Scheduling a vehicle pickup for shipping is simpler than most people expect, but knowing what to prepare ahead of time makes the process even smoother. This guide walks you through everything from gathering the required information to what happens when the driver arrives at your door. You’ll learn the best practices for timing your pickup, preparing your vehicle, and handling special situations that might affect your transport.

What You Need Before Scheduling Your Pickup

Getting organized before you contact a car transport company saves time and helps you receive accurate quotes. When getting an estimate, you’ll need to provide your vehicle specifications: year, make, model, and current condition. If your car doesn’t run or has mechanical issues, mention this immediately, as non-operational vehicles require special loading equipment.

Next is your pickup location, including the specific street address where the driver will collect your vehicle. Include any access considerations like narrow streets, low-hanging branches, or gated communities that might affect a large transport truck.

Provide both a primary phone number and a backup contact. Carriers typically call within 24 hours of your scheduled pickup window to coordinate exact timing, so these numbers need to reach someone who can make decisions about the pickup.

Your preferred dates for pickup and delivery give the transport company a starting point for finding available carriers. Be realistic about your flexibility. The more rigid your dates, the fewer carrier options may be available.

Documents to Have Ready

You’ll need a government-issued photo ID and your vehicle registration when the driver arrives. These documents verify ownership and authorize the release of your vehicle to the carrier. Keep them accessible on pickup day.

Here’s what you don’t need: your vehicle title. Despite what some people assume, drivers don’t require titles at pickup. The title is only necessary at final delivery if you’re shipping to certain locations, such as dealerships or ports that have specific documentation requirements.

Choosing Your Pickup Method

Open vs. Enclosed Carriers

The type of carrier you select affects your cost and your scheduling options. Open carriers are the most common transport method, utilizing multi-level trailers that can accommodate several vehicles at once. These carriers are readily available on most routes and provide reliable, cost-effective shipping for standard passenger vehicles.

Enclosed car shipping provides additional protection by fully enclosing your vehicle within hard-sided trailers. This method shields your car from weather, road debris, and environmental exposure during transit. Enclosed transport costs more than open transport and appeals to customers shipping luxury vehicles, classics, exotics, or any car where they prefer maximum protection during the journey.

Your carrier choice can affect pickup scheduling. Open carriers have broader availability due to their higher capacity and a greater number of them operating nationwide, which often means more flexible pickup windows. Enclosed transport may require additional lead time, since enclosed carriers hold fewer vehicles and fewer car shippers offer this premium service.

Door-to-Door Shipping

Most customers prefer door-to-door auto shipping because it provides maximum convenience. The carrier comes directly to your home or specified address, loads your vehicle, and you’re done. This method works well in residential areas with sufficient street access for large trucks.

Transport carriers are significantly larger than standard vehicles. They need room to maneuver, turn around, and safely load your vehicle onto the trailer. Before confirming door-to-door pickup, walk your street and assess whether an autohauler could navigate it. Look for low-hanging power lines, narrow turns, or dead-end streets that might create problems.

Terminal-to-Terminal Service

Terminal-to-terminal car shipping means you drop your vehicle at a transport facility and pick it up from another terminal near where you’re going. Most terminals sit in or around major cities, creating convenient loading points where carriers can handle several vehicles at once. This setup suits people with open schedules who can get to these facilities without much trouble.

The biggest draw of terminal service is the price. Carriers save time and fuel when they’re not winding through neighborhoods or stopping at individual homes, and they pass some of those savings along to you. However, you’ll need to arrange your own transportation to drop off and pick up your vehicle, and you’ll work around the terminal’s operating hours rather than coordinating pickup times directly with your driver.

Special Pickup Situations

Inoperable Vehicles

Vehicles that don’t start, shift, steer, or brake need specialized loading equipment. Carriers use winches to pull non-running vehicles onto their trailers, a process that requires extra time and equipment. This additional service adds to your transport cost.

It’s best to communicate vehicle operability issues upfront during booking, rather than on pickup day. Carriers arrive prepared for standard vehicle loading, so discovering an inoperable vehicle at pickup can create major complications.

Remote or Difficult Locations

Rural areas, properties with long private driveways, or locations significantly off major highways present logistical challenges. Carriers prefer routes along major interstates and highways because these roads accommodate their vehicle size and minimize transit time.

Additional fees sometimes apply for pickups in very remote areas. These surcharges reflect the extra distance carriers must travel off their primary routes. Alternative arrangements often provide better solutions for truly remote locations.

