What changes the picture is your specific situation. Ownership status, whether the car runs, who's handing over the keys, the route, and whether a port or another country is involved can all add requirements. This guide walks through what's typically needed, what's situational, how insurance actually works during transport, and what to ask before you book.
Key Takeaways
- The Bill of Lading is your transport record and condition report — review it closely at pickup and delivery
- Cargo insurance and your personal auto policy cover different things; check limits, exclusions, and deductibles on both
- Title, registration, photo ID, power of attorney, and lienholder authorization depend on your specific shipment, not a universal rulebook
- Confirm route-specific requirements before booking, especially for Hawaii, port shipments, financed vehicles, and inoperable cars
Documents You Need to Ship a Car
There's a difference between documents you might need to hand over and documents the carrier is responsible for creating. Mixing the two up is where most confusion starts.
The Bill of Lading: Your Core Shipping Document
The Bill of Lading (BOL) does three jobs at once: it confirms the carrier received your vehicle, it spells out the terms of the transport, and it records the car's condition before and after the trip.
NerdWallet's 2025 guide describes it as both a receipt and a condition record, not just a formality you sign without reading.
Before signing, check that it includes:
- Correct VIN, make, model, and year
- Pickup and delivery addresses and contact names
- Existing damage, noted with specifics (not just "scratches")
- Mileage or operability notes, if your car is inoperable
- Transport terms and the signatures of both parties
Title, Registration, and ID: Situation-Dependent, Not Universal
Here's where a lot of outdated advice gets it wrong. You do not automatically need your title to ship a car domestically. Title and registration requests happen occasionally, not as a blanket rule.
Some routes are different. Hawaii shipments typically require the original title or current registration at mainland pickup, since ocean carriers and the destination DMV need proof of ownership before the car can be registered on arrival.
A valid photo ID is commonly requested to confirm who's dropping off or receiving the vehicle. Proof of your personal auto insurance can be useful context, but it's not a substitute for checking the carrier's own cargo coverage, which we'll get to shortly.
When You Need Extra Authorization
A few scenarios call for paperwork beyond the basics:
- Someone else is handling pickup or delivery: a signed power of attorney or written authorization may be required
- The vehicle is financed or leased: lienholder or lessor authorization is often needed, particularly for ocean or port routes
- Military or relocation shipments: a copy of PCS orders may be requested for verification
If any of these apply, confirm the exact paperwork with your transport provider, lender, dealership, or port well before pickup day. Waiting until the driver shows up is how shipments get delayed.
What Insurance Covers When a Car Is Shipped
Insurance is where most shippers have questions, and for good reason: two separate policies are usually in play, and they don't overlap the way people assume.
Carrier Cargo Insurance vs. Your Personal Policy
The carrier's cargo insurance is what typically responds to damage during loading, transit, or unloading. FMCSA's insurance filing requirements show that federal rules set liability minimums for carriers but don't mandate a specific cargo-insurance minimum for most property carriers, which means cargo protection varies by company and needs to be confirmed directly, not assumed.
Direct Connect Auto Transport's carrier network, for example, carries a minimum of $100,000 or more in cargo coverage per vehicle, with some drivers carrying higher limits.
Before booking, ask for:
- The insurer's name and policy number
- Coverage limits per vehicle and per incident
- The deductible amount
- Specific exclusions
What Coverage Doesn't Include
Even solid cargo policies have gaps. Common exclusions worth asking about:
- Damage that existed before pickup
- Personal belongings left inside the vehicle
- Loose accessories or aftermarket parts not secured properly
- Mechanical breakdowns unrelated to the transport itself
- Severe weather events, depending on policy language
- Any damage not recorded on the inspection report
Your personal auto policy's comprehensive and collision coverage can sometimes apply during transport, but this depends entirely on your specific policy language, deductible, and how your insurer interprets "in transit." Call your agent and ask directly rather than assuming.
Filing a Damage Claim
If something looks off at delivery, here's the sequence that protects you:
- Compare the vehicle against the pickup Bill of Lading before signing anything
- Take clear, well-lit photographs of any new damage
- Note the damage on the delivery report in writing
- Report it to the carrier and insurer promptly (Direct Connect recommends doing this within 24 hours for the best outcome)
A "damage-free guarantee" sounds reassuring, but it doesn't replace actually inspecting the car. Read the written terms and exclusions behind any guarantee before you rely on it. Direct Connect customers can ask their coordinator for shipment-specific coverage details and documentation requirements before booking, so there are no surprises at delivery.
How to Prepare Your Car and Complete the Inspection
Good preparation makes the Bill of Lading more accurate, which matters a lot if you ever need to file a claim.
