What Documents Do I Need to Ship My Car?

Before your vehicle is loaded, have these ready:

• Valid driver’s license (matches the shipping agreement).
• Vehicle title (or copy) and current registration.
• Proof of insurance (your policy card or screenshot).
• Bill of Lading (provided by the carrier).
• Signed shipping agreement (from the transport company).
• Power of Attorney (if someone else is handling drop-off or pickup).
• Additional international documents (passport, customs forms, export/import paperwork).

To keep things personal I’d like to share that when I shipped my first car, I thought it was just about finding a good car shipping company, handing over the keys, and watching it roll away onto a big truck and arrive later. That's true and all, but what I didn’t expect was the hours of paperwork I needed to prepare and the stress it would cause me.

The documents aren’t hard to get, but missing even one of them can delay your shipment or leave your car stuck at pickup costing you fees. I’ve learned exactly what paperwork you need and why it matters and I am here to help guide your way..

Here’s what you’ll want to have ready before the carrier shows up and rolls your car away:

Let’s start with the basics- your company should need to verify that the person authorizing the transport is who they say they are and if not you probably should fire them asap. That’s where your driver’s license comes in. It doesn’t have to be from the state you’re shipping to or from or anything special or even in date- just make sure it’s current and matches the name on the agreement.

Usually they’ll just take a look at it at pickup, but sometimes, they may make a copy or take a picture if you won’t be present at drop-off and are appointing someone else to accept the vehicle and sign off on it (not ideal!!)

You’d think that the title wouldn’t matter unless you’re selling the car, and that’s usually true, but depending on your route if it crosses borders or involves terminal-to-terminal delivery- carriers may ask to see your title or registration to prove ownership.

For shipping within the states most companies won’t need to keep a copy of your title. Still, I always recommend having it on hand, just in case- you never know. At least keep a copy of your current registration that shows your name and the vehicle’s number. It’s proof that you’re not shipping a stolen car, and it makes everyone’s job easier if any questions come up. Maybe you are a part of the Fast and the Furious

If you’re shipping a leased car, you won’t have the title and that’s okay. Just let the shipping company know in advance. You might need to get a letter of permission.

Technically, your own car insurance isn’t a must to ship a car as carriers carry their own cargo insurance to cover damages during transport, but most companies will still ask to see proof that your car is insured, especially expensive cars. It provides backup if a damage claim gets complicated.

I would advise to print or even just screenshot your insurance card and keep it with your shipping documents. It doesn’t need to be fancy, just up to date.

You usually don’t need to extend your policy to cover the car in transit, but if you’re extra careful like me, a quick call to your insurance to check coverage details never hurts and gives you the peace of mind you deserve.

If there’s one document you don’t want to lose, it’s the Bill of Lading. This is the official contract between you and the transport company. It sets everything: pickup and delivery addresses, car condition, price, and the shipper's and driver's info. All the Ts should be crossed and I’s dotted.

You’ll review and sign the Bill of Lading both at pickup and drop-off. At pickup, you’ll do a visual inspection with the driver, tracking any scratches, dents, or wear and tear. These are marked on the landing bill to protect both you and the company. At delivery, you’ll do the same thing again, and if anything new shows up, that’s how you start a damage claim.

Take pictures at both ends, even if the car looks perfect. Even take your car for a car wash to show off those tiny scratches you could easily miss. The Bill of Lading is what insurance companies will look at if there’s a dispute.

I once had a cracked hood appear during a cross-state move, and because I had it marked on the paperwork and I had photos to back it up, the process of getting reimbursed was a lot smoother than you would think.

Most car shipping companies, especially the good ones, will send you an agreement as soon as you book. This is your contract and includes terms about payments, pickup time and location, cancellation policies, and what happens if your car can’t be delivered on time.

Read this carefully. It’s where the hidden fees hide. I’ve seen contracts that charge $150 if your gas tank is over one-quarter full for added weight. Others charge for delays if you or your assigned contact isn’t available at delivery.

No matter how great your company is, be sure to print or save a copy of the shipping agreement. If anything’s unclear, ask them to explain it clearly to you. They should be able to walk you through every part, and it should be clear and in writing.

If you’re arranging shipping for someone else, this is key. If you’re not physically there at pickup or drop-off, or if the car isn’t registered in your name, you will need to sign a Power of Attorney form. This gives the shipping company permission to interact with someone else on your behalf and for them to sign off on your car.

It’s not always required, but I’ve used one before when I had a friend handle delivery while I was already across the country. The company appreciated the heads-up and had no problem working with my assigned person. Be sure to tell the company who that person is and provide their contact info early. Surprises make things messy and expensive.

If you’re shipping a car overseas, the paperwork pile gets a bit steeper. In addition to everything above, you’ll also need:

• Original car title
• Notarized bill of sale
• Passport
• Export and tax documents if leaving the country
• Customs declaration forms

International shipping is not the time to wing it. The rules vary by country and arrival port, and small mistakes can lead to big delays.

Work with a company that specializes in international car transport, they’ll guide you through every document and timeline- money well spent.

Even if your move feels like chaos, keep your car shipping documents available and clear. I use a small folder for printed copies and keep digital copies in a cloud folder. That way I can access everything from my phone if needed.

Car shipping isn’t something most people do every day or even once in their lives, so it’s easy to miss a detail that delays or complicates the process. The paperwork part might not seem exciting, but it’s such an important part to get right for a smooth move. Having the right documents ready doesn’t just protect you and your car’s value, it makes you look like a pro and builds trust. The more prepared you are, the more confident you’ll feel waving goodbye to your car baby.