Pre-Shipment Vehicle Checklist: How to Prepare Your Car for the Journey

I’ll never forget the first time I watched my friend prepare his car for shipping overseas. He’d bought a used Honda Accord in the U.S. and was moving to Ghana for work. He thought getting the car ready would be quick—wash it, pack a few documents, and drop it off at the port. That evening, after hours of paperwork, cleaning, and double-checking, he looked exhausted. And I realized just how easy it is to underestimate what “preparing your car for shipment” actually means.

Shipping a car isn’t just about paying the freight and waiting for it to arrive. There’s a series of crucial steps you must take before your car ever hits the ship. Skipping even one could cost time, money, or worse—damage to the vehicle. So let’s go through a detailed pre-shipment vehicle checklist, peppered with tips and personal anecdotes that might save you some headaches.

Step 1: Choose the Right Shipping Method First

Before touching your car, decide how it’s going to travel. There are two main methods: Ro-Ro (roll-on, roll-off) and container shipping.

Ro-Ro is generally cheaper, but the car is exposed to the elements and minor bumps from other vehicles. Container shipping gives better protection, and you can even include some personal items if the shipping company allows.

I remember my cousin arguing over this decision for days. He wanted the cheaper Ro-Ro because “it’s just a car,” but after thinking about his newly polished BMW, he realized that a container was worth the extra cost to avoid scratches during transit. Knowing the shipping method in advance will guide how you prep the car.

Step 2: Remove All Personal Belongings

It sounds obvious, but you’d be surprised how often people forget. Customs regulations almost everywhere forbid personal items inside shipped vehicles. This includes small things like GPS units, car chargers, and even spare clothes in the trunk.

I once heard of a shipment held up in Nigeria because a bottle of water was found in the glove box. The port authorities were meticulous, and the car stayed in storage for a week until the owner could arrange for removal.

The takeaway: empty everything, including under-seat compartments, trunk, and glove boxes. If your shipping company allows, a small tool kit may be fine—but double-check with them.

Step 3: Document the Vehicle’s Condition

Before shipping, take a thorough record of your car’s condition. I mean a real audit: photos from multiple angles, close-ups of scratches or dents, and even a short video of the car running and the odometer.

Why? Because if any damage occurs during transit, this documentation is your proof. A friend of mine shipped a Toyota Highlander to Ghana and skipped this step. When it arrived with a dented bumper, the shipping company argued the damage might have happened after it left their custody. No photos, no claim. Lesson learned.

Step 4: Mechanical Check-Up

Your car should be mechanically sound, especially if you’re using Ro-Ro shipping, where the vehicle will be driven onto the ship. Ensure the battery is charged, tires are inflated, brakes are working, and fluids are topped up.

I remember my cousin’s BMW wouldn’t start at the port because the battery was low after sitting unused for weeks. The shipping company refused to load it until the battery issue was fixed. That delay could have been avoided with a simple pre-shipment check.

Step 5: Fuel Level

Keep the gas tank at roughly a quarter full. Too much fuel increases fire risk, while too little may make it hard to move the car during loading. It’s a delicate balance.

Some importers try to save a few dollars by draining the tank completely. That works if the car is fully automatic and can be pushed short distances, but in practice, a car often needs at least a bit of fuel to maneuver into position on the ship.

Step 6: Clean the Car Inside and Out

Port regulations sometimes require the undercarriage and exterior to be free of soil or debris—this is particularly true for imports to African countries with strict agricultural controls.

I watched a friend argue with a clearing agent in Togo because his Jeep’s undercarriage had mud clumps from his last off-road trip. They made him steam-clean it before it could be loaded. Avoid that headache: wash, vacuum, and wipe down your car. Make it spotless. Not just for aesthetics—the authorities appreciate it.

Step 7: Disable Alarms and Electronics

A car alarm going off mid-shipping is more than just annoying—it can damage the battery or electronics. Disconnect alarms, GPS trackers, and other aftermarket electronics unless your shipping company has specific instructions.

My cousin forgot to disable his BMW’s alarm. At the port, it triggered repeatedly during container loading. That added stress and a few unnecessary explanations to the port staff, not to mention some awkward stares from other importers.

