A vehicle handover can appear straightforward until a missing document, a low-clearance driveway, or an undisclosed mechanical issue delays collection. Knowing how to prepare car shipping means treating the pickup as a professional transfer of responsibility – with the same care you would expect for a valuable asset, a classic car, or an executive vehicle.
Whether your car is moving between Swiss cities, being collected from a hotel, or transported across a border, preparation protects your schedule and gives every party a clear record of the vehicle’s condition. A few considered steps before the appointed time can prevent avoidable questions at handover and help the transport proceed as planned.
Confirm the Transport Details Before Pickup
Begin with the practical facts: the collection address, delivery address, agreed time window, and the name and phone number of the person authorized to hand over the vehicle. If someone else will be present at pickup – a colleague, family member, hotel concierge, or fleet manager – make sure they have the necessary documents and vehicle keys.
Access deserves particular attention. Transport vehicles need sufficient space to approach, load, and leave safely. A narrow residential lane, underground garage, restricted city center, steep driveway, or security-controlled property may require an alternative meeting point. In busy areas such as Zurich, Geneva, or central Bern, it is often more efficient to arrange handover at a location with clear access rather than risk delays at the original address.
Share relevant details early. This includes unusual vehicle dimensions, lowered suspension, limited ground clearance, a non-running condition, oversized tires, or modifications that affect loading. A professional transport provider can plan for these requirements, but only if they are known before dispatch.
How to Prepare Car Shipping Documents
Documentation is not paperwork for its own sake. It confirms ownership, authorization, and the vehicle’s identity while reducing uncertainty at collection and delivery.
Keep the vehicle registration available, together with valid photo identification for the owner or the person releasing the car. For corporate vehicles, confirm whether an authorization letter, company contact, or fleet documentation is needed. If the car is crossing an international border, ask in advance which customs, import, export, insurance, and ownership documents apply to the route. Requirements vary by destination, vehicle status, and whether the transport is temporary or permanent.
It is also sensible to confirm the vehicle identification number against the registration before handover. A single incorrect digit in a booking record can create unnecessary complications later. If the vehicle is leased, financed, or owned by a company, establish ahead of time who has authority to approve the movement.
Do not leave original personal documents inside the car unless they are specifically required for the transport process. Keep passports, sensitive business papers, financial information, and items of personal value with you.
Record the Vehicle’s Condition Clearly
A thorough condition record is one of the most useful parts of preparing a vehicle for transport. Wash the exterior if practical, especially when the car has accumulated road grime, salt, or mud. A clean surface makes existing marks visible and allows both parties to assess the vehicle fairly.
Take dated photographs in good light. Capture the front, rear, both sides, roof, wheels, windshield, and close-ups of any existing chips, scratches, dents, or curb marks. Photograph the interior as well if it contains premium finishes, screens, or visible wear you want recorded. The purpose is not to anticipate a problem. It is to establish an accurate, shared baseline.
At pickup, review the condition report carefully before signing. If a mark is missed or described imprecisely, raise it immediately. The same applies on delivery: inspect the vehicle before accepting the handover wherever circumstances allow. Professionalism is built on clear records and calm communication, not assumptions.
Prepare the Car for Safe Loading
The vehicle should be mechanically safe to move unless the transport has been arranged as a non-running collection. Check tire pressure, battery condition, fluid leaks, and whether the parking brake releases normally. If there is a starting procedure, alarm system, immobilizer, or keyless-entry feature that requires special handling, explain it to the driver before loading.
Keep the fuel level low but sufficient for maneuvering, typically enough to move the vehicle on and off the transport equipment. A nearly full tank adds unnecessary weight. If the car is electric or plug-in hybrid, make sure it has enough charge for loading and unloading, then provide any essential instructions regarding charging ports, drive modes, or transport settings.
Remove personal belongings, loose accessories, and any items that could shift during transit. This includes luggage, sporting equipment, charging cables not required for the vehicle, toll devices, garage remotes, and detachable phone mounts. Transport providers may have restrictions on what can remain in a vehicle, particularly for cross-border movements. It is better to ask than to assume.
For convertibles, confirm the roof is fully closed and secure. Retract or remove easily damaged antenna components where appropriate. Disable any automatic features that could create difficulties during loading, such as an alarm that activates when the vehicle is tilted. If you are uncertain, provide the relevant instructions in writing.
Decide What Type of Transport Fits the Vehicle
Not every vehicle requires the same transport arrangement. An everyday car traveling a short distance may be suitable for standard transport, while a collector vehicle, high-value sports car, or car with exceptional paintwork may warrant additional protection. The right option depends on the vehicle, route, weather exposure, collection conditions, and your own expectations for handling.
Open transport can be practical for many routine vehicle moves. Enclosed transport offers greater protection from weather, road debris, and visibility, but availability and scheduling can differ. For low vehicles or models with specialized loading requirements, equipment choice matters as much as the transport format.
Be direct about the vehicle’s value and condition. A professional provider does not need a dramatic story, but they do need accurate information to select the right approach. This is especially relevant for vehicles being moved for an event, a wedding, a corporate engagement, or a hotel guest’s onward travel where timing and presentation both matter.
Plan the Handover, Not Just the Booking
The most reliable transport arrangements have a named contact at both ends. Confirm who will release the vehicle, who will receive it, and how each person can be reached on the day. If the delivery location is a hotel, office, private residence, or event venue, notify the relevant staff so access is not delayed by security procedures or parking controls.
Provide at least one working key and, where appropriate, a second key. Keep any spare key in your possession unless the transport arrangement specifically requires otherwise. Make sure the driver knows about wheel-lock keys, charging cards, service-mode instructions, or any unusual controls needed to operate the vehicle safely.
Timing should include room for real-world conditions. Traffic restrictions, weather, customs procedures, and difficult access can affect an otherwise well-organized move. For a vehicle needed at a fixed time, such as a business appointment or formal event, schedule delivery with a sensible buffer rather than relying on a narrow arrival window.
A prepared vehicle gives the transport team what they need to work efficiently and gives you the confidence that nothing has been left to chance. The final handover should feel quiet, organized, and complete: the right documents, the right keys, a clear condition record, and a vehicle ready to move.
