To document your car's condition before shipping, wash it, take time-stamped photos of every part, and have the driver sign a vehicle inspection report at pickup. These three records prove the car's condition if the buyer says it arrived damaged.
Shipping a car can be a convenient way to move it from one place to another, but you should consider several things before turning it over to a third party. While you're washing the car, removing valuables, and handling insurance, it's easy to overlook one important part of your car's preparation: documenting its condition. This step matters because if your car arrives with the new buyer and appears damaged, you could face major expenses. Here are a few things you can do to avoid any confusion at delivery.
Wash Your Car Thoroughly
You must give your car a thorough interior and exterior cleaning before shipping it. This will let you clearly see any dings, dents, or scratches on your vehicle. A clean car also makes the initial inspection report easier to complete, even though the car will likely be dirty again when it arrives.
Clean the interior just as well by shampooing the carpets and cleaning every crevice. This will help remove stains and keep your car's interior in tip-top shape.
Take Photographs of Your Vehicle
Before handing your car over to the shipping company, take photographs of every part of your vehicle. Should damage occur during transport, these photographs serve as proof that the damage was not present before shipment. Take close-ups of all sides of the vehicle, as well as underneath the car and under the hood. Photograph the interior too, just in case. Use time-stamped photos if possible, to prove they were taken before shipment.
Our free Damage Protection App walks you through exactly which photos to take, inside and out. Every photo is time- and location-stamped, and the app compiles them into a PDF report that is saved for your shipment.
Take the Car to a Mechanic
Before shipping your vehicle, it is also a good idea to have a mechanic inspect it. The mechanic can provide written documentation of the vehicle's operating condition, in addition to its physical condition. That is proof your car was running correctly before shipment.
The car must be able to run unless your order notes it as non-operational, so a written record of how it runs helps here too.
Sign the Vehicle Inspection Report at Pickup
When the carrier picks up your car, the driver inspects it and provides a report, also called the bill of lading. Don't release the car without one. Ask for a written copy of the paperwork so you can be sure nothing changes later.
You or your agent and the driver should both sign the initial report. If you don't, you may be unable to process a damage claim. Once the car is signed off, the carrier assumes responsibility for any damage not noted on that report.
Plan the Handoff With the Buyer
Someone needs to sign at both ends, but it doesn't have to be you. Tell us who will receive the car, and the carrier will contact them. No power of attorney is needed.
Send the buyer your photos and a copy of the inspection report before delivery so you both work from the same record. At delivery, the buyer should inspect the car and note any new damage on the final report before signing. Signing without noting damage releases the carrier from liability.
Also take personal items out of the car before pickup. Damage to items left in the vehicle isn't covered. For what to expect on the buyer's side of the handoff, see our guide to how home delivery works when you buy a car online.
What Happens If the Car Is Damaged
The carrier's insurance pays first. In rare cases where a carrier refuses to pay, or there are delays or disputes, our Damage Free Guarantee kicks in:
- Need to use your own insurance? We'll reimburse your deductible, up to $500.
- Repair cost $500 or less? We'll cover it directly—no need to involve your insurance at all.
The Damage Free Guarantee does not apply to mechanical issues not caused by the carrier, pre-existing damage, or damage from personal items left in the vehicle. That is why your pickup photos matter.
To be eligible for the guarantee:
- Inspect your vehicle thoroughly at both pickup and delivery.
- Note any damage on the Bill of Lading at delivery.
- Take clear, timestamped photos before and after shipping.
- Report any damage within 24 hours of delivery.
The full claim requirements are in our terms and conditions.
Frequently Asked Questions
What is the best way to document a car’s condition before shipping?
Wash the car, take time-stamped photos of every side, the underside, the engine bay, and the interior, and sign the driver's inspection report at pickup. Keep your copy of the report and your photos until the buyer has accepted the car.
Do I still need photos if the driver inspects the car?
Yes. The driver's inspection goes on the bill of lading, but your own time-stamped photos back it up. They are how you show what the car looked like before it was loaded.
Who signs the inspection report?
You or your agent and the driver both sign at pickup, and both sign again at delivery. If there is new damage, it must be noted on the final report before it is signed.
Can the buyer receive the car if I’m not there?
Yes. Someone needs to be present to sign, but it doesn't have to be you. You can name the buyer or another agent, and you don't need a power of attorney.
How long do I have to report damage?
Note any damage on the bill of lading at delivery, and report it within 24 hours of delivery. Photos and a signed report make the claim process easier.
Ready to Ship the Car to Your Buyer?
Still listing the car? See our tips for selling your car online for the best price. Once the sale is done, get a free car shipping quote, and we'll match you with a vetted carrier.
