What Documents Do You Need to Ship a Car?
Are you worried about the documents required to ship a car? You’re not alone; many first-time shippers aren’t sure where to start. With over a decade of hands-on experience in the auto transport industry, we know exactly which documents are essential so your shipment goes smoothly.
The good news is, you don’t need a huge stack of paperwork to get your vehicle on the road. In most cases, you’ll need your vehicle title and registration, a valid photo ID, and the Bill of Lading that your transporter provides at pickup.
In this guide, we’ll walk you through all the details of the paperwork step-by-step, share insider tips from our team, and help you avoid the delays and headaches that come from missing or incomplete documents.
Key Highlights:
- Essential car shipping documents include vehicle title, photo ID, proof of insurance, and a Bill of Lading to verify ownership and vehicle condition.
- Additional documents may be needed for financed/leased vehicles, military moves, or international shipping, including lien letters, PCS orders, and customs forms.
- Avoid expired documents, lack of originals, and last-minute preparation to prevent shipping delays.
- Missing essential car shipping documents can cause delays, legal issues, and customs delays, so promptly communicate and resolve any gaps.
Quick Reference: Car Shipping Documents Checklist
| Document Category | Required Documents | When Needed |
|---|---|---|
| Essential Documents | Vehicle Title & Registration, Photo ID, Proof of Insurance, Bill of Lading | All shipments |
| Financed/Leased Vehicles | Lien Authorization Letter, Lease Agreement | When applicable |
| Military Personnel | PCS Orders, Power of Attorney | Military moves |
| International Shipping | Export Declaration, Import Permits, EPA/DOT Letters, Customs Forms | Cross-border transport |
Essential Documents for Car Shipping
1. Vehicle Title and Registration
Before shipping your vehicle, you must prove you are its rightful owner or have legal authorization to transport it. The vehicle title and registration are the primary documents carriers use to verify ownership.
These papers are universally required across the auto transport industry. Without them, your vehicle cannot legally be shipped, as transporters need to ensure the vehicle isn’t stolen or under dispute.
Why it’s needed:
- Confirms you are the legal owner or have the right to ship the vehicle.
- Helps prevent the transport of stolen or legally disputed vehicles.
Tips:
- Verify your title is in your name and clear of any liens unless your lender provides written approval.
- For leased or financed vehicles, obtain written permission from your lienholder before scheduling shipment.
2. Government-Issued Photo ID
Along with your vehicle’s paperwork, a valid government-issued photo ID is essential. This verifies your identity and confirms you’re the authorized individual in the shipping contract. It protects against identity fraud and ensures the transport company is coordinating with the rightful owner or authorized representative.
Why it’s needed:
- Confirms your identity for the shipping agreement and legal documentation.
Tips:
- Acceptable forms include a driver’s license or passport.
- Make sure the name on your ID matches the vehicle title and shipping forms.
3. Proof of Insurance (Sometimes Optional)
Many reputable auto transport companies carry insurance to protect your vehicle during transit. However, providing your own proof of insurance can offer an additional layer of security. This is especially helpful if you want to understand how your personal auto insurance coverage works alongside the transporter’s policy in case of any rare disputes or damage claims.
Why it’s needed:
- Acts as additional protection in case of rare disputes or damage claims.
Tips:
- Request the transporter’s insurance certificate before shipping for peace of mind.
- Review your personal policy to understand coverage when your vehicle is in transit.
4. Bill of Lading (BOL) – Provided by Your Transporter
The Bill of Lading is a critical legal document issued at vehicle pickup. It functions as a receipt and an official report of your car’s condition before shipment. At delivery, the BOL is reviewed again to verify that your vehicle was transported without new damage, protecting you in the event of a claim.
Why it’s needed:
- Acts as proof of vehicle receipt and records its condition at pickup and delivery.
- Protects both you and the transporter in case of damage claims.
Tips:
- Thoroughly inspect your car with the driver before signing the BOL.
- Take clear, date-stamped photos of your vehicle from multiple angles.
Additional Documentation for Specific Situations
For Financed or Leased Vehicles
Lien Release or Authorization Letter:
- Written permission from the lienholder to transport the vehicle
- May require specific transport company information
- Some lenders have preferred transport partners
Lease Agreement:
- Copy of current lease agreement
- Authorization from the leasing company if required
- Verify lease terms don’t restrict interstate transport
For Purchasing Supplemental Insurance
Insurance Terms & Conditions
- Review the insurance coverage provided by the auto transport company before shipment.
- Understand coverage limits, deductibles, and any exclusions that may apply.
- Confirm whether the carrier’s insurance fully covers your vehicle’s value or if supplemental insurance is needed.
For Military Personnel (PCS Moves)
PCS Orders:
- Official military orders authorizing the move
- May qualify for military discounts with transport companies
- Required for customs clearance for overseas shipments
Power of Attorney:
- If a spouse or family member is handling arrangements
- Must be notarized and specific to vehicle transport
For International Car Shipping
Additional International Requirements:
- Export Declaration (EEI) – Filed electronically with U.S. Customs
- Import Permits – Required by the destination country
- EPA and DOT Compliance Letters – For vehicles meeting safety/emissions standards
- Foreign Registration Documents – If applicable
- Customs Documentation – Detailed inventory and value declaration
Common Documentation Mistakes to Avoid
With years of hands-on experience in the auto transport industry, we’ve seen how simple paperwork errors can cause costly delays. You need to be fully prepared before your vehicle moves, avoiding common pitfalls such as:
Expired Documents
Always verify expiration dates on registration, insurance, and identification well before your transport date.
