy.
- Have your spare key and ID ready, since the driver keeps one key for the duration of transit.
Frequently asked questions
- Do I really need to take 8 separate photos?
- Yes — thorough documentation from multiple angles is what makes a damage claim provable rather than a disagreement. A single photo of the whole car often misses smaller dents or scratches that a close-up angle would catch clearly.
- What happens if my battery dies right before pickup?
- If the vehicle can't start under its own power, the driver may need to jump-start or winch-load it, which many carriers treat similarly to an inoperable vehicle, sometimes with an added charge around 35%. Disclosing a known battery issue in advance avoids surprises on pickup day.
- Can I leave a few personal items in the trunk?
- It's best to remove everything. Carriers are licensed to transport vehicles, not personal property, and cargo insurance doesn't cover loose items in the cabin or trunk, so anything left behind travels at your own risk.
- Why does the gas tank level matter for shipping?
- A quarter tank is enough to load, unload, and drive a short distance at delivery, without adding unnecessary weight. Multiple full tanks across several vehicles on one trailer can add up to real extra weight relevant to legal axle limits.