A modified SUV, a tall van and a low classic can all need a different loading plan. Before a truck is assigned, give the coordinator a description of the vehicle as it stands today, plus clear pickup instructions. This checklist helps owners, sellers and shops put those details in one place.
Open the printable vehicle shipping handoff worksheet. No email or account is required. Print a blank copy or copy the prompts into your own message.
Five examples: what to tell the coordinator
These examples come from Caravan’s existing published vehicle stories. They illustrate questions to ask; they are not a pricing survey, a guarantee of trailer fit, or typical delivery-time data.
1. Custom Bronco: describe the full footprint
The Bronco pickup photos show large off-road tires, side steps and a rear-mounted spare. Include those items when describing width, length and low points. Send actual measurements; photographs cannot establish exact dimensions or suspension specifications.
Handoff detail: overall dimensions with the spare and accessories installed, tire setup, and photos of anything projecting beyond the body.
2. Grenadier: include everything on the roof
The Grenadier preparation guide shows equipment along the roofline. The factory vehicle height does not describe every rack, awning or accessory combination. Tell the carrier which items remain attached and ask whether any must be removed.
Handoff detail: height to the highest installed item in its secured travel position, an accessory list, and manufacturer instructions where relevant.
3. High-roof Sprinter: confirm the configuration
The passenger van in our Sprinter shipment story is a high-roof configuration. The roof description helps start the conversation, but does not by itself confirm a slot on a particular carrier. Provide model year, body length and measured dimensions, including added equipment.
Handoff detail: roof and body configuration, actual height and length, and confirmation from the assigned carrier that its loading equipment and trailer fit the vehicle.
4. Cargo Sprinter: disclose the contents and equipment
The same story includes a cargo van pickup in the Sacramento area. For a work van, ask about shelving, tools and other equipment even if the exterior looks standard. Do not assume cargo can remain inside simply because it fits.
Handoff detail: installed equipment, known vehicle weight and its source, any proposed contents, and the carrier’s acceptance of those contents before pickup.
5. Classic Corvette: explain low points and operation
The classic Corvette delivery story illustrates why a convertible’s roof condition and low-clearance areas belong in the handoff. Describe how the vehicle starts, rolls, steers and brakes, and identify low bodywork for the carrier’s loading assessment.
Handoff detail: low-point photos, operating instructions, roof condition and any faults. Let the carrier determine loading and securement using suitable equipment and the vehicle’s requirements.
Copy these prompts into your shipping request
- Vehicle: year, make, model, roof/body configuration and modifications.
- Dimensions: overall height, width and length in shipping configuration; units; date measured; whether mirrors fold. Include accessories and projections.
- Weight: known weight and source; installed equipment and proposed contents. Mark unknowns rather than guessing.
- Condition: does it start, roll, steer and brake? Note leaks, battery problems and special operating instructions.
- Photos: front, rear, both sides, roof equipment, low points and existing damage.
- Route and timing: pickup/delivery ZIP codes, earliest ready date and any firm constraints.
- Release: named pickup contact, collection hours, keys, completed seller release and any required appointment.
- Access: truck access at both ends and an agreed alternative meeting point if needed.
- Transport preference: open or enclosed, protection priorities and loading needs. Ask the coordinator to confirm availability and carrier fit.
Resolve unknowns before dispatch
If dimensions, running condition or release status are uncertain, identify who will check them. Do not describe an unconfirmed vehicle as ready. Ask the coordinator to confirm the assigned carrier, agreed price, pickup window, trailer compatibility and accepted contents. Discuss cargo coverage and relevant limitations directly before booking.
A covered trailer still has an entry opening and interior clearance to consider. Compare open car shipping and enclosed car shipping based on the actual vehicle and your protection preferences.
Keep a condition record at both ends
Take dated photographs and review the pickup condition report with the authorized handover person. At delivery, compare the vehicle with that record, document concerns and follow the carrier’s written reporting process. Keep copies of the reports and communications.
Caravan Transport is a brokerage that arranges transportation with a carrier. To plan a shipment, request an estimate and use the worksheet to prepare the vehicle details for your coordinator.