On transport day, your driver will call 12–24 hours ahead to confirm a pickup window, arrive with a multi-car carrier or enclosed trailer, complete a Bill of Lading inspection with you documenting every existing scratch and dent, load your vehicle, and provide an estimated delivery window. The entire pickup process takes 20–45 minutes.

After shipping 500,000+ vehicles over more than a decade, the questions we get most at Ultimate Transport 123 aren’t about price — they’re about what actually happens on the day your car gets picked up or delivered. Customers want to know: Will someone be home? What do I sign? What if my car gets a new scratch? Can my neighbor accept the car?

This FAQ answers every real question we hear from customers before, during, and after transport day — based on 10+ years of shipping vehicles coast to coast.

Pickup Day: Before the Driver Arrives

Q1: How far in advance will the driver call before picking up my car?

Your assigned carrier is required to call you at least 12–24 hours before arriving for pickup. In our experience, most drivers call the evening before and give you a 2–4 hour arrival window for the following morning. You should also receive a text or email notification through our system when a carrier is assigned to your order.

If you haven’t heard from the driver by the evening before your scheduled pickup window, call us directly at our dispatch line. We’ll contact the carrier on your behalf and get you a confirmed ETA. Don’t wait until the morning of — the earlier we know there’s a communication gap, the faster we resolve it. In 2026, most of our carriers use real-time GPS dispatch apps so we can often pinpoint their location within the hour.

Q2: Does someone need to be present at pickup, or can I leave my keys with a neighbor?

Someone must be present at pickup — but it does not have to be you personally. You can designate any adult (neighbor, family member, property manager, dealership staff member) to hand over the keys and co-sign the Bill of Lading on your behalf. Just make sure they understand what they’re signing and have your contact information in case questions arise.

What you cannot do is leave keys in the car or under a mat and expect the driver to proceed without a signature. The Bill of Lading is a legally binding condition report that protects both you and the carrier. No signature = no pickup. If no one is available on the scheduled day, call us 24+ hours in advance to reschedule — last-minute no-shows can result in a $150–$250 dry-run fee from the carrier.

Q3: What should I do to prepare my car the night before pickup?

Here is our standard pre-pickup checklist we send every customer:

• Fuel level: Keep the tank at 1/4 full or less. Carriers have weight limits per DOT regulations, and a full tank adds 90–120 lbs. Some carriers will refuse vehicles with more than half a tank.
• Personal items: Remove all personal belongings from the car. Insurance does NOT cover personal items, and carriers are legally prohibited from transporting household goods with the vehicle.
• Disable toll transponders: Remove or disable your EZPass, SunPass, or FasTrak to avoid being charged as the carrier drives through toll plazas.
• Retract the antenna: If you have a manual antenna, retract it. It can snap off during loading on multi-car carriers.
• Document everything: Take your own timestamped photos from all angles — front, rear, both sides, roof, interior, and all existing damage — the night before pickup.
• Disable the alarm: If your alarm is sensitive, disable it or leave the fob in the car. Alarms triggered on a moving transporter are a major issue.
• Check for leaks: Any vehicle with an active fluid leak may be refused by the carrier or require special accommodation. Let us know in advance.

Q4: Can the driver pick up from a private driveway, or do I need to meet them somewhere?

This depends on your location and the carrier’s truck size. A standard 9-car open carrier is roughly 75–80 feet long. If your street or driveway can’t accommodate that, the driver will coordinate a nearby meeting point — usually a large parking lot like a Home Depot, Walmart, or gas station within a few miles of your address.

Enclosed carriers (typically 4–6 car capacity) are shorter and more maneuverable, making residential pickup easier. If you live in a gated community, high-rise parking structure, or narrow urban street, let us know when you book — we’ll flag it for the carrier in advance. Drivers deal with access challenges every day; a quick heads-up prevents delays. Door-to-door service means as close to your door as safely and legally possible, not necessarily your literal driveway.

Q5: What if my car doesn’t start? Will the driver still take it?

Yes, but you must disclose this when booking — not on pickup day. Non-running vehicles require winching equipment and additional loading time, and not every carrier on our network has that equipment. When you book with us and disclose the vehicle is inoperable, we specifically assign a carrier equipped for non-running loads.

