How to Prepare Your Car for Shipping: Complete Checklist

Why Does Car Preparation Matter for Shipping?

Poor preparation costs you time and money - period. We've watched customers lose $200-$500 in delays because their car wasn't ready for pickup, or worse, get their vehicle rejected at the loading dock.

Here's the deal: carriers work on tight schedules. When they arrive for pickup and your car won't start, has fluids leaking, or personal items scattered inside, they can legally refuse to load it. That puts you back to square one, waiting another 3-7 days for the next available slot.

The preparation process isn't just about avoiding problems. It's about protecting your investment during transport and making sure your car arrives exactly as it left. Last month, a customer shipping a 2018 BMW from Lakeland to Denver saved himself a $300 damage claim simply because he documented a small scratch before pickup.

What Should You Remove From Your Car Before Shipping?

Remove everything that isn't bolted down. Seriously. Carriers aren't responsible for personal items, and loose objects become projectiles during transport that can damage your interior.

Start with the obvious stuff: GPS units, phone chargers, sunglasses, documents, garage door openers. Then check hidden spots - glove compartment, door pockets, cup holders, trunk organizers. We've seen customers lose laptops they forgot in the back seat and EZ-Pass transponders that racked up tolls during transport.

You can leave up to 100 pounds of items in your trunk, but here's what most people don't know: it has to be below the window line and can't exceed your insurance coverage. Items like spare tires, emergency kits, and factory floor mats are usually fine. But that set of golf clubs or box of books? Take them out.

One exception: if you're using our Military Auto Shipping service, we can work with you on necessary items for PCS moves. The rules are slightly different for military relocations.

How Much Fuel Should Be in Your Tank?

Keep your gas tank between 1/8 and 1/4 full - no more, no less. This isn't a suggestion; it's a safety requirement that every legitimate carrier follows.

Too little fuel and your car might not start for loading or unloading. Too much fuel adds unnecessary weight (gasoline weighs 6.3 pounds per gallon) and creates a fire hazard. We've seen carriers refuse vehicles with full tanks, especially for Classic Car Shipping where safety protocols are even stricter.

Here's an insider tip: if your fuel gauge is broken or unreliable, measure it manually. Multiply your tank capacity by 0.2 to get the right amount. For a 15-gallon tank, that's about 3 gallons.

What Mechanical Issues Must Be Fixed Before Shipping?

Your car needs to start, steer, brake, and roll. If any of these four functions don't work, you're looking at inoperable vehicle rates that cost 25-40% more than standard transport.

Fluid leaks are deal-breakers. Even a small oil drip can get your car rejected because it creates safety hazards and can damage other vehicles on the carrier. Get that leak fixed or be prepared to pay inoperable rates. Battery issues are just as problematic - a dead battery that requires jump-starting automatically classifies your vehicle as inoperable.

We get calls every week from customers whose cars were rejected for mechanical issues they thought were "minor." Last Tuesday, a customer in Fort Wayne had their pickup delayed three days because their parking brake was stuck. The carrier couldn't load it safely.

If you do have mechanical problems, don't hide them. Be upfront when booking so we can arrange appropriate transport. Our team handles inoperable vehicles regularly - we just need to know in advance.

How Should You Document Your Car's Condition?

Take photos of everything - and I mean everything. Your phone's camera is your best protection against potential damage claims during transport.

Shoot from multiple angles: front, back, both sides, interior, wheels, and close-ups of any existing damage. Make sure photos are clear and well-lit. We recommend taking them the day before pickup, not weeks in advance. Date stamps matter in insurance claims.

Here's what professionals do: create a simple damage report listing every scratch, ding, or imperfection with corresponding photo numbers. When the carrier arrives, walk through this list together during the inspection. Both you and the driver should sign off on the condition report.

Don't rely on the carrier's photos alone. Insurance companies give more weight to customer documentation, especially when it's detailed and timestamped. We've helped customers win damage claims worth $1,200+ because they had thorough photo documentation.

What About Specialty Vehicle Preparation?

Luxury and exotic vehicles need extra prep work beyond the standard checklist. For high-end cars, we always recommend enclosed transport, but the preparation requirements are more detailed too.

Retractable antennas should be lowered and secured. Convertible tops need to be up and properly sealed. Any aftermarket accessories like spoilers, ground effects, or custom wheels should be noted and photographed extensively. We've shipped McLarens, Lamborghinis, and classic Ferraris - each required specific prep protocols.

Motorcycles have their own rules entirely. Fuel should be even lower (1/8 tank maximum), fluids checked for leaks, and loose items like saddlebags removed. The battery should be disconnected, and we recommend using a motorcycle-specific shipping company for bikes worth over $15,000.

For our Door-to-Door Car Shipping customers with specialty vehicles, we provide detailed prep sheets specific to your vehicle type. These aren't generic checklists - they're based on manufacturer recommendations and our experience.

When Should You Start the Preparation Process?

Start preparing your car 5-7 days before your pickup window opens. This gives you time to handle any mechanical issues or documentation problems without rushing.

Here's our recommended timeline: One week out, handle mechanical repairs and fluid leaks. Three days out, clean your car and remove personal items. Day before pickup, take photos and do your final inspection. Morning of pickup, confirm fuel level and gather your paperwork.

Don't wait until pickup day to discover problems. We had a customer last month whose battery died the morning of pickup. Because they started prep work early, they caught the issue and had time to replace it. If they'd waited, it would've been an expensive delay.

Seasonal timing matters too. Winter shipping requires additional prep for snow and salt residue. Summer shipping in extreme heat zones means checking fluid levels more carefully. Our team at Liberty Auto Transport provides season-specific prep guidance based on your shipping dates.

What Paperwork and Information Do You Need Ready?

Have your registration, insurance card, and photo ID ready for pickup. The driver needs to verify ownership and coverage before loading your vehicle.

But here's what most people forget: contact information for delivery. Make sure your phone number is current and you'll be reachable during transport. Carriers need to coordinate delivery times, and missed calls mean delayed delivery. Set up alternative contacts too - if you can't answer, who can?

For financed vehicles, check if your lender requires notification before shipping. Some loan companies want advance notice when vehicles leave the state. This is especially important for long-distance moves where the car will be out of state for several days.

Keep copies of everything, including the transport contract and bill of lading. Store these separately from the originals. If something goes wrong during transport, you'll need this documentation for insurance claims or dispute resolution.