Expedited Shipping Needs

Sometimes standard scheduling doesn’t align with your timeline. Expedited car shipping services provide guaranteed pickup dates. This premium service prioritizes your shipment, often assigning a dedicated carrier or adjusting existing carrier routes to accommodate your timing. The convenience costs more, so expect to pay above standard rates for expedited pickup and delivery.

Timing Your Pickup: When to Schedule

How Far in Advance to Book

The standard recommendation is booking 2-3 weeks before your ideal pickup date. This window gives transport companies enough time to match your shipment with carriers running your specific route. During this period, dispatchers work through their carrier networks to find available trucks, negotiate pricing, and confirm scheduling.

Last-minute bookings are possible but come with trade-offs. If you need pickup within a few days, expedited car shipping service options exist, though they command premium pricing. Peak season affects availability dramatically. Summer months see the highest demand for vehicle transport as families relocate, students move for college, and people buy cars online. Book earlier during these periods, ideally 3-4 weeks ahead if your dates aren’t flexible.

Pickup Windows and Availability

Most transport companies work with date ranges rather than specific appointment times. A typical pickup window spans 1-3 days, meaning the carrier will collect your vehicle sometime during that period. This flexibility exists because carriers optimize their routes by coordinating multiple pickups and deliveries along the same general path.

Specific pickup times are difficult to guarantee in the auto transport industry. Traffic delays, weather conditions, and the timing of previous stops all influence when carriers can reach your location. Expect a general timeframe, then direct coordination with your assigned carrier as your window approaches.

Pickup Day: What to Expect

Before Pickup

Before the driver arrives, wash the exterior of your vehicle thoroughly so you can both clearly see the car’s condition during the inspection. A clean vehicle makes it much easier to identify and document any existing damage.

Remove personal belongings from inside the car. Most transport companies prohibit personal items because their insurance doesn’t cover them.

Your fuel level should sit around one-quarter tank. You need enough gas for the driver to load and unload your vehicle at both ends of the trip, but a full tank adds unnecessary weight. Disable any alarm systems that might activate during transport. Secure any loose parts, custom accessories, or aftermarket additions that might shift during transport.

During the Pickup Process

The pre-transport inspection involves a thorough walk-around of your vehicle. You and the driver will examine the exterior together, noting any existing damage, no matter how minor. Scratches, dents, chips in the paint, cracked lights, or any other cosmetic issues get recorded on the Bill of Lading.

The Bill of Lading serves as the official condition report and transport contract. This document includes a diagram of your vehicle where damage locations are marked, and requires signatures from you and the driver.

Take your own photos from multiple angles: front, back, both sides, and close-ups of existing damage. These photos serve as independent documentation of your vehicle’s condition at pickup. The entire pickup process typically takes 30-45 minutes.

Staying Connected During Transport

Communication doesn’t end when the carrier drives away with your vehicle. Online tracking portals offer 24/7 access to your shipment status, allowing you to view your vehicle’s current location, estimated delivery date, and any updates provided by the carrier.

During transport, you might need to communicate directly with your assigned carrier, especially as your delivery date approaches. Your transport coordinator will provide the carrier’s contact information once your vehicle is dispatched.

About RoadRunner Auto Transport

RoadRunner Auto Transport has been scheduling vehicle pickups nationwide for more than three decades. We’ve moved over 450,000 vehicles in that time, working with a network of 25,000+ certified carriers to reach all 50 states.

Behind every shipment is a team built for this industry: transport coordinators who map out your move, dispatch specialists who match your car with the right carrier, and support agents you can actually reach throughout the process. We staff our phones across every time zone, so you’re not left waiting until someone on the opposite end of the country gets to work. Our experience, transparent policies, and customer-focused service have earned us thousands of satisfied customers who continue to trust us with their vehicle transport needs.

Ready to schedule your vehicle pickup? Get an instant quote using our online car shipping calculator or speak directly with a transport specialist at (888) 777-2123.

Frequently Asked Questions

How much notice do I need to give for pickup?

We recommend scheduling 2-3 weeks before your preferred pickup date to secure the best carrier availability and pricing. Last-minute pickups are possible, though they may require expedited service fees. During peak seasons like summer and fall, booking 3-4 weeks ahead provides better options.

Do I need to be present during pickup?

Yes, you or an authorized representative over 18 years old must be present for the entire pickup process. This person needs authority to release the vehicle and must sign the Bill of Lading after completing the pre-transport inspection with the driver.

Can I change my pickup date after booking?

Yes, you can modify your pickup date by contacting your transport coordinator. Flexibility depends on whether a carrier has already been assigned to your shipment. Changes requested before carrier assignment are easier to accommodate than those made after scheduling with a specific driver.