Standing in your driveway with the carrier’s truck idling at the curb is the worst time to realize you’re missing a piece of paperwork. Most first-time shippers assume car transport is as simple as handing over keys, but brokers and carriers need a short, specific stack of documents before your vehicle is legally allowed onto the trailer — and which documents apply depends on whether you own the car outright, still owe a lender, bought it from a private seller, or are pulling it out of an auction lot.
This checklist covers exactly what’s required, what’s situational, and what you can skip — grounded in how Bills of Lading, lien authorizations, and power-of-attorney forms actually work in the U.S. domestic auto transport industry.
Quick Checklist: What to Have Ready on Pickup Day
- Valid photo ID (driver’s license or state ID) matching the name on the shipping order
- Vehicle registration (current, or a copy)
- Proof of insurance (policy card, app screenshot, or declarations page)
- Bill of Lading — signed at both pickup and delivery (the carrier provides this)
- Signed broker/carrier order confirmation or shipping agreement
- Lienholder authorization letter — only if the car is financed or leased
- Power of Attorney — only if someone else will stand in for you at pickup or delivery
- Gate pass / buyer number — only for auction pickups (Copart, IAAI, Manheim)
Notice what’s not on that list: for the vast majority of domestic, continental-U.S. moves, carriers do not need to physically hold your vehicle title at pickup. Keep reading for the exceptions.
1. Photo ID: Proof You Are Who You Say You Are
Whoever releases or receives the vehicle should have a current driver’s license or state-issued ID. It doesn’t need to match the state the car is registered in — it just needs to match the name on the Bill of Lading so the driver can confirm they’re handing the vehicle to the right person.
2. Vehicle Registration (and Why the Title Usually Isn’t Needed)
Keep your current registration in the glovebox or have a copy on hand. For standard interstate moves within the continental United States, carriers generally only need the keys and a signed Bill of Lading at pickup — they are not required to hold your physical title. The title becomes relevant mainly for Hawaii/Alaska moves, export shipments, or auction pickups where ownership needs to be re-verified on the spot. If you’re shipping a car you just bought and the title hasn’t transferred yet, see our guide to shipping a car bought online for the dealer paperwork timeline.
3. Proof of Insurance
Most brokers ask for a copy of your personal auto policy or confirmation that it stays active during transit, since it can serve as secondary coverage alongside the carrier’s cargo policy. Before pickup day, it’s worth understanding exactly what the carrier’s own policy covers versus what your policy covers — our car shipping insurance coverage guide breaks down the difference and the claim-filing process.
4. The Bill of Lading (BOL) — The Most Important Document
The Bill of Lading is the contract and the condition report in one document. The driver completes it at pickup, noting existing scratches, dents, and the vehicle’s condition, and you both sign it. At delivery, you walk the car again, compare it to the pickup BOL, and sign a second time before the driver leaves. This two-signature process is your primary evidence if you ever need to file a damage claim, so read it carefully and don’t sign a blank or rushed BOL at either end. If you’re unclear on how long carriers typically take to arrive after booking, our pickup window guide explains realistic wait times.
5. Broker or Carrier Order Confirmation
This is the agreement you sign when you book — it spells out the agreed price, pickup/delivery windows, and cancellation terms. Keep a copy (digital is fine) in case a dispute comes up about pricing or timing. Before you book with anyone, it’s worth confirming the broker is actually FMCSA-licensed; our guide to verifying a broker’s FMCSA license walks through the free lookup.
6. Lienholder Authorization — Only If You’re Still Financing or Leasing
A lien on your title does not block you from shipping the car, and for most domestic moves you will not need to contact your lender or leasing company before pickup — the carrier only needs the keys and a signed BOL. The exception is cross-border or export shipments, or occasionally a leasing company’s own internal policy; if in doubt, a quick call to your lender to ask whether they require a release letter takes five minutes and avoids a pickup-day surprise. If you’re relocating for military orders, note that PCS moves sometimes carry additional government-paperwork requirements — see our military PCS car shipping guide.
7. Power of Attorney — If You Can’t Be There in Person
If you won’t be physically present for pickup or delivery — common for long-distance moves, snowbirds, or people shipping a car to a family member — designate a stand-in (a friend, relative, or even a neighbor) and make sure the broker has their name and phone number in advance. For private-party vehicle sales specifically, where the seller signs a title over to you, a notarized Power of Attorney is sometimes used so a buyer’s representative can complete paperwork on their behalf; our private-seller title and paperwork guide covers that scenario in detail.
8. Auction Pickups: Gate Pass, Buyer Number, and Lot Number
If your vehicle is coming from Copart, IAAI, or a similar auction yard, the carrier cannot simply walk in and grab it. You’ll need to supply the gate pass (or your buyer number, lot number, and VIN if the physical pass isn’t available yet), since the yard releases vehicles only to authorized transport companies on your behalf. Storage fees at these yards accrue daily, so this paperwork should be ready before you book transport, not after. Our Copart/IAAI auction shipping guide covers the full release process and storage-fee timeline.
Documents at a Glance
| Document | When It’s Needed | Who Provides It |
|---|---|---|
| Photo ID | Every shipment | You |
| Registration (copy) | Every shipment (recommended) | You |
| Proof of insurance | Every shipment | You |
| Bill of Lading | Every shipment, signed twice | Carrier |
| Order confirmation | Every shipment | Broker/Carrier |
| Lienholder letter | Financed/leased, export/cross-border only | Your lender |
| Power of Attorney | You can’t attend pickup/delivery, or private-sale title transfer | You (notarized) |
| Gate pass / buyer number | Auction pickups only | Auction house (Copart/IAAI) |
What You Generally Do NOT Need
- The physical title for standard continental-U.S. moves (keep it safe at home instead of in the glovebox)
- A notarized bill of sale unless you’re mid-transaction with a private seller
- A vehicle inspection report from a mechanic — the BOL condition notes serve that purpose
Frequently Asked Questions
Do I need my car’s title to ship it?
For almost all domestic, continental-U.S. shipments, no — carriers only need your keys and a signed Bill of Lading. The title matters mainly for Hawaii/Alaska, export moves, or when an auction requires proof of ownership.
Can I ship a car that’s still being financed or leased?
Yes. A lien on the title doesn’t prevent transport, and lender authorization usually isn’t required for standard domestic moves. Call your lender in advance only if you’re shipping cross-border or exporting the vehicle.
What if I can’t be at pickup or delivery myself?
Designate someone else — a friend, relative, or neighbor — to meet the driver, sign the Bill of Lading, and hand over or receive the keys. Give the broker that person’s name and phone number when you book.
What documents does an auction pickup (Copart/IAAI) need that a normal shipment doesn’t?
A gate pass, or at minimum your buyer number, lot number, and VIN, so the carrier can get authorized access to the yard. Without it, the vehicle can’t be released and storage fees keep accruing.
What’s the single most important document in the whole process?
The Bill of Lading. It’s the only document that records the vehicle’s condition at pickup and delivery with both parties’ signatures — it’s what you’ll need if you ever have to file a damage claim.
Have your paperwork ready and want a straightforward, no-surprises quote? Get a free car shipping quote from Best Care Auto Transport and we’ll walk you through exactly what to have on hand for your specific route and vehicle. New to the process altogether? Start with our first-time car shipping guide.