Expect to pay an additional $150–$300 for inoperable vehicle loading, depending on the route and vehicle type. If the car was running when you booked but won’t start on pickup day, call us immediately — we need to reassign a different carrier, which can delay your pickup by 24–72 hours. Never surprise a driver with a non-running car. They may refuse the load or charge an unexpected fee that becomes a dispute. For a full breakdown, see our guide to shipping non-running vehicles at ultimatetransport123.com.

The Bill of Lading: The Most Important Document in Auto Transport

Q6: What is the Bill of Lading and why does it matter?

The Bill of Lading (BOL) is the vehicle condition report and contract of carriage that gets signed at both pickup and delivery. Think of it as the official before-and-after snapshot of your vehicle’s condition. Every dent, scratch, chip, and mark gets noted at pickup. At delivery, the same form is reviewed to identify any new damage that occurred during transport.

This document is your primary protection in a damage claim. If damage is on the delivery BOL but wasn’t documented at pickup, you have evidence for a claim. If you sign the delivery BOL without noting new damage, you’ve essentially waived your right to claim it. Never sign a blank or incomplete Bill of Lading. Never sign at delivery without inspecting the vehicle thoroughly — even in the rain or at night. The BOL is legally binding. Once you sign with no damage noted, that is the official record.

Q7: How detailed does the Bill of Lading inspection need to be at pickup?

As detailed as possible. Walk around the entire vehicle with the driver and point out every existing imperfection — even small ones like rock chips on the hood, a small scratch on the bumper, or a crack in the windshield. The driver should mark each one on the BOL diagram. Don’t be shy — this isn’t accusing anyone of anything, it’s just creating an accurate baseline.

Take your own photos alongside the driver’s documentation. The timestamp on your photos creates an independent record that can support a claim if needed. Typical inspection covers: all four body panels, hood, trunk, roof, all four bumper corners, windshield, mirrors, wheels, tires, and undercarriage if accessible. The inspection takes 10–15 minutes if done properly. Don’t rush it — this is your car’s legal condition baseline for the entire transport.

Q8: The driver seems rushed and just wants me to sign quickly. What do I do?

Slow down and don’t let the pressure get to you. You have every right to complete a thorough inspection before signing — and a legitimate, professional driver will respect that. If a driver is pressuring you to sign without a proper walkthrough, that is a red flag.

Take the time you need. Note any damage you see, even if the driver says it won’t matter. Write it down. If the driver refuses to document existing damage you point out, write it yourself in the notes section and sign with that notation. If things feel wrong, call us while the driver is still there. We are your advocate in this process — we’ve handled hundreds of these situations over the years and we know how to resolve disputes on the spot.

During Transport: Tracking and Communication

Q9: How do I track my vehicle during transport?

Most carriers in 2026 use ELD (Electronic Logging Device) systems and GPS dispatch apps. Through our platform, we can often provide you with a general location update for your vehicle within 24–48 hours of request. Some carriers have real-time tracking apps they share directly with customers.

The most reliable tracking method is direct contact with your assigned driver — you’ll have their cell number from the initial call. Drivers typically know their ETA to your destination 1–2 days out and will call you proactively when they’re 24 hours away from delivery. If you want daily updates, text the driver in the morning — most will respond within a few hours. For routes over 1,500 miles, expect 5–9 transit days for open transport and 7–14 days for enclosed or specialty loads.

Q10: My estimated delivery window passed and the car isn’t here. Who do I call?

Call the driver first — they have the most current information about their location and any delays. If you can’t reach the driver, call our dispatch team immediately. We track carrier communications and can often pinpoint the issue within minutes.

Common causes of delivery delays in 2026: DOT inspection stops and mandatory rest periods (drivers cannot exceed 11 hours of driving per day by federal law), weather events on I-80 or mountain passes, mechanical issues with the transport truck itself, or a delay at a prior pickup or delivery stop that cascades through the route. We do not guarantee exact delivery dates — auto transport uses estimated delivery windows, not overnight shipping. That said, our average on-time delivery rate across all routes is above 94%. When delays happen, we communicate proactively and never leave you guessing.

Q11: Can I put personal items in the car during shipping?

Officially: no. By DOT regulations, carriers are licensed to transport vehicles — not household goods. Technically, a carrier hauling personal items inside a vehicle is operating outside their license, which can create liability issues during a DOT inspection stop.