Name Discrepancies
Ensure names match exactly across all documents. Even minor spelling differences can cause delays.
Missing Lien Information
Don’t forget to obtain proper authorization from lienholders or leasing companies.
Insufficient Copies
Always keep copies of important documents, but remember that originals are typically required for inspection.
Last-Minute Preparation
Start gathering documents early. Some paperwork, like lien releases, can take weeks to obtain.
What Happens If I Miss Any of These Documents?
We’ve come across many people who happen to miss documents while shipping their cars. Missing essential car shipping documents has caused them a few problems. Here’s what to expect, and what you should do in each situation:
1. Shipping Delays and Cancellations
Without documents like the vehicle title or lienholder authorization, carriers may refuse pickup, leading to rescheduling and fees. There had been many people who shipped their car without having secured the lienholder’s authorization. When the carrier arrived, they couldn’t take the vehicle, which meant they had to reschedule the transport and pay extra fees.
What Should You Do in Such a Condition?
Contact your transporter immediately to explain the situation. Gather the missing documents as quickly as possible and reschedule the pickup. Most companies will work with you if you communicate early.
2. Legal and Liability Issues
Transporting without proof of ownership or authorization can cause legal problems, vehicle holds, or seizures.
What Should You Do in Such a Condition?
Verify ownership documents before shipment. If an issue arises, contact your lender or leasing company to resolve any disputes promptly. Seek legal advice if necessary.
3. Insurance Complications
Missing proof of insurance or unclear insurance terms can make filing claims difficult if damage occurs.
What Should You Do in Such a Condition?
Request the transporter’s insurance certificate upfront and review your personal policy. If damage happens, notify both insurers immediately and follow their claim procedures carefully.
4. Increased Costs
Last-minute paperwork issues often result in storage or administrative fees.
What Should You Do in Such a Condition?
Avoid delays by preparing all documents ahead of time. If fees occur, ask your transporter for a detailed invoice and discuss possible fee waivers or discounts.
5. International Shipping Problems
Missing customs or export documents can delay your vehicle at ports or cause returns.
What Should You Do in Such a Condition?
Work closely with your shipping company and customs brokers to obtain missing paperwork quickly. Be proactive to prevent costly delays or penalties.
Additional Tips for Preparing Car Shipping Documents
- Start gathering all required documents well in advance of your shipping date.
- Keep your paperwork organized in a dedicated folder or digital file.
- Verify all details on documents match exactly (names, VIN, addresses).
- Resolve any outstanding liens and get lender authorization early.
- Make multiple physical and digital copies of important documents.
- Check with your transport company for any specific document requirements.
- Take clear, date-stamped photos of your vehicle before shipping.
Do I Need a Notarized Power of Attorney to Ship My Car?
A notarized Power of Attorney (POA) is sometimes required if someone else is handling the shipment on your behalf, such as a family member or agent. It grants them legal permission to sign documents and coordinate transport for your vehicle. Always confirm with your transporter if a POA is necessary.
Are Digital Copies of Documents Accepted for Car Shipping?
Most carriers require original documents or certified copies for verification at pickup. While digital copies can be useful for preliminary checks or communication, you should have physical originals available when the carrier arrives to avoid delays or refusal of service.
How Long Are Car Shipping Documents Valid?
Documents like vehicle titles, registrations, and insurance are generally valid as long as they are current and not expired. Make sure none expire before your scheduled transport date. Lien releases and authorization letters should also be recent, ideally issued within the last few months.
Can You Use a Temporary Registration for Shipping?
Some states issue temporary registrations or permits that allow a vehicle to be legally transported or driven for a short time. Transporters may accept these, but it depends on their policies and the regulations of the pickup and delivery states. Confirm acceptance before scheduling.
Conclusion
Ensuring you have all the car shipping documents ready before your vehicle’s transport is crucial for a smooth and hassle-free experience. Missing paperwork can lead to delays, increased costs, or even legal issues. By preparing the essential documents, you’ll help guarantee your car arrives safely and on time. Always double-check with your transporter for any additional requirements to avoid surprises.
Frequently Asked Questions (FAQs)
What documents are needed to ship a car within the US?
Are there extra documents needed for international car shipping?
What should I do if I don’t have all the required car shipping documents?
How important is the Bill of Lading in car shipping?
Can I ship a leased or financed vehicle without lienholder authorization?
a4AutoTransport is a group of auto transport researchers and experts that comes in handy for anyone who wants to move their car/vehicle without putting extra miles on the odometer. At a4AutoTransport, We researched over a hundred car shipping companies, interviewed real customers and industry leaders, and collected nearly 500 quotes to find the nation’s best auto transport companies. With our combined 5 years of industry experience and research, we’ll help you find the right car shipper for your budget.
