The Shipping Process
A Walkthrough of Pickup Day and Delivery Day
Knowing what actually happens when a carrier arrives, at both ends of the trip, makes the process feel far less uncertain. While specifics can vary by carrier, the general sequence of events at pickup and delivery follows a consistent pattern. Here's what to expect, and what your role is at each stage.
Before the driver arrives
You'll typically be contacted by the carrier or dispatcher as pickup approaches to confirm timing, which is often a window rather than an exact minute given the realities of road conditions and multiple stops on a route. Confirm the meeting location again, especially if your street may be difficult for a large truck to access, and have your vehicle prepared according to any guidance you were given regarding fuel level, personal items, and alarm settings.
The pre-transport inspection
When the driver arrives, expect a walk-around inspection of the vehicle together, during which existing damage, wear, and the vehicle's general condition are documented, usually on a bill of lading or an equivalent inspection form. Take your own photos alongside this process. This step protects both you and the carrier by creating an agreed record of the vehicle's condition before it's loaded.
Loading the vehicle
Depending on the vehicle's condition, it will either be driven onto the trailer under its own power or winched on if it doesn't run or move safely. The vehicle is then secured with straps or chains at multiple points to keep it stable during transit. This process takes some time, especially if other vehicles are being loaded onto the same trailer at your location or a nearby stop.
Signing the pickup paperwork
Once the inspection and loading are complete, you'll be asked to review and sign the paperwork, confirming the documented condition and details of the pickup. Read this document rather than signing it quickly, since it becomes the reference point for the delivery inspection later. Keep a copy for your own records, whether physical or a photo of the signed form.
During transit
Transit time depends on distance, route, and other stops the carrier is making along the way, and can be affected by weather, traffic, or mechanical issues, so treat any estimate as approximate rather than fixed. Many brokers and carriers provide some form of status update during longer moves; ask about how you'll be kept informed when you book, since practices vary.
Delivery and the final inspection
At delivery, expect a similar walk-around inspection, this time comparing the vehicle's current condition against what was documented at pickup. Take your time with this step, checking the same areas you photographed originally, and don't hesitate to point out anything that looks different. This is the moment to raise a concern, not after the driver has already left.
What to do if you notice new damage
If you spot something during the delivery inspection that wasn't present at pickup, note it directly on the delivery paperwork before signing, and take photos immediately. Do not sign a delivery form stating the vehicle arrived in the same condition if you believe it did not. Contact your broker promptly afterward to discuss next steps and how any claim would be handled through the carrier's process.
Finalizing the delivery
Once you're satisfied with the inspection, you'll sign the delivery paperwork and receive your keys. Confirm any remaining payment terms were exactly as discussed in your written quote, and keep all of your paperwork, including both the pickup and delivery inspection forms, in case you need them later.
When you are ready, request a written quote or contact us with questions about your specific vehicle and route.
Velocity Auto Transport Group LLC is an auto transport brokerage. We arrange vehicle transportation through qualified motor carriers and coordinate your shipment from quote to delivery — the carrier assigned to your vehicle operates the truck.
Checklist
Work through this before pickup day
- Confirm the pickup window: Reconfirm timing and meeting location as the date approaches.
- Do your own walk-around: Take photos alongside the driver's inspection at pickup.
- Read before you sign: Review pickup paperwork carefully rather than signing quickly.
- Keep your paperwork accessible: You'll need it again at delivery for comparison.
- Inspect thoroughly at delivery: Check the same areas you documented at pickup.
- Note any new damage before signing: Document it on the delivery form immediately, not afterward.
Questions
Common questions
Get a quote
Ready for a straight answer on your route?
Tell us the route, the vehicle and its condition. We review current carrier-market conditions for that lane and come back with a quote we can actually stand behind.