How to Prepare Your Vehicle for Vancouver Auto Transport

Preparing your vehicle for vancouver auto transport takes about an hour but prevents delays, extra fees, and pickup refusals. Professional carriers like Navistar Auto Transport expect vehicles ready to load when they arrive. Following preparation guidelines protects your car during the journey and keeps everything on schedule.

When you book car shipping from Vancouver to Calgary, you receive a preparation checklist explaining what needs done before pickup day. These requirements come from years of transport experience and British Columbia safety regulations. Carriers operating in Western Canada must follow specific rules about vehicle condition and loading procedures.

Unprepared vehicles create problems for everyone. The driver loses time. Other customers waiting for pickup or delivery face schedule changes. You might miss your pickup window completely if preparation issues need fixing.
This guide explains every preparation step using real requirements from BC transport operations. You'll learn fuel requirements, what personal items must come out, why washing your car matters so much, and how the inspection process protects you. These instructions apply whether you're shipping locally in the Lower Mainland or sending your vehicle to Alberta.
Professional carriers see every possible preparation mistake. Full gas tanks. Dead batteries. Back seats packed with belongings. Dirty exteriors hiding damage. Each mistake creates delays. Each delay costs time and sometimes money.

Every car transport company operating in British Columbia requires vehicles contain no more than quarter tank of fuel at pickup. This is not a suggestion or recommendation. It's a firm requirement based on safety regulations and practical transport considerations throughout Canada.

Why Quarter Tank Matters for Transport

Fuel adds real weight. A full tank in most vehicles weighs 40 to 60 kilograms depending on tank capacity. When carriers load 8 or 10 vehicles on one trailer, excess fuel adds 300 to 500 kilograms of unnecessary weight. That extra mass increases fuel consumption for the carrier truck, reduces braking effectiveness, and adds wear on equipment.

Weight matters even more on BC mountain routes. Vehicles traveling from Vancouver through the Coquihalla Highway or Rogers Pass already face steep grades. Extra fuel weight makes climbing these passes harder and increases brake wear during descents.

Safety regulations enforced by BC Commercial Vehicle Safety and Enforcement limit how much fuel can be transported in vehicle tanks. Too much fuel creates fire risk if accidents occur during transport. Quarter tank provides enough fuel for loading and unloading operations without creating excessive safety risk.

Carriers also worry about fuel spillage during mountain transport. Even properly sealed gas caps can leak when vehicles tilt on loading ramps or experience vibrations during highway travel through Fraser Canyon or other rough sections. Less fuel means less spillage risk and less environmental impact if leaks happen.

Checking Your Fuel Level

Look at your fuel gauge before pickup day. Quarter tank means the needle sits about one quarter of the way between Empty and Full. Most vehicles drive 60 to 100 kilometers on quarter tank depending on fuel efficiency and driving conditions.

If your gauge shows half tank or more, drive around your neighborhood or run errands until it drops to quarter level. Don't wait until the morning of pickup to deal with this. Getting caught with too much fuel delays loading and frustrates everyone.

Some older vehicles have broken fuel gauges that don't show accurate readings. Tell the driver during your booking call if your gauge doesn't work properly. They can estimate fuel level by checking how the vehicle sits and listening for fuel movement in the tank.

What Happens With Too Much Fuel

Drivers check fuel levels during pickup inspection as part of their standard procedure. If your tank reads above quarter full, they'll ask you to reduce it before loading. This means driving your vehicle somewhere to burn off excess fuel or finding a way to siphon it out.

Neither option works well on pickup day. Driving around to burn fuel takes 30 to 60 minutes depending on how full your tank is. Siphoning requires equipment most people don't have at home. Either way, your pickup gets delayed and the driver's entire schedule shifts.

Some carriers refuse to load vehicles with full tanks. Their insurance and safety policies don't allow it. If you can't reduce fuel level quickly, they'll reschedule your pickup for another day. This pushes back your delivery timeline and might cost you extra if you need expedited service to make up lost time.

Save yourself this headache. Check fuel level a few days before pickup. If it's above quarter tank, use that gas running errands or commuting. Plan ahead so your vehicle is ready when the carrier arrives.