Before the Driver Arrives
Wash the car first. Dirt hides scratches and dents, which means they won't get recorded, and unrecorded damage is much harder to dispute later. From there:
- Remove personal belongings and loose accessories
- Disable toll tags like E-ZPass or SunPass
- Turn off car alarms to avoid battery drain during transit
- Keep only the items your carrier explicitly allows in the vehicle
Document everything with dated photos or video: all four sides, wheels, glass, the interior, the odometer reading, and any existing scratches or dents. Save copies somewhere other than the car itself.
Disclosing Mechanical Condition
Be upfront about whether the car starts, steers, rolls, and brakes normally. This isn't optional honesty. It affects what equipment the carrier brings and how your vehicle gets priced. Flag any of the following in advance:
- Fluid leaks or battery issues
- Low tire pressure
- Aftermarket modifications
- Oversized dimensions
- Anything else affecting a normal loading process
Non-running vehicles typically need advance notice since they require a winch, and this can add a few hundred dollars to the cost.
Pickup and Delivery Day
At pickup, the driver inspects the car, records its condition on the BOL, and collects your signature and keys. At delivery:
- Inspect the vehicle in good daylight, not under a streetlight at night
- Compare it against the original pickup report
- Photograph any discrepancy immediately
- Record new damage on the delivery paperwork before you sign
- Keep your own copy of the completed documents
Fuel and key requirements vary by carrier and route. Some ask for roughly a quarter tank, others have different rules entirely. Always follow your specific carrier's written preparation instructions rather than a generic number you saw online.
Special Situations and How to Choose a Shipper
Certain routes and vehicle types come with their own rulebook.
Hawaii, Alaska, and Puerto Rico Shipments
Noncontiguous shipments involve an ocean leg, which adds layers domestic routes don't have:
- Port-specific forms and cutoff times
- Ownership or lien documentation, often the original title
- Cleanliness for Hawaii's USDA agriculture inspection: wash exterior, undercarriage, and wheel wells, and vacuum the interior
- Vehicle size limits set by the terminal
- Hawaii vehicle registration due within 30 days of arrival
Book these routes 4 to 6 weeks ahead during peak season, and confirm requirements with the specific port or carrier rather than assuming mainland rules apply.
International and Export Vehicles
Shipping overseas involves customs paperwork, import permissions, and destination-country compliance on top of ownership evidence. Separate the two legs clearly: the domestic drive to the departure port is a different service than the ocean freight and customs clearance that follows.
Direct Connect handles the domestic inland leg to the port, not the international ocean freight or customs process. Confirm with your provider exactly which portion of the journey they're responsible for.
Financed, Classic, and Specialty Vehicles
Special cases often change the paperwork and equipment you need:
- Financed or leased cars often need lienholder sign-off before a carrier will transport them
- Classic, exotic, and high-value vehicles typically need enclosed transport and sometimes coverage beyond standard cargo limits
- Oversized or inoperable cars may need specialized equipment approved in advance
Choosing a Reliable Shipper
Before you book with anyone, run through this checklist:
- Verify their FMCSA registration using their USDOT or MC number
- Confirm whether you're working with a broker, a carrier, or both
- Get written terms, not just a verbal quote
- Ask for specific insurance details, not just "we're fully insured"
- Find out who actually performs the transport
- Clarify pickup and delivery procedures in advance
FMCSA's fraud guidance flags unauthorized use of another carrier's identity and unregistered brokering as real risks worth checking for. Direct Connect's USDOT number is 2823098, verifiable directly through FMCSA.
Ready to ship your car? Request a free quote from Direct Connect Auto Transport and ask our team which documents, insurance details, and preparation steps apply to your specific shipment. We'll walk you through it before anything gets booked, and you'll have visibility into your vehicle's location the entire way through transit.
Frequently Asked Questions
What documents do I need to ship a car?
The Bill of Lading and vehicle condition report are the central documents created by the carrier. Title, registration, photo ID, insurance proof, or authorization paperwork may also apply based on your route and ownership status.
Can you ship a vehicle without a title?
Many domestic shipments move forward without the original title, but this isn't guaranteed. Ownership questions, lender requirements, port rules, or international moves can change that, so confirm with your provider before booking.
What are the requirements for shipping a car to Hawaii?
Expect port-specific forms, ownership or lien documentation, a thorough cleaning for agricultural inspection, and vehicle size limits. Requirements vary by carrier, so confirm the current checklist with your ocean or port provider directly.
How do I ship a car to another country from the USA?
You typically need a domestic leg to the departure port, then ocean freight, customs paperwork, and compliance with the destination country's rules. Use a provider that states which portion of the journey it handles.
How much does it usually cost to ship your car?
Cost depends on distance, vehicle size and condition, open versus enclosed transport, timing, and any special handling needed. Request a shipment-specific quote rather than relying on a generic average you find online.
What are the different types of shippers?
Options include brokers, direct carriers, ocean or port providers, and specialty transporters for classic or oversized vehicles. Before booking, verify who's responsible for the vehicle, what insurance applies, and how communication works throughout transit.
