For most shipments within the mainland U.S., you need surprisingly little paperwork to ship a car: your booking confirmation, a photo ID, the car keys, and the bill of lading that you and the driver sign at pickup and delivery. You usually don't need to hand over your title. Extra documents typically come into play only for special cases, like shipping to Hawaii, picking up from an auction or dealer, sending a financed car by ocean, or letting someone else release or receive the car for you.
Below you'll find a full checklist by situation, what each document is for, and tips to avoid last-minute delays.
Key takeaways
- For standard state-to-state moves, the core documents are your order confirmation, photo ID, keys and the bill of lading (BOL).
- Carriers generally don't need your original title for domestic shipping. Keep it safe and with you, not in the car.
- Hawaii shipments typically require current registration, photo ID, and a lienholder authorization letter if the car is financed or leased.
- Auction and dealer pickups often need a release form, gate pass or buyer number.
- Always confirm document rules with the ocean carrier, auction or DMV involved, since requirements can change.
The basic documents for most car shipments
If you're moving a car from one state to another on the mainland, here's what you typically need.
1. Booking confirmation or shipping order
This is your written agreement with the shipping company. It should list your vehicle, the pickup and delivery addresses, the price, the deposit and balance, the pickup window and the delivery estimate. Keep it on your phone and in print.
2. Photo ID
The driver may ask to see ID from the person releasing the car at pickup and the person receiving it at delivery. A driver's license works.
3. Bill of lading (BOL)
The BOL is the most important document in auto transport. It's both a receipt and a condition report. At pickup, you and the driver inspect the car and mark any existing damage. At delivery, you inspect again and note anything new before signing. If you ever need to file a damage claim, the BOL is your key evidence.
Paper vs. electronic bill of lading
Many carriers now use an electronic BOL on a phone or tablet. The driver takes photos, marks damage on a diagram, and you sign on the screen. That's perfectly normal. Just make sure you get a copy by email or text before the truck leaves, and check that the photos and notes match what you saw. With a paper BOL, ask for your carbon copy or take a clear photo of the signed page.
4. Keys
The driver needs a working key to load and unload the car. Hand over one set, and keep a spare set yourself. If your car uses a key fob or push-button start, make sure the fob battery is good.
5. Your own photos
Photos aren't an official document, but they act like one. Take dated photos of every side, the roof, the wheels, the interior and the odometer just before pickup.
Do you need the title or registration?
For mainland shipments, carriers usually don't need to see your title. Your title is proof of ownership, so keep it somewhere safe, not in the glove box. Some carriers or shipping companies may ask to see registration or proof of insurance, so having copies handy can prevent a hold-up.
The bigger reason to have registration ready is for what happens after the move. If you're relocating to a new state, you'll likely need to register the car there and get a new title, plates and possibly an inspection. Many states set a short window for new residents, often around 30 days, but it varies widely. Check your new state's DMV or motor vehicle agency for exact deadlines and fees.
Document checklist by shipment type
Use this table to see what you'll likely need. Requirements can vary, so confirm with the company handling your shipment.
| Shipment type | Typical documents |
|---|---|
| Standard state-to-state | Booking confirmation, photo ID, keys, signed BOL |
| Someone else releases or receives the car | Their name in your order, their photo ID, and a short written authorization from you if requested |
| Auction pickup | Release form or gate pass, buyer or lot number, proof of payment, sometimes a bill of sale |
| Dealer pickup or delivery | Dealer release, stock or VIN number, contact person at the dealership |
| Private sale (bought online) | Bill of sale, seller contact info, signed title from seller (for your records, not the carrier) |
| Hawaii (ocean leg) | Current registration, photo ID, notarized lienholder authorization if financed or leased, owner authorization if you aren't the registered owner |
| Financed or leased car | Usually nothing extra for mainland trips; ocean shipping typically requires a lienholder letter |
| Military PCS | Your orders if a government-arranged service is involved; standard documents for private transport |
Shipping a car to or from Hawaii
Hawaii shipments include an ocean leg, and ocean carriers typically have stricter paperwork rules than truck carriers. For Hawaii car shipping, be ready to show:
- Current vehicle registration. The name on the registration usually needs to match the person dropping off the car, or you'll need a written authorization.
- Valid photo ID.
- Lienholder authorization. If you have a loan or lease, the ocean carrier typically requires a letter from your lender allowing the car to be shipped. Some lenders take a week or more to issue it, so request it early.
- Owner authorization. If you're shipping a car registered to someone else, such as a spouse or company, expect to need a signed and often notarized letter.