Step 8: Check Tires and Suspension

Tires need proper inflation—neither overinflated nor underinflated. Suspension should be in normal working order. Why? The car may be driven onto a Ro-Ro ship or jostled inside a container. Proper tire pressure and suspension reduce the risk of damage during these movements.

I once heard a story of a Land Cruiser that arrived in West Africa with a flat tire because the owner didn’t check the pressure. Minor mistake, major frustration: it had to be replaced immediately at local rates, which were higher than in the U.S.

Step 9: Secure or Remove Loose Parts

Anything that can move during transit should be secured. This includes side mirrors, spoilers, or aftermarket accessories. For container shipments, the car will be strapped down, but loose parts can still shift and get damaged.

For Ro-Ro, even more caution is needed. One friend shipped a Nissan Pathfinder with roof racks attached. They were scratched badly because of tight spacing on the ship’s deck. Removing or securing parts prevents this.

Step 10: Gather All Required Documentation

The paperwork is as important as the physical preparation. Usually, you’ll need:

Original title/registration

Bill of Sale

Bill of Lading (once the shipping company issues it)

Proof of insurance or purchase

Passport or identification

Import permits if shipping commercially

My cousin had to scramble because he misplaced his original title. It caused a two-week delay at the port. Moral: organize all documents before the shipping date.

Step 11: Decide on Insurance

Marine insurance isn’t mandatory but is highly recommended. It covers theft, damage, or loss during the journey.

Some importers skip it to save a few hundred dollars, thinking “nothing will happen.” I’ve seen both outcomes. One friend shipped a used Camry without insurance—it arrived scratched, and he had to pay repairs out of pocket. Another shipped a Mercedes-Benz with full coverage, and when minor damage occurred, the insurer covered it promptly.

Step 12: Final Pre-Shipment Walkthrough

Before handing over your car, do a final walkaround and checklist:

Tire pressure checked?

Battery and fluids OK?

Vehicle clean inside and out?

Alarm disabled?

Loose parts secured?

All personal items removed?

Documentation ready?

Insurance arranged?

Treat this like a pre-flight check. Any missed step can cause delays, fines, or extra charges at the port.

Step 13: Label or Tag the Vehicle

Some shipping companies require you to label the car with your name, shipping company, and destination port. It might seem excessive, but it helps port staff and reduces mix-ups, especially when multiple vehicles are sharing a container.

Step 14: Delivery to the Shipping Company or Port

Once everything is ready, coordinate with your shipping company for drop-off. Ro-Ro vehicles are usually driven directly onto the vessel, so make sure someone familiar with the car handles it. For container shipping, the car is loaded into the container and secured.

Watch carefully during loading if possible. Seeing the care—or lack thereof—that the staff take can give you peace of mind or alert you to potential issues.

Personal Anecdote: The Day of Shipping

I remember standing with my cousin as the shipping company loaded his BMW into a container. We double-checked the straps, the tire pressure, and the paperwork. It was a mix of excitement and nervousness. That day, I realized shipping a car is almost like sending a part of your home overseas. You want to protect it as much as possible because, once it’s on that ship, it’s out of your hands.

Common Mistakes to Avoid

Even with the best preparation, people slip up. Some of the most common mistakes include:

Leaving personal items in the car

Skipping pre-shipment documentation or photos

Forgetting to disconnect alarms or electronics

Not checking tire pressure or fluid levels

Misplacing essential documents

Avoiding these prevents stress, fees, and potential damage.

Why Pre-Shipment Prep Matters

A properly prepared car is more likely to arrive safely, on time, and without extra costs. Ports and shipping companies have thousands of vehicles moving every month, and any issue can hold up your car or create disputes. Good preparation isn’t just a suggestion—it’s a way to protect your investment and sanity.

Final Thoughts

Shipping a car might seem daunting at first, but breaking it down into steps makes it manageable. Empty the vehicle, check its condition, secure loose parts, and organize the paperwork. Insurance is optional but highly recommended. Take photos, document the car, and ensure it’s mechanically ready.

When my cousin finally saw his car unloaded at the port months later, he told me,

Published on: Sep 07, 2025

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