How to Choose and Work with Car Shipping Companies: A Step-by-Step Guide

Whether you're relocating across the country, buying a car from another state, or sending a vehicle to a family member, working with car shipping companies has become an essential service for millions of Americans. The vehicle transport industry moves over 11 million cars annually, but navigating this market can feel overwhelming without proper guidance.

Choosing the right car shipping company isn't just about finding the lowest price—it's about protecting what's often your second-largest investment while ensuring reliable, timely delivery. A poor choice can result in delayed shipments, vehicle damage, hidden fees, or worse, dealing with fraudulent operators who disappear with your deposit.

This guide will walk you through every aspect of working with car shipping companies, from initial research to final delivery, helping you make informed decisions that protect both your vehicle and your wallet.

Step-by-Step Instructions for Choosing Car Shipping Companies

1. Research and Create Your Shortlist

Start by gathering quotes from at least 5-7 car shipping companies. Use reputable platforms like uShip, Montway Auto Transport, or Ship a Car Direct to compare options. Look for companies with:

USDOT numbers (required for interstate transport)
MC (Motor Carrier) authority numbers
Minimum 3+ years in business
BBB accreditation or high ratings

For example, when researching Montway Auto Transport, you'll find their USDOT number is 2334754, and they've been operating since 2008 with an A+ BBB rating.

2. Verify Licensing and Insurance

Every legitimate car shipping company must have:

Federal Motor Carrier Safety Administration (FMCSA) registration
Current insurance certificates showing cargo coverage (typically $100,000+ per incident)
State-specific licensing if required

Check the FMCSA's SAFER database using the company's USDOT number to verify their operating status and safety ratings.

3. Request Detailed Written Quotes

Contact each company for comprehensive quotes including:

Pickup and delivery locations (door-to-door vs. terminal)
Transport dates and delivery windows
Vehicle specifications (make, model, year, modifications)
Transport type (open vs. enclosed carrier)
Insurance coverage details
Total cost breakdown with all fees

For instance, shipping a 2020 Honda Accord from Los Angeles to New York typically costs $1,200-$1,500 via open transport, while enclosed transport ranges from $1,800-$2,200.

4. Evaluate Company Credentials and Reviews

Dig deeper into each company's background:

Read Google Reviews, Yelp, and Transport Reviews
Check complaint ratios on the Better Business Bureau
Review FMCSA safety scores and inspection records
Look for industry certifications or awards

Pay attention to how companies respond to negative reviews—professional responses indicate good customer service practices.

5. Compare Contract Terms and Conditions

Carefully review each company's contract focusing on:

Cancellation policies and fees
Delivery window guarantees
Damage claim procedures
Payment terms and deposit requirements
Force majeure clauses

Legitimate car shipping companies typically require only small deposits ($100-$200) with the balance due upon delivery.

6. Schedule Your Shipment

Once you've selected a company:

Book 2-4 weeks in advance for best rates and availability
Provide accurate pickup and delivery addresses
Confirm vehicle condition documentation procedures
Arrange to be present (or designate someone) for pickup and delivery
Remove personal items and prepare your vehicle

7. Document Vehicle Condition

Before pickup:

Take high-resolution photos from multiple angles
Note existing damage on the Bill of Lading
Check fluid levels and tire pressure
Ensure the gas tank is 1/4 full or less
Remove toll passes, garage door openers, and valuables

8. Monitor Transit and Maintain Communication

Stay informed throughout the shipping process:

Request regular updates from your assigned coordinator
Track your shipment if online tracking is available
Maintain open communication about any schedule changes
Prepare for delivery logistics

9. Inspect Vehicle Upon Delivery

When your car arrives:

Inspect thoroughly before signing the Bill of Lading
Compare current condition to pickup photos
Document any new damage immediately
Test all systems (lights, engine, electronics)
Note concerns on delivery paperwork before signing

Common Mistakes to Avoid

Choosing Based Solely on Price: The cheapest quote often comes with hidden costs or subpar service. Companies offering prices significantly below market rates may use bait-and-switch tactics or lack proper insurance coverage.

Failing to Verify Company Credentials: Never work with car shipping companies that can't provide USDOT numbers or insurance certificates. Scam operators often use fake credentials or none at all.

Not Reading the Fine Print: Overlooking contract details can lead to surprise fees, extended delivery windows, or unfavorable damage claim procedures. Always read cancellation policies and liability limitations.