Practically: many customers leave small, lightweight items in the trunk. If you do, keep it under 100 lbs, keep items in the trunk and not visible on the back seat, avoid electronics, valuables, firearms, or alcohol, and understand that items are transported at zero liability — neither the carrier nor Ultimate Transport 123 insures personal items. A carrier can refuse your load or charge extra if they discover excessive personal items at pickup. The safest approach: ship your items separately and keep your vehicle empty. If you must leave something, talk to your carrier first — never assume it is fine.

Delivery Day: What to Expect When Your Car Arrives

Q12: How much notice will I get before delivery?

Your driver will call 12–24 hours before delivery, just like pickup. When they are within 2–3 hours of your location, expect a second call with a tighter ETA. For customers who need to arrange time off work or travel, we recommend confirming the delivery timeline the morning of the expected delivery day by texting the driver directly.

Don’t make irreversible travel plans based on the estimated delivery date alone. Wait until the driver’s 24-hour call before making firm commitments. For corporate relocations and military PCS moves where timing is critical, we offer expedited single-vehicle transport options that significantly tighten the delivery window — ask us about this when booking.

Q13: Does someone need to be home for delivery too?

Yes — just like pickup, someone must be present to accept the vehicle and sign the delivery Bill of Lading. Again, this can be any authorized adult — a family member, neighbor, coworker at a business address, or property manager. Just make sure they can conduct a proper inspection and know what to look for.

Brief them on what the vehicle looked like when it was picked up. Ideally, share the photos you took at pickup so they have a reference point. If they notice anything new, they should note it on the BOL before signing and call you immediately for guidance. For long-distance moves where you haven’t arrived at your destination yet, a trusted contact at the delivery address works fine — just make sure they know not to sign anything that doesn’t accurately reflect the vehicle’s condition.

Q14: How do I properly inspect my car at delivery?

Here is the delivery inspection protocol we recommend to every customer:

• Step 1: Before the driver unloads your car, pull up your pickup-day photos on your phone for reference.
• Step 2: Walk around the vehicle before signing anything. Check all four panels, hood, trunk, roof, bumpers, wheels, and undercarriage.
• Step 3: Check under the car for new fluid leaks that may have started during transport.
• Step 4: Start the engine and check for any new warning lights.
• Step 5: Compare what you see to your pickup photos. Note any new damage — even minor — on the delivery BOL.
• Step 6: Sign the BOL only after you have documented everything. If there is new damage, sign with the notation Subject to damage claim and note the specific damage.
• Step 7: Take delivery-day photos immediately after signing.

This whole process takes 15–20 minutes. Don’t let time pressure skip any step.

Q15: My car arrived dirty. Is that normal?

Completely normal for open transport. Your vehicle sits on an open multi-car carrier exposed to road debris, dust, bug splatter, rain, and whatever the road throws at it for hundreds or thousands of miles. Arriving with a dirty car doesn’t mean anything was done wrong.

Do not wash the car before your inspection. Grime can hide new scratches, chips, or paint damage that needs to be documented for a potential claim. Wait until you’ve done your full walkthrough, noted anything unusual, and signed the BOL. If you find anything under the dirt, you may still have a window to report it — though having it on the BOL is always stronger. If you want a spotless arrival, enclosed transport keeps your vehicle protected from road grime throughout the journey.

Damage Claims: What Happens If Something Goes Wrong

Q16: My car has a new scratch at delivery. What do I do right now?

Act immediately:

• Do NOT let the driver leave until you have documented the damage on the Bill of Lading. Note it specifically, for example: New 4-inch scratch on passenger rear quarter panel, not present at pickup.
• Photograph everything — the damage, the vehicle in context, the driver’s truck, and the driver’s own BOL copy.
• Get the driver’s name, carrier name, USDOT number, and their insurance carrier contact info.
• Contact us at Ultimate Transport 123 within 24 hours. We will document the claim and initiate contact with the carrier’s insurance on your behalf.
• Get a repair estimate from a certified body shop — not a quick quote, a written estimate with part numbers if applicable.

Carrier cargo insurance covers damage caused during transport. The claims process typically takes 2–6 weeks depending on the insurance carrier and complexity. We’ve helped customers navigate hundreds of damage claims and our team advocates for you through the entire process.

Q17: What if I find damage after I already signed the Bill of Lading saying there was none?