Remove all personal belongings from your vehicle before the carrier arrives for pickup. This includes items in the glove box, door pockets, center console, trunk, and truck beds. The vehicle needs to be completely empty except for the spare tire, jack, and other factory installed equipment.

Why Carriers Prohibit Personal Items

This rule protects both you and the carrier. Transport companies maintain insurance covering vehicle damage during loading, transit, and unloading. Their insurance does not cover personal belongings or cargo inside vehicles. If your laptop, clothes, or tools go missing or get damaged during transport, the carrier bears no liability and their insurance won't cover it.

Items left inside vehicles can shift during mountain transport through BC. A box sitting in your back seat during Vancouver city driving stays put. That same box slides around when the carrier climbs steep grades through Rogers Pass or navigates winding sections of Highway 1 through Fraser Canyon. Shifting items damage your vehicle interior by hitting door panels, scratching seats, or cracking windows.

Loose items also create safety issues. Something heavy sliding forward during braking could hit the windshield from inside. Items rolling under pedals could interfere with vehicle operation if the driver needs to move your car during loading or unloading.

Professional carriers inspect interiors before loading. If they find personal belongings, they'll ask you to remove everything before proceeding. This delay affects their schedule and yours.

What Counts as Personal Belongings

Everything that didn't come with your vehicle from the factory counts as a personal belonging. Common items people forget to remove include:
GPS units attached to windshields or dashboards need removal. Toll transponders like BC's DEC sticker should come off. Phone chargers, USB cables, and electronics accessories all count as personal items.

Remove sunglasses, change from cup holders, parking permits, and garage door openers. Take out floor mats unless they're original equipment. Remove air fresheners, phone mounts, and dashboard decorations.

Empty the glove box completely. Registration and insurance documents should stay with you, not in the vehicle during transport. Take out the owner's manual if you want to keep it accessible during your move.
Check door pockets and center consoles thoroughly. People often leave sunglasses, pens, receipts, and small items in these spots without thinking about them.

Trunk and Cargo Area Rules

Your trunk or truck bed must be completely empty. No boxes, tools, spare clothes, or equipment. Some people try to save moving costs by packing their trunk full of belongings. This violates transport regulations and creates problems.

Weight in the trunk affects how your vehicle sits on the carrier. Uneven weight distribution makes proper securing difficult. Heavy items in the trunk can also damage your suspension during transport as the vehicle bounces and shifts on the trailer.

Pickup trucks present special challenges. People treat truck beds like moving storage. Everything must come out including toolboxes, bed liners that aren't permanently installed, tonneau covers that remove easily, and any cargo whatsoever.

Limited Exceptions With Advance Permission

Some carriers allow very limited exceptions with advance permission and strict weight limits. A properly secured child car seat under 25 kilograms might be permitted if you discuss it during booking. The seat must be strapped in correctly so it won't move during transport.

Factory installed cargo organizers and equipment can stay. These items are part of the vehicle and don't count as personal belongings. Anything bolted or permanently attached to the vehicle typically stays.

When in doubt, ask Navistar Auto Transport during booking. They'll tell you whether a specific item can stay or must be removed. Never assume something is okay without asking first. Surprises on pickup day create delays nobody wants.

For more guidance on what's allowed, check the services page or the detailed FAQ section which covers common preparation questions.

Wash your vehicle exterior thoroughly before pickup day. This isn't about making your car look nice. Clean surfaces allow accurate inspection photos that document your vehicle's condition before transport begins. These photos become critical if damage disputes arise after delivery.

Why Clean Exterior Matters

The pickup inspection requires the driver to photograph your vehicle from every angle and document existing damage on the Bill of Lading form. Dirt, mud, road salt, and grime hide scratches, dents, and paint chips. When photos can't show clear vehicle condition, disputes happen after delivery.
Imagine your car arrives in Calgary with a small dent. You claim it happened during transport. The carrier reviews pickup photos but can't tell if the dent existed before because mud covered that area. Without clear photos proving the dent is new, you might not get compensation even if transport truly caused the damage.

BC winters leave vehicles covered in road salt, sand, and grime. If you're shipping during winter months, pay extra attention to washing off all the crusty buildup that accumulates on wheel wells, bumpers, and lower body panels. This winter crud hides damage better than anything else.