Providing Large Upfront Deposits: Legitimate companies don't require large deposits. Be wary of any company demanding 50% or more upfront—this is often a sign of fraud.

Ignoring Red Flags: Door-to-door solicitation, prices that seem too good to be true, or pressure tactics are warning signs. Professional car shipping companies don't use high-pressure sales techniques.

Poor Vehicle Preparation: Failing to document existing damage or leaving valuables in the car can lead to disputes and losses. Always follow preparation guidelines exactly.

Pro Tips and Best Practices

Book During Off-Peak Seasons: Schedule shipments during fall and spring when demand is lower. Avoid summer months and winter holidays when prices spike by 20-30%.

Be Flexible with Dates: Offering 7-10 day pickup windows can reduce costs by $100-200 compared to exact date requirements.

Consider Terminal-to-Terminal: While less convenient, terminal pickup and delivery can save 10-15% compared to door-to-door service.

Bundle Multiple Vehicles: Shipping multiple cars simultaneously often provides per-vehicle discounts of 10-20%.

Maintain Communication Logs: Keep detailed records of all interactions, including date, time, and representative names. This documentation proves invaluable if issues arise.

Research Route Popularity: Cars shipping on popular routes (California to New York, Florida to Texas) typically cost less and move faster than remote destinations.

Tools and Resources Needed

Essential Documents:

Vehicle registration and title
Valid driver's license
Insurance information
Contact information for pickup/delivery representatives

Research Tools:

FMCSA SAFER database for company verification
BBB website for complaint research
Google Maps for accurate address verification
Smartphone camera for condition documentation

Helpful Apps and Websites:

uShip for quote comparisons
Transport Reviews for customer feedback
FMCSA website for regulatory information
Company-specific tracking portals

Cost Considerations

Base Pricing Factors:

Distance: $0.60-$1.20 per mile
Vehicle size and weight
Transport type (open vs. enclosed)
Pickup/delivery locations
Seasonal demand

Additional Fees to Budget:

Expedited service: $200-500 premium
Enclosed transport: 40-60% more than open
Non-running vehicles: $75-200 additional
Remote area delivery: $50-150 extra

Payment Methods: Most car shipping companies accept:

Cash or certified check at delivery
Credit cards (may include processing fees)
Wire transfers for deposits

Money-Saving Strategies:

Get quotes from multiple companies
Book in advance
Choose flexible pickup dates
Select terminal service when practical
Ship during off-peak seasons

Frequently Asked Questions

Q: How far in advance should I book car shipping companies? A: Book 2-4 weeks ahead for best availability and rates. Last-minute bookings often cost 20-30% more and may face limited carrier availability.

Q: What insurance coverage do car shipping companies provide? A: Reputable companies carry cargo insurance ranging from $100,000-$1,000,000 per incident. However, coverage varies, so always request specific policy details and consider supplemental coverage for high-value vehicles.

Q: Can I put personal items in my car during transport? A: Most car shipping companies prohibit personal items due to weight restrictions and liability concerns. Some allow up to 100 pounds in the trunk, but items aren't covered by insurance.

Q: What's the difference between open and enclosed transport? A: Open transport uses multi-car trailers exposed to weather but costs less. Enclosed transport provides weather protection and is recommended for luxury, classic, or modified vehicles, costing 40-60% more.

Q: How long does car shipping typically take? A: Coast-to-coast shipments take 7-14 days, while shorter distances may take 2-7 days. Factors affecting timing include route popularity, weather, and carrier schedules.

Q: What happens if my car is damaged during transport? A: Document damage immediately upon delivery and file a claim with the carrier's insurance. Take photos and get written acknowledgment of damage from the driver before signing the Bill of Lading.

Q: Are car shipping companies regulated? A: Yes, interstate car shipping companies must register with FMCSA and maintain proper licensing and insurance. They're subject to federal regulations and safety inspections.

Next Steps

Now that you understand how to work effectively with car shipping companies, start by creating your shortlist of potential carriers. Begin gathering quotes at least three weeks before your desired shipping date to ensure adequate time for research and booking.

Remember that the cheapest option isn't always the best value—focus on finding reputable car shipping companies with strong safety records, proper insurance, and positive customer reviews. Take time to verify credentials, read contracts carefully, and prepare your vehicle properly for transport.

By following this guide, you'll be equipped to navigate the car shipping process confidently, avoid common pitfalls, and ensure your vehicle arrives safely at its destination. Start your research today to secure the best rates and service for your specific needs.