This is the hardest situation, and I’ll be honest: signing a clean BOL significantly weakens your claim. That’s why we hammer the inspection process so hard before you sign. That said, it’s not automatically a dead end.

If you discover new damage within 24 hours of delivery, contact us and the carrier immediately with photos and your pickup photos showing the damage wasn’t pre-existing. Some carriers and their insurers will still process legitimate claims if the evidence is compelling. You should also contact your own personal auto insurance — some comprehensive policies cover transport damage regardless of the BOL. Going forward, always inspect thoroughly before signing. Those 15 minutes of inspection protect thousands of dollars of property.

Q18: How much does carrier cargo insurance actually cover?

All FMCSA-licensed auto transport carriers are required to carry a minimum of $750,000 in cargo liability insurance. In practice, most reputable carriers we work with carry $1M–$2M in cargo coverage. For standard damage claims — scratches, dents, minor collision damage during loading or unloading — the per-vehicle claim amounts typically fall in the $500–$5,000 range and are generally resolved within the carrier’s policy limits.

Deductibles vary by carrier policy. Some have $0 deductibles, others have $500–$1,000 deductibles that may come out of any settlement. If you’re shipping a high-value vehicle (exotic cars or classics worth $50,000+), check your own comprehensive auto policy before shipping, as some high-net-worth policies extend to transport. For enclosed shipping of valuable vehicles, we connect you with carriers whose policies are specifically structured for high-value cargo.

Payment and Final Steps

Q19: When does the driver get paid the remaining balance?

In the standard auto transport model, you pay a deposit to us (the broker) when you book, and the remaining balance is paid directly to the driver at delivery. This final payment is typically due in cash or certified funds only — personal checks and credit cards are almost never accepted by carriers at delivery.

Accepted payment methods at delivery usually include: cash, cashier’s check, money order, or increasingly Zelle and digital payment apps in 2026 — confirm with your driver the day before delivery. Do not release payment until after your inspection is complete. Once you pay, you have accepted the vehicle. Make sure your designated receiver knows the exact balance due and has the right payment form ready on delivery day.

Q20: The driver is asking for more money than my quote. What do I do?

Do not pay anything above your confirmed quote without calling us first. Legitimate carriers do not demand extra money at delivery as a condition of releasing your vehicle. In the industry, this is called a hostage car situation — and it is illegal under FMCSA regulations.

Legitimate reasons a carrier might request additional payment: if the delivery location changed significantly and created additional mileage agreed to in advance, or if extra services were mutually agreed upon. Random demands for more money at delivery are not legitimate. Call us immediately if this happens — we know how to handle it and will advocate for you aggressively. This is one of many reasons working with a reputable broker matters.

Q21: Can I get a receipt or confirmation after delivery is complete?

Yes. Your signed delivery Bill of Lading is your primary receipt — keep a copy by photographing it on your phone. Our brokerage system also logs delivery confirmation on your order file, which you can request via email. If you need a formal delivery confirmation letter for insurance, corporate relocation reimbursement, or military PCS documentation, contact our office and we’ll generate one within 1 business day.

For corporate accounts and fleet operators, we provide automated delivery confirmation emails with timestamps and signed BOL documentation as part of our standard account reporting. Military customers receiving relocation reimbursement should let us know at booking — we’re familiar with the documentation that DFAS and various branch transportation offices require for PCS reimbursement submissions.

Q22: What is the best way to give feedback or leave a review after shipping?

We genuinely rely on customer feedback to maintain our carrier network and improve our service. After delivery, you’ll receive a follow-up from our team asking about your experience. We’d appreciate a Google review if everything went smoothly — and if it didn’t, please contact us directly first so we can make it right.

If your driver was exceptional — professional, communicative, careful with your vehicle — please let us know their name. We flag top-performing carriers in our network and preferentially assign them to high-value shipments. On the flip side, if a carrier was unprofessional, late without communication, or caused damage — we need to know so we can address it at the network level. Your experience shapes the quality of our entire carrier network.

Ready to Book Your Transport?

Now you know exactly what to expect on pickup and delivery day. No surprises, no confusion — just a smooth, professional transport. Get your free quote at ultimatetransport123.com today, or call us directly to talk through your specific situation. We’ve shipped 500,000+ vehicles and we’re ready to make yours next.