Professional carriers sometimes refuse to load dirty vehicles. Their inspection process requires clear visibility of all surfaces. If your vehicle is too dirty to inspect properly, the driver will ask you to wash it before loading. This delays pickup and pushes back the entire schedule.

What Gets Washed

Hit the car wash or wash at home a day or two before pickup. Focus on these areas:

All body panels including doors, fenders, hood, roof, and trunk or tailgate need washing. Pay attention to lower sections where dirt accumulates heavily. Rocker panels below the doors and the area behind wheel wells collect grime that hides damage.

Wash all four wheels and the visible parts of wheel wells. Curb rash on wheels and rim damage needs documentation. Wheels covered in brake dust or mud prevent accurate photos.

Clean front and rear bumpers completely. Bumpers take the most abuse during regular driving and often have small scratches or scuffs. All existing damage must be visible and photographable.

Windows should be clean enough to see inside the vehicle during inspection. Windshields, side windows, and rear window need washing.

Interior Cleaning Matters Too

While exterior cleaning is most important for photos, a clean interior helps too. Vacuum seats and floors to remove debris. This makes interior inspection easier and shows you care about your vehicle's condition.

A clean interior also helps you remember to remove all personal belongings. When you vacuum and wipe surfaces, you notice items tucked into door pockets or under seats that you might otherwise forget.

Remove trash, empty water bottles, and any junk that accumulated during regular driving. The driver will look inside as part of the inspection. A clean interior presents your vehicle better and makes the whole process smoother.

More details in our complete car transport guide

Your vehicle must start reliably and drive normally for standard auto transport service. Carriers expect to drive your car onto the trailer under its own power. Vehicles with mechanical problems need special arrangements and cost more to transport.

Making Sure Your Car Starts

Test your battery a few days before pickup. Turn the key and make sure the engine starts quickly without extended cranking. If your battery is weak or old, consider replacing it before transport. Dead batteries on pickup day create major problems.

Cold weather affects battery performance. If you're shipping during BC winter months, weak batteries fail more easily. A battery that barely starts your car in Vancouver might not start at all after sitting for a few days waiting for pickup.

Batteries over 4 or 5 years old should be tested or replaced before transport. Most auto parts stores test batteries for free. This simple check prevents embarrassing situations when the driver tries to load your vehicle and it won't start.

Tire Condition and Pressure

Check tire pressure and inflate all four tires to the manufacturer's recommended level. You'll find this information on a sticker inside the driver's door frame or in your owner's manual. Proper tire pressure ensures safe loading and prevents tire damage during transport.

Carriers cannot safely transport vehicles with flat tires. The vehicle won't roll properly onto the trailer. Flat tires also get damaged further during the loading process. If you have a flat, repair or replace it before pickup day.
Severely worn tires with cords showing should be replaced. While carriers can transport vehicles with worn tires, extremely bad tires increase the risk of blowouts or other problems that delay delivery.

Steering and Brakes

Your vehicle's steering must work normally without excessive play or binding. The driver needs to steer your car onto the trailer and position it correctly. Vehicles with steering problems create loading difficulties and safety issues.
Brakes should work well enough to stop the vehicle during low speed loading operations. The driver doesn't need perfect brakes but needs enough braking power to control the vehicle while driving it onto the carrier.
If your vehicle has known steering or brake problems, discuss this with Navistar Auto Transport during booking. They'll determine whether your vehicle can be transported with standard service or needs special arrangements.

Fluid Leaks and Mechanical Issues

Check under your vehicle for fluid leaks. Small drips don't usually cause problems but large leaks do. Oil or coolant dripping on the carrier or on vehicles below yours creates liability issues.

If your vehicle leaks significant amounts of fluid, repair the problem before shipping or discuss it during booking. Carriers need to know about leaks so they can take precautions like placing drip pans or refusing to load leaking vehicles above other customers' cars.

Vehicles with serious mechanical problems beyond just not starting should be disclosed during booking. Locked transmissions, seized brakes, missing wheels, or major damage affect loading procedures. Full disclosure prevents surprises and helps carriers bring appropriate equipment.

