How to Prepare Your Car for Transport: The Professional Checklist

Handing a vehicle over to a carrier rarely takes more than 20 minutes. Yet this step is critical: it establishes the reference condition of the vehicle, protects your interests in case of a dispute, and determines whether the transport runs smoothly. Here is what professionals do every time before entrusting their vehicles.

1. Clean the Vehicle — Not for Aesthetics

Before anything else, wash the exterior of the vehicle. Not for appearances, but for a practical reason: a clean vehicle allows you to accurately document its condition before transport. Handover photos are far more useful when they clearly show the bodywork without dirt or salt residue.

For professionals managing large inventories, a quick pressure wash is sufficient. The interior does not need to be vacuumed — what matters is that the bodywork is clearly readable to the eye and in photos.

2. Remove All Personal Belongings

This is an obligation, not a recommendation. Professional carriers cannot legally take responsibility for personal items left inside the vehicle — their liability is strictly limited to the vehicle itself, not its contents.

Remember to check:

• The boot (especially for used vehicle stock that may have been used for storage)
• The glove compartment
• Door pockets
• Under the seats
• The parcel shelf

An object forgotten inside that falls during transport can damage the upholstery or jam a pedal. Fixed accessories (cargo nets, boot covers) can generally stay in place.

3. Fuel: Between a Quarter and a Half Tank

Dangerous goods transport regulations require that the fuel level be limited. In practice, the industry standard is no more than a quarter tank for transport on car carriers.

The reason is twofold: fire safety on one hand, and weight savings on the other — a car carrier loaded with nine half-full vehicles transports several hundred unnecessary kilograms of fuel.

For electric vehicles, the rule is different: a charge level between 15 and 30 % is recommended — enough to manoeuvre the vehicle during loading and unloading, without overloading the high-voltage systems during transit.

4. Photograph the Vehicle's Condition from Every Angle

Before handover, walk around the vehicle completely, photographing each face and every notable detail. The standard procedure in the professional sector:

• 4 side photos (front, rear, left side, right side)
• Detail photos of every scratch, mark, dent or chip already present
• Interior: dashboard, seats, headliner if necessary
• Mileage visible on the dashboard

These photos are automatically time-stamped by your smartphone. They constitute irrefutable proof of the vehicle's condition before loading. On EsyLoads, a digital condition report is generated at each pick-up — this documentation is shared between you, the carrier, and our platform.

5. Record Existing Defects on the Handover Form

The handover form (or condition report) is the fundamental document in vehicle transport. It lists the defects present on the vehicle before transport — any damage not mentioned could be attributed to the carrier on arrival.

Be precise and thorough: a 5 cm scratch on the front right wing is not the same as a "slight mark". Professional carriers know this — they will note anything they observe during loading. It is better that this information comes from you first.

6. Deactivate the Alarm or Provide the Deactivation Code

A vehicle that triggers its alarm during loading, on the motorway, or at the destination creates a difficult situation for everyone. Before handover:

• Deactivate the alarm if possible
• Or clearly indicate the deactivation procedure on the transport document
• Mention if the vehicle has a particularly sensitive alarm (some premium SUVs trigger at the slightest vibration)

For vehicles immobilised by specific anti-start chips, also inform your carrier in advance.

7. Check Tyre Pressure

A flat tyre does not block the transport but complicates loading onto the car carrier. If a vehicle cannot be driven under its own power to be positioned on the truck, specialist equipment (winch, flatbed) will be required and an additional charge applied.

Also check that the puncture repair kit or spare wheel is on board if the vehicle is equipped with one.

8. Retract or Remove the Radio Antenna

Whip-style radio antennas still found on some models can bend or break during loading or under an elevated car carrier. If your vehicle has one, remove it or screw it to the lowest position before handover.

9. Prepare the Necessary Documents

Depending on the type of transport and the destination, you will need to provide:

For domestic transport:

• Registration document (V5C / carte grise) or a copy
• Purchase order or bill of lading

For international transport within the EU:

• Registration document
• For new vehicles: Certificate of Conformity (CoC)
• For sold vehicles: bill of sale

For destinations outside the EU (Switzerland, United Kingdom):

• Customs transit document
• Temporary import form depending on the destination
• Consult your carrier at least 48 hours before pick-up

For more details on documentation requirements by destination, check our corridor guides: France → Switzerland, France → United Kingdom, or France → Germany.

10. Have a Spare Set of Keys Ready

The carrier needs the keys to load and unload the vehicle. If you only have one set, arrange to hand it over in person at loading and collect it at delivery — or have it travel with the vehicle, noting this on the transport document.

Some premium models no longer have a physical key but a key card or NFC card — make sure the carrier is informed of the procedure.

What Doesn't Depend on You — But Check Anyway

Before handing over your vehicle, make sure:

• The engine starts without issue: a vehicle that refuses to start on the day of collection delays the entire loading. If the battery is weak, charge it the evening before.
• The brakes function normally: the parking brake will be used on the car carrier.
• The steering is not locked: some vehicles lock their steering when stationary — ensure your carrier knows how to handle this.

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A thorough preparation takes less than an hour and prevents the vast majority of disputes that arise after a transport. Professionals who regularly ship vehicles all have their own internal checklists — this logic applies equally to a dealer shipping 50 vehicles a month and an individual shipping their first car.

For your next transports, get a quote on EsyLoads — our team can guide you on the documentation side, particularly for transports to Switzerland or the United Kingdom.