Ocean carriers also have rules about vehicle condition, like limits on fuel level and no personal items inside. Check the current requirements with the ocean carrier before drop-off, because they can change.
Shipping to Alaska can involve similar ocean-carrier requirements. See our Alaska car shipping page for more.
Auction, dealer and online purchases
Auctions
Auction lots usually won't release a car without the right paperwork. Common items include a gate pass or release form, the buyer number, the lot or stock number and proof that the car is paid in full. Some auctions also have pickup deadlines and storage fees if the car isn't collected on time. Give your shipping company these details at booking. Our dealer and auction car shipping page explains the process.
Dealers
For dealer pickups, share the dealership name, address, contact person and the VIN or stock number. The dealer may need to know the carrier's name in advance.
Private sellers
When you buy from a private seller in another state, the carrier just needs someone at pickup to hand over the keys and sign the BOL. Keep the bill of sale and signed title for yourself. You'll need them to register the car. See our online car buyer shipping guide for tips on coordinating with a seller.
When you can't be there in person
You don't have to be at pickup or delivery yourself. You can name a trusted person, like a friend, family member or coworker, who is at least 18. Here's how to make it smooth:
- Add their full name and phone number to your order.
- Tell them to bring photo ID.
- Share your pickup photos and a copy of the BOL with them.
- Walk them through the inspection: they should check every side of the car and note new damage on the BOL before signing.
- If the company or ocean carrier asks for a written authorization, sign and send it ahead of time.
Company-owned and fleet vehicles
If the car belongs to a business, the person releasing it should be an employee or someone the company names in writing. Have the company's name on the order, and keep a short authorization letter on company letterhead handy. For ocean shipments, the carrier may ask for that letter to be notarized.
Paperwork after you arrive in a new state
Shipping the car is only half the job if you're moving for good. Once it arrives, you'll typically need to handle a few things with your new state:
- Driver's license. Most states expect new residents to switch to a local license within a set period.
- Title and registration. You'll usually bring your current title (or lender details if financed), proof of insurance and ID to the local motor vehicle office.
- Inspection or emissions test. Some states require a safety inspection, an emissions test or a VIN check for cars coming from out of state.
- Insurance update. Tell your insurer your new address, since rates and required coverage vary by state.
Rules, deadlines and fees differ by state and can change, so confirm everything with your new state's official motor vehicle agency.
Documents and records to keep after delivery
Hold onto these for at least a few months:
- The signed BOL from pickup and delivery.
- Your booking confirmation and payment receipts.
- Pickup and delivery photos.
- Any messages about delays or changes.
If you notice damage you missed at delivery, report it to your shipping company right away. Claims are much easier when you have the paperwork in order.
Your pre-pickup paperwork checklist
Run through this list a day or two before pickup:
- Booking confirmation saved on your phone and printed.
- Photo ID for whoever will release the car.
- One set of working keys or fob ready for the driver.
- Registration and insurance copies available if asked (originals stay with you).
- Release forms or gate pass for auction or dealer pickups.
- Lienholder and owner authorizations for Hawaii or Alaska, if needed.
- Name and phone number of the person receiving the car.
- Dated photos of the car from all sides.
For vehicle prep steps like fuel level, removing personal items and toll tags, see our full vehicle shipping checklist. And if you're new to the process, start with how car shipping works.
CTS Auto Transport helps you get the paperwork right before pickup day, and shipments come with a $0 deposit and 24/7 in-transit updates.
Frequently asked questions
Do I need my title to ship a car?
Usually not for shipments within the mainland U.S. Carriers generally don't need to see it. Keep your title safe and with you. You'll need it, or your lender will, when you register the car in a new state.
Can I ship a car that isn't registered in my name?
Yes, for most mainland shipments, as long as you have the keys and the right to move it. For ocean shipments to Hawaii or Alaska, the carrier typically asks for written, often notarized, authorization from the registered owner.
Can I ship a financed car?
Yes. For mainland moves, no lender paperwork is usually needed. For Hawaii shipments, you typically need a lienholder authorization letter. It's also a good idea to tell your lender about a permanent move.
Do I need insurance on my car while it's being shipped?
The carrier's cargo insurance typically covers damage caused during transport. Many owners keep their own policy active too. Ask your insurer how your policy treats a car in transit.
What happens if I lose the bill of lading?
Ask your shipping company for a copy right away. Many carriers use electronic BOLs that can be resent by email.
Not sure which documents your move needs? Get a free quote and we'll tell you exactly what to have ready.
Updated November 4, 2026