Car Shipping Documents Checklist: What to Have Ready Before Pickup

The core shipment file

Keep the signed transport agreement, the final written quote, payment receipt, broker and carrier contact information, and the pickup and delivery addresses in one folder. The file should identify the vehicle by year, make, model, and VIN or other matching identifier when available.

Save the carrier assignment separately from the original quote. A broker may arrange the order first and identify the motor carrier later, so the final file should show who accepted physical custody.

• Written quote and contract
• Payment receipt and cancellation terms
• Carrier name, MC or DOT number, and direct contact
• Origin and destination contact instructions

Authorization documents depend on the pickup situation

For a privately owned car, a photo ID and matching contact details may be enough for the driver’s handoff process. A dealer, auction, storage yard, lender, estate, or repair facility may require a buyer number, paid invoice, release authorization, power of attorney, lien record, or appointment.

Ask the facility—not just the broker—to list the exact documents, names, signatures, and appointment rules required. A transport company cannot override a yard’s release policy.

• Auction invoice or release number when applicable
• Written authorization from the owner or facility
• Lien, estate, or power-of-attorney records when relevant
• Destination receiving authorization

The bill of lading and condition record

The bill of lading is the handoff record for the shipment. At pickup, check the vehicle description, mileage, fuel level if recorded, keys or accessories, existing damage, and carrier identity. Do not sign a record that omits visible damage you pointed out.

At delivery, compare the vehicle with the pickup record before signing. Write new damage or an incomplete inspection on the document, take photographs, and keep the signed copy for any claim review.

Keep originals safe and share only what is necessary

Keep digital copies in a secure location and do not place the original title, passport, registration, cash, or other sensitive documents inside the car unless a verified receiving process specifically requires it. Personal contents are commonly excluded from cargo coverage and can be lost during a handoff.

If the names, VIN, address, or release instructions conflict, stop and resolve the discrepancy with the issuing facility. Never alter an ownership or release document to make the pickup easier.