Shipping a car from one state to another is a common situation: people relocate for work, buy vehicles online, send cars to college students, or move seasonal vehicles. While auto transport itself is straightforward, paperwork often causes confusion. The good news is that domestic car shipping does not require a long list of documents, but the ones you do need must be correct.
This guide explains car shipping documents, what carriers typically ask for, and what you should have ready before pickup and delivery.
The Most Important Document: Bill of Lading (BOL)
The Bill of Lading is the single most important document when shipping a car within the U.S.
It is issued by the carrier at pickup and serves three roles at once:
- A contract between you and the transport company
- A condition report for the vehicle
- A receipt confirming custody of the car
Before the driver loads your vehicle, you’ll inspect it together and note any existing scratches, dents, or damage on the BOL. You sign it at pickup, and you sign it again at delivery to confirm the car arrived in the same condition.
According to consumer transport guides such as Move.org and Ship a Car Direct, no vehicle can legally be transported without a Bill of Lading.
Photo ID: Proving Identity at Pickup and Delivery
You will need a valid photo ID, usually:
- A driver’s license
- A passport
Whenever possible, the name on your ID should match the name on the shipping order. If someone else is picking up or dropping off something for you, they need to have their ID checked ahead of time.
Carriers use photo identification to:
- Verify that the vehicle has been handed over to the correct person.
- Prevent fraud or unauthorized release.
Vehicle Registration: Proof the Car Is Yours
Most carriers want a copy of the vehicle registration, not the title.
Registration confirms that:
- The car is registered with the law.
- The shipping order and the VIN match.
- You have a legal right to the car.
Some carriers don’t need you to register when you pick up your package, but it’s a good idea to have it on hand in case the driver or dispatcher asks for proof.
Proof of Insurance (Even the Carrier Is Insured)
Auto transport companies have cargo insurance, but you may still need to show proof of your own insurance.
This does not take the place of the carrier’s coverage. It does not:
- Checks to make sure the car is insured before shipping.
- Helps resolve claims faster if an issue comes up.
- Checks who owns the vehicle and its status.
Usually, your insurance card or policy declaration page is all you need.
Lienholder Authorization
If your vehicle has a loan or lease, some carriers require written authorization from the lienholder.
This applies when:
- The car is leased.
- The title is held by a bank or lender.
- The address where the package is being sent is not the same as the registered address.
A short letter or email saying that transport is allowed may be all the authorization you need. Not all carriers need this, but it is common for cars that are worth more.
Power of Attorney (POA): When Someone Else Handles the Car
You might need a Power of Attorney if you can’t be there for pickup or delivery.
A POA lets someone else:
- Sign the Bill of Lading.
- Let go of or accept the car.
- Talk to the driver for you.
Some carriers will accept a written authorization that isn’t formal, while others need a notarized POA. Always double-check ahead of time.
Bill of Sale: For Newly Purchased Vehicles
If you bought the car recently, especially through a private sale or online marketplace, you may be asked for a Bill of Sale.
This document helps:
- Prove that the transfer of ownership was legal.
- Make sure the shipping party has the right to do so.
- If the plates are only temporary, support registration.
This happens more often with shipments from dealers to homes or at auctions.
What Happens During Pickup
At pickup, the following steps are followed:
- The driver checks your ID or your authorized representative’s.
- They do a car visual inspection.
- Existing damage is recorded on the Bill of Lading.
- Both sides sign the document.
- They load the vehicle.
Check that the fuel level is low (about a quarter tank) and take out any personal items unless you are told to.
What You’ll Need at Delivery
At delivery, you or your authorized person must have:
- Photo ID.
- Keys to the vehicle.
- The Bill of Lading.
Before you sign the last part of the BOL, you will check the car again. You must write down any new damage before you sign.
Do Document Requirements Vary by Carrier?
Yes, document requirements vary by carriers. While the documents listed in the article are standard, some companies request additional paper depending on:
- Vehicle value.
- Shipping method (open vs enclosed).
- Distance and destination.
- Ownership status.
So, before your vehicle is picked up, make sure you have:
- Bill of Lading (provided by the carrier).
- Photo ID.
- Vehicle registration.
- Proof of insurance.
- Lienholder authorization (if financed or leased).
- Power of Attorney (if someone else is handling pickup or delivery).
- Bill of Sale (for newly purchased vehicles).
The paperwork for shipping a car is easy, but mistakes happen and they can cause delays. When you book, always ask your carrier for a list of documents you need. Being ready for everything makes pickup go much easier, delivery happen faster and there are fewer surprises along the way.
Important Documents Only Work If You Know How to Use Them
Most shipping companies ship hundreds of vehicles, and they all go off without a hitch. There’s never a need to go into the insurance terms or check the bill of lading. Things just worked out, and those important documents are just part of the protocol. That’s why most shipping companies will hardly ever explain to you what they are. They’re just not worth the time. But if you know, you can use them as the tools they are to give you peace of mind when you ship.
If you’re still looking for a shipping company, call Car Transport Chicago for an instant quote. They include industry-leading insurance coverage right there in the quote. Not to mention, they have a team of dedicated shipping pros who will walk you through every step. No matter if it’s your first time shipping or your hundredth time, Car Transport Chicago has you cover.