Non Running Vehicle Requirements

If your car doesn't start or drive, tell Navistar during booking. Non running vehicles require special loading equipment like winches and for additional fees and cost on most routes including Vancouver to Calgary car shipping.

Non running means the vehicle won't start, won't shift into neutral, or can't roll freely. Any condition preventing the driver from simply driving your car onto the trailer counts as non running.

Carriers need advance notice to bring proper equipment and schedule extra time. Loading non running vehicles takes longer than loading normal vehicles. This affects the driver's schedule and the carrier's route planning.

The Bill of Lading is the most important document in your entire vehicle shipping experience. This legal form documents your vehicle's condition at pickup and delivery. Both you and the driver sign it at pickup. You complete another inspection and signature at delivery.

What the Bill of Lading Documents

The Bill of Lading records detailed vehicle information including make, model, year, color, and VIN number. It shows your odometer reading at pickup so you can verify the vehicle wasn't driven excessively during transport.

Most importantly, the Bill of Lading includes a vehicle diagram where the driver marks every scratch, dent, chip, or imperfection visible at pickup. This diagram becomes your proof of pre existing damage.

The driver also takes photos from multiple angles showing all sides of your vehicle, close ups of any damage, wheels, interior, and overall condition. These photos get attached to your Bill of Lading or stored digitally with your shipping record.

All this documentation serves one purpose. If damage appears after transport that wasn't present at pickup, you have proof the damage is new. Without proper Bill of Lading documentation, proving new damage becomes almost impossible.

Pickup Inspection Procedure

When the driver arrives for pickup, set aside 15 to 20 minutes for thorough inspection. Don't rush this process. Careful documentation protects you.
Walk around your vehicle with the driver. Point out every existing scratch, dent, or imperfection you see. The driver marks these on the diagram and photographs them. Be thorough. Small scratches you skip might cause disputes later.

The driver checks your vehicle from every angle. Front bumper, hood, roof, sides, rear bumper, wheels, and undercarriage areas that are visible. They're looking for anything that might get blamed on transport if it's not documented now.

Inside, the driver notes the odometer reading and checks for interior damage. Torn seats, cracked dashboard, or broken interior parts all get documented.

After completing the inspection, both you and the driver sign the Bill of Lading. You receive a copy for your records. This copy is extremely important. Keep it in a safe place until your vehicle is delivered and final inspection is complete.

Your Rights During Inspection

You can request additional photos of anything that concerns you. If the driver missed a scratch or dent, point it out before signing. Once you sign the Bill of Lading, that documentation becomes the official record.
Don't let drivers rush you through inspection. Professional carriers understand this process takes time and build it into their schedules. If a driver seems impatient or tries to skip detailed inspection, that's a red flag about the company's professionalism.

Take your own photos with your phone before the driver arrives. These independent photos give you extra documentation if disputes arise. Photograph all sides, close ups of existing damage, wheels, odometer, and VIN plate.

Delivery Inspection Process

The delivery inspection mirrors the pickup inspection. When your vehicle arrives in Calgary or wherever it's going, the driver unloads it and you conduct another complete inspection together.

Compare your vehicle's current condition against the pickup Bill of Lading. Look for any new damage that wasn't documented at pickup. Check all the same areas: body panels, bumpers, wheels, undercarriage, interior.
If you find new damage, document it immediately on the delivery Bill of Lading before signing. Be specific: "3 inch scratch on passenger door below mirror" not just "door damaged." Photograph the new damage with the carrier truck still visible in some photos.

The driver notes new damage on the delivery form. This creates your damage claim record. You and the driver both sign acknowledging the new damage was found at delivery.

If everything looks good and no new damage exists, sign the delivery Bill of Lading and pay the remaining balance. Your transport is complete.

Different vehicles need slightly different preparation approaches. While the core requirements apply to all vehicles, some types have unique considerations.

Pickup Trucks

Pickup trucks need extra attention to the bed area. Remove tonneau covers that aren't permanently installed. Take out bed liners unless they're factory installed or spray in liners. Remove all toolboxes, cargo, and equipment from the bed.

If you have a lift kit or oversized tires, tell Navistar during booking. Very tall trucks might not fit under the carrier's upper deck. Ground clearance under 4 inches from lowered suspensions also needs disclosure as it affects loading ramp angles.

