Preparing Your Car for Long-Distance Shipping: Complete Canadian Checklist

Did you know that over 1.5 million vehicles are transported across Canada annually? Whether you’re shipping a car from Toronto to Calgary or moving your vehicle across any Canadian province, proper preparation is the key to a smooth, stress-free transport experience.

Are you wondering what steps you need to take before your vehicle gets loaded onto a transport carrier? Properly preparing your car for shipping protects your investment, speeds up the pickup process, and helps avoid potential delays or issues. This comprehensive Canadian car shipping checklist covers everything you need to know to prepare your vehicle for long-distance transport.

What Does Preparing Your Car for Shipping Really Mean?

Car shipping preparation involves taking specific steps to ready your vehicle for safe transport across long distances. This process protects both your car and ensures compliance with auto transport regulations.

Essential Components of Vehicle Transport Preparation

Documentation Readiness: Gathering necessary paperwork including registration, insurance information, and transport contracts ensures a smooth pickup and delivery process.

Physical Preparation: Cleaning, inspecting, and documenting your vehicle’s current condition protects you if any issues arise during car transport across Canada.

Mechanical Checks: Ensuring your vehicle is in proper working condition prevents delays during loading and unloading, especially important for door-to-door auto transport service.

Safety Compliance: Following transport company guidelines protects your vehicle and meets legal requirements for interprovincial car shipping.

Why Proper Car Shipping Preparation Matters

Understanding why each preparation step matters helps you appreciate the importance of thorough pre-transport care.

Protecting Your Investment During Auto Transport

The average vehicle in Canada is worth $30,000-$50,000. Proper preparation safeguards this investment during cross-country transport.

Preventing Damage: Securing loose items, removing accessories, and documenting pre-existing conditions prevents damage claims and disputes.

Insurance Requirements: Most auto transport insurance requires vehicles to be properly prepared. Failing to meet preparation guidelines could affect your coverage if issues arise.

Avoiding Delays: Unprepared vehicles cause pickup delays, which can push back your entire shipping timeline—especially problematic if you’re coordinating with a move from Edmonton to Calgary or other time-sensitive relocations.

Streamlining the Car Shipping Process

Professional transport companies handle thousands of vehicles. When you prepare properly, you:

Create positive relationships with drivers and transport companies

Reduce pickup time from 30 minutes to just 10-15 minutes

Minimize back-and-forth communication about vehicle issues

Speed up delivery by having everything ready for final inspection

How to Prepare Your Car for Long-Distance Shipping: Complete Checklist

Follow this comprehensive car shipping preparation guide to ensure your vehicle is ready for transport across Canada.

2-3 Weeks Before Shipping: Initial Preparation Steps

1. Choose Your Shipping Service

Decide between door-to-door auto transport and terminal-to-terminal shipping based on your needs and budget. Door-to-door offers maximum convenience, while terminal-to-terminal can save money.

2. Book Your Transport

Schedule your car shipping early, especially during busy seasons (May-September) or for popular routes like Toronto to Calgary or Calgary to Montreal.

3. Review Transport Company Requirements

Contact your auto transport provider to understand their specific preparation requirements. Each company may have slightly different guidelines.

4. Gather Documentation

Collect these essential documents:

Vehicle registration
Proof of insurance
Driver’s license
Transport company contract
Any vehicle-specific documentation (lease agreements, special instructions)

1 Week Before Shipping: Vehicle Preparation

5. Perform a Mechanical Check

Ensure your vehicle is in proper working condition:

Check tire pressure and inflate to manufacturer specifications
Test battery to ensure it starts reliably
Check fluid levels (oil, coolant, brake fluid, windshield washer)
Inspect for leaks underneath the vehicle
Test brakes for proper function
Verify parking brake works correctly

If your vehicle is non-running or inoperable, inform your transport company immediately. Non-running vehicles require special equipment and typically cost more to ship.

6. Clean Your Vehicle Thoroughly

A clean car isn’t just about appearance—it’s about proper inspection:

Exterior wash: Makes pre-existing scratches, dents, and damage visible for documentation
Interior cleaning: Removes debris that could shift during transport
Undercarriage inspection: Clean enough to spot leaks or mechanical issues

7. Remove or Secure Loose Items

Remove these items completely:

Personal belongings (electronics, clothing, documents)
Aftermarket accessories (bike racks, roof boxes, custom spoilers)
Toll transponders and parking passes
Garage door openers
Valuable items

Secure these permanently attached items:

Retractable antennas (lower them completely)
Side mirrors (if foldable, fold inward)
Convertible tops (ensure fully closed and latched)

8. Reduce Fuel Level

Keep your gas tank at ¼ full or less. This:

Reduces vehicle weight for safe loading
Meets transport company safety requirements
Provides enough fuel for loading/unloading
Minimizes fire risk during transport

9. Check for Mechanical Issues

Address any warning lights, unusual sounds, or mechanical problems before shipping. Transport companies need vehicles that can:

Start reliably
Shift into neutral
Brake effectively
Roll freely when in neutral

24-48 Hours Before Pickup: Final Steps

10. Document Your Vehicle’s Condition

This is the most critical preparation step:

Take photos from all angles (front, back, both sides, roof, wheels)
Close-up shots of any existing damage, scratches, or dents
Timestamp photos using your phone’s automatic date stamp
Record mileage and note any dashboard warning lights
Video walkthrough provides additional documentation

Store these digitally and keep backups. These photos are crucial if you need to file a damage claim.

