Most vehicle transport goes smoothly. But when something goes wrong — a disputed scratch, a missing item, a billing question — the outcome almost always comes down to how well the customer documented the vehicle before pickup.
Preparation takes less than an hour. Here is exactly what to do before your driver arrives.
Wash the vehicle
A clean car makes condition documentation accurate. Dirt and grime can obscure existing scratches, chips, or dents — and if they’re not noted on the Bill of Lading at pickup, you lose the ability to claim them as transport damage later. Wash the exterior thoroughly before the driver arrives. You don’t need a detail, just a clean surface you can photograph clearly.
Photograph everything — thoroughly
Walk the entire vehicle before it’s loaded. Photograph every panel, the roof, the undercarriage if accessible, all four wheels, the interior, and any existing damage. Use natural light when possible. Timestamp your photos. These images are your evidence if a dispute arises at delivery — the more thorough your documentation, the stronger your position.
Note all existing damage on the Bill of Lading
The Bill of Lading is the legal condition report signed by both you and the driver at pickup. Review it carefully. If the driver’s notes miss a scratch or chip you know exists, point it out and have it added before you sign. Do not sign a Bill of Lading that doesn’t accurately reflect the vehicle’s condition. This document is the foundation of any insurance claim.
Reduce the fuel level to one quarter tank
Fuel adds weight, and carriers are subject to weight limits. A full tank adds roughly 100 pounds to the vehicle. One quarter tank is sufficient for loading, unloading, and any short drives at either end. This is a standard industry expectation — some carriers will ask you to reduce the fuel level if it’s too high.
Remove personal belongings
Carriers are not licensed to transport personal property inside vehicles. Items left in the car are not covered by carrier insurance and may violate DOT regulations. Remove everything from the interior, trunk, and any storage compartments. This includes garage door openers, toll transponders, and anything in the glovebox you’d miss if it disappeared.
Retract or remove external accessories
Roof racks, bike carriers, spoilers, antennas, and any aftermarket accessories that extend beyond the vehicle’s standard profile should be removed or secured before transport. Open carriers stack vehicles on two levels — clearance is tight. Accessories that protrude can be damaged during loading or can damage adjacent vehicles.
Check for fluid leaks
A vehicle that leaks oil, coolant, or brake fluid onto the carrier deck can damage other vehicles below it. If your car has a known leak, disclose it to NTS when booking. We’ll note it and take appropriate precautions. Attempting to conceal a leak can result in liability for damage to other vehicles on the load.
Disable toll transponders and parking passes
Transponders mounted to the windshield will register tolls as the carrier passes through toll plazas. Remove them or place them in a shielded pouch before pickup. The same applies to parking passes or access cards that could be inadvertently activated in transit.
Confirm the vehicle is operable and accessible
If your vehicle is inoperable, notify NTS before pickup. Inoperable vehicles require specialized equipment for loading and unloading, and the carrier needs to know in advance. Also confirm that the pickup and delivery locations are accessible to a large carrier truck. Narrow driveways, low-hanging trees, and tight turns can prevent a carrier from reaching your door.
Keep one set of keys available
You’ll need to hand a key to the driver at pickup. Keep a second set for yourself. Do not leave additional keys inside the vehicle during transport.
A final note
The Bill of Lading signed at pickup is the single most important document in your shipment. Read it carefully, verify every notation, and keep your copy until the vehicle is delivered and inspected. If anything looks wrong at delivery, note it on the delivery Bill of Lading before the driver leaves. Once the driver departs without a noted exception, the claim window closes.
Questions about preparing a specific vehicle — a classic, an inoperable car, or a vehicle with modifications? Call us before booking. We would rather answer questions upfront than resolve problems after the fact.