The short answer
Preparing your car for transport means handling three things: documentation (wash and photograph it), logistics (drop fuel to a quarter tank, remove toll tags, disable alarms), and mechanics (check tires, fluids, and battery). Do this the day before pickup so nothing delays the carrier, since most trucks run tight multi-stop schedules and a car that isn't ready can get bumped to the next available slot.
- A quarter tank of fuel is the target: enough to load and drive off, light enough not to add unnecessary weight.
- Toll transponders like E-ZPass must be removed or bagged — an active tag can rack up phantom tolls along the whole route.
- Carriers can refuse cars with more than roughly 100 lbs of personal items inside, since cargo insurance doesn't cover household goods.
- A dead or weak battery is one of the top reasons a vehicle can't be loaded or unloaded on schedule.
- Standard tier pickup happens within 1-7 business days; Expedited narrows that to 1-5 business days for a 35% premium.
Exterior photo guide for liability protection
- Wash the car so existing chips and scratches are visible, not hidden under road film.
- Shoot both full sides, front, rear, and roof in daylight.
- Get close-up shots of each wheel and any existing dents or scrapes.
- Photograph the odometer reading with a timestamp.
- Keep these photos on your phone, not just in a cloud backup you can't pull up curbside.
How much fuel to leave in the tank
A quarter tank is the standard advice, and there's a real reason behind it: carriers load and unload multiple vehicles per route, and drivers need enough fuel in your car to drive it on and off the trailer at each stop without needing to refuel it themselves. A full tank just adds unnecessary weight across a truck carrying eight or nine vehicles, and weight adds up fast against DOT axle limits. An empty tank risks the car not starting or having no power for hazards when it's rolled off at 2 AM.
Hidden electronics you must deactivate
- Car alarms — disable or write the disarm code on a note for the driver.
- Toll transponders — remove or wrap in the provided foil pouch.
- Aftermarket GPS trackers — leave active if you want to monitor the route, but mention it to the driver.
- Automatic headlights or sensors that could drain the battery if triggered repeatedly during loading.
Interior clean-out rules to avoid carrier rejection
Carriers are licensed to haul vehicles, not household goods, so cargo insurance doesn't extend to personal items left inside. Clear the trunk, back seat, and glovebox of everything except the vehicle's own documents. If something absolutely must stay in the car, keep it under 100 lbs, out of sight in the trunk, and mention it to the driver so it's noted on the bill of lading. Loaded interiors are one of the more common reasons a driver asks for a reschedule at the curb.
Pre-pickup mechanical checks
- Tire pressure at spec — low tires make loading onto a ramp difficult and slow.
- Battery holds a charge — a dead battery can strand your car mid-loading.
- Top off coolant and brake fluid; active leaks are a common reason for carrier refusal.
- Note any existing mechanical issues (won't start, parking brake stuck) to the dispatcher before pickup day.
The 15-step quick reference
- 1. Wash the exterior.
- 2. Photograph all angles plus odometer.
- 3. Drop fuel to about a quarter tank.
- 4. Remove toll transponders.
- 5. Disable the car alarm.
- 6. Fold in side mirrors.
- 7. Remove roof racks, bike racks, and antennas.
- 8. Clear the trunk and back seat.
- 9. Check tire pressure.
- 10. Check the battery.
- 11. Top off fluids and check for leaks.
- 12. Confirm the address and contact for pickup.
- 13. Prepare a spare key for the driver.
- 14. Have your ID ready for the bill of lading.
- 15. Confirm your card on file for the Pay At Pickup charge.
Frequently asked questions
- What happens if I forget to remove my toll transponder?
- It can register tolls along the entire transport route even though you're not driving, leading to unexpected charges on your account. Removing or bagging it takes ten seconds and avoids the headache entirely.
- Will the carrier reject my car if it's dirty?
- No, but a dirty car makes the pickup inspection unreliable for documenting existing damage, which works against you if you ever need to file a claim. A quick wash protects you, not the carrier.
- Can I leave the car keys with a neighbor instead of being there myself?
- Yes, as long as that person is an adult authorized to sign the bill of lading and hand over the spare key. Just confirm the arrangement with dispatch ahead of time so the driver knows who to expect.
- Is there a deposit required to lock in a pickup slot?
- No deposit ever. Pay At Pickup means $0 is due when you book, and your card is only charged the full amount the moment the carrier physically loads your vehicle.