11. Disable Alarms and Special Features

Turn off:

Car alarms that could be triggered during transport
GPS tracking that alerts you to movement
Automatic door locks
Keyless entry systems that might unlock unexpectedly

12. Prepare Keys and Access Information

Provide one set of keys to the driver (keep a spare)
Note any special starting instructions for the transport team
Include alarm codes if applicable
Share fuel door/trunk release locations if non-standard

13. Verify Insurance Coverage

Confirm:

Your personal auto insurance coverage during transport
Transport company’s insurance limits and coverage
Any deductibles or exclusions
Claims process if damage occurs

Day of Pickup: Final Checklist

14. Meet the Driver with Documentation Ready

Have these ready for the driver:

Photo ID
Vehicle registration
Insurance documentation
Keys

15. Walk-Around Inspection with Driver

Review vehicle condition together
Point out any pre-existing damage
Sign the Bill of Lading (transport contract)
Get driver contact information
Confirm delivery timeline and location

16. Take Final Photos

Even though you documented earlier, take additional photos:

With the driver present
As vehicle is being loaded
Final shot once secured on carrier

Special Considerations for Canadian Car Shipping

Winter Preparation for Vehicle Transport

If shipping during Canadian winter months:

Remove ice and snow completely from vehicle exterior
Check antifreeze levels to prevent freezing during transport
Clear wheel wells of ice buildup
Test battery (cold weather reduces battery performance)
Document salt damage or rust if present

Preparing Cars for Specific Routes

Popular Canadian shipping routes have specific considerations:

Long-distance routes (Regina to Toronto, Vancouver to Montreal) require:

Extra thorough mechanical checks
Additional documentation photos
Confirming multiple contact numbers for updates

Shorter regional routes (Edmonton to Calgary, Regina to Saskatoon) may:

Have faster pickup/delivery times
Allow more flexibility in scheduling
Offer more frequent transport availability

What NOT to Do When Preparing Your Car for Shipping

Avoid these common preparation mistakes:

Don’t leave valuables in the vehicle – Transport companies don’t insure personal items, and items could be damaged or lost.

Don’t skip documentation – Without photos, proving pre-existing damage becomes difficult if issues arise.

Don’t ignore mechanical issues – Problems that seem minor could prevent your vehicle from being loaded, causing expensive delays.

Don’t overfill the gas tank – Safety regulations limit fuel levels during transport.

Don’t leave custom accessories attached – Expensive add-ons could be damaged or lost during transport.

Summary: Your Car Shipping Preparation Checklist

Preparing your car for long-distance shipping across Canada involves systematic steps to protect your vehicle and ensure smooth transport. Key preparation points:

✅ Clean and document vehicle condition thoroughly with photos

✅ Perform mechanical checks and address any issues

✅ Remove personal belongings and loose accessories

✅ Reduce fuel to ¼ tank or less

✅ Disable alarms and special features

✅ Gather all necessary documentation

✅ Communicate special requirements to your transport company

✅ Complete walk-around inspection with driver at pickup

Proper preparation takes 2-3 hours but saves significant time, stress, and potential costs. Whether you’re shipping from Toronto to Calgary, moving a dealership vehicle through car transport for dealerships, or relocating across any Canadian provinces, following this checklist ensures your vehicle arrives safely.

Ready to Ship Your Vehicle Across Canada?

Let Hanamark Auto Transport handle your cross-country vehicle shipping with care and professionalism. Our experienced team guides you through every preparation step and provides transparent, no-hidden-fee pricing for all major Canadian routes.

Get Your Free Quote Today or Contact Our Team to discuss your car shipping needs.

FAQ: Preparing Car for Shipping Canada

What should I remove from my car before shipping?

Remove all personal belongings including electronics, documents, valuables, clothing, and loose items from both passenger areas and trunk. Also remove aftermarket accessories like bike racks, roof boxes, toll transponders, and garage door openers. Transport companies don’t insure personal items, and loose objects could damage your vehicle’s interior during transport. You can leave permanently attached items like floor mats and spare tires, but everything else should be removed before pickup.

How much gas should be in my car for shipping?

Your vehicle should have approximately ¼ tank of fuel (about 25% full) when shipped. This provides enough gas for loading, unloading, and any necessary short-distance driving during the transport process, while meeting safety requirements for vehicle transport. A fuller tank adds unnecessary weight and increases fire risk, while too little fuel could prevent the vehicle from being moved when needed. Most transport companies require between ⅛ and ¼ tank as the maximum fuel level.

Do I need to wash my car before shipping?

Yes, washing your car before shipping is essential—not just recommended. A clean exterior allows you and the transport driver to clearly identify and document any pre-existing scratches, dents, or damage during the inspection process. Without a clean vehicle, it’s difficult to distinguish new damage from dirt or grime, which could complicate insurance claims if issues arise. Take photos of your clean vehicle from all angles before pickup to have clear documentation of its condition.

Can I leave items inside my car during transport?

While some companies allow minimal items in the trunk (typically under 100 lbs), it’s strongly discouraged. Transport companies don’t insure personal belongings, so anything left in your vehicle is at your own risk. Items could shift during transport, damaging your car’s interior, or potentially be lost or stolen. Additionally, heavy items affect vehicle weight distribution and could violate transport regulations. If you must leave something, keep it lightweight, secured in the trunk, and understand it’s not covered by transport insurance.