SUVs and Crossovers

Large SUVs often have roof racks or cargo boxes. Remove roof boxes completely. Roof racks that don't remove easily can usually stay but should be empty of any cargo.

Third row seats in large SUVs should be in their normal position. Don't fold seats down or reconfigure the interior in unusual ways. Keep the vehicle in standard configuration.

Luxury and Sports Cars

Expensive vehicles deserve extra care during prep. Take extensive photos of your own before pickup. Document every detail of the paint, wheels, and interior.

Consider asking Navistar about their process for securing luxury vehicles. Different strap positioning might be available to avoid contact with expensive wheels or suspension components.

Low sports cars with minimal ground clearance need special attention during booking. Carriers may need to use less steep loading areas or special ramps. Disclosure during booking ensures the carrier arrives prepared.

Classic and Collector Vehicles

Older vehicles sometimes have quirks that need disclosure. If your classic car has non standard features, weak batteries, or mechanical peculiarities, tell the carrier. They'd rather know upfront than discover surprises on pickup day.
Document classic vehicles extensively with your own photos and video. If your vehicle has unique value, this documentation becomes even more important.

Consider disconnecting the battery on classic cars if the electrical system is old or problematic. Discuss this with the carrier as disconnected batteries mean they can't start the vehicle during loading.

Motorcycles

Motorcycle transport follows different procedures than cars. The bike must be clean so inspection can document condition. Remove all accessories and luggage unless permanently attached.

Ensure tires are properly inflated. Check that all fluids are topped off and not leaking. The motorcycle should start and run normally.

Some carriers strap motorcycles differently than cars. Ask about their motorcycle securing procedures during booking.

Learn from other people's mistakes. These common preparation errors cause problems on pickup day.

Forgetting Hidden Items

People always forget things. Garage door openers in sun visors. Change in cup holders. Sunglasses in door pockets.

Registration in the glove box. Do a final walk through the day before pickup looking specifically for forgotten items.

Skipping the Car Wash

Dirty vehicles delay pickup when drivers refuse to inspect them properly. Don't assume your vehicle is clean enough. Wash it properly or run it through a car wash. This simple step prevents major headaches.

Ignoring Low Battery

Weak batteries that barely start your car become dead batteries after sitting a few days. Test your battery and replace it if questionable. Dead batteries on pickup day cost you additional fees in non running vehicle fees plus schedule delays.

Not Checking Tire Pressure

Under inflated or flat tires prevent loading. Check all four tires a few days before pickup. Inflate to proper pressure or repair flats. This takes 10 minutes and prevents serious pickup day problems.

Leaving Fuel Above Quarter Tank

This is the most common mistake. People forget to reduce fuel or think carriers won't care. They care. Excess fuel delays your pickup while you drive around burning gas or find a way to siphon it out.

Use this checklist a few days before your scheduled pickup:

Fuel and Fluids □ Reduce fuel to quarter tank or less □ Check for fluid leaks and repair if significant □ Top off windshield washer fluid

Cleaning □ Wash exterior completely including wheels □ Clean windows inside and out □ Vacuum interior and remove trash

Personal Items □ Empty glove box completely □ Remove items from door pockets and console □ Clear out trunk or truck bed entirely □ Take down GPS units and toll transponders □ Remove phone chargers and accessories

Mechanical □ Test battery and replace if weak □ Check tire pressure and inflate all tires □ Verify vehicle starts and drives normally □ Test steering and brakes work properly □ Disable or disconnect car alarm

Documentation □ Take your own photos of entire vehicle □ Photograph odometer reading □ Photograph VIN plate □ Note existing damage for your records

Day of Pickup □ Have valid ID ready □ Set aside 15 to 20 minutes for inspection □ Walk around vehicle carefully with driver □ Point out all existing damage □ Review and sign Bill of Lading carefully □ Keep your copy in safe place □ Hand over all vehicle keys including spares

Following this checklist ensures your vancouver auto transport experience goes smoothly from start to finish. Proper preparation protects your vehicle and prevents delays that affect everyone involved in the shipping process.
For details on what happens next, see our guide on the complete transport process or learn about Canadian car shipping throughout Western Canada.

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