Fleet Vehicle Transport & Relocation

When placing a fleet transport order, provide the year, make, model, trim, and operational status for every vehicle in the batch. For fleet accounts with standardized vehicle types, your SAC coordinator can pre-populate recurring vehicle details to streamline future orders. For mixed-type fleets, accurate details on every unit ensure the right carrier configuration is dispatched for the load.

Include any non-standard features or modifications that affect vehicle dimensions or loading requirements – lift kits, roof racks, oversized tires, or commercial upfitting. These factors can affect carrier selection and pricing. Providing accurate details upfront prevents dispatch delays and ensures your quote reflects the actual vehicles being shipped.

Every vehicle entering fleet transport should be confirmed as operable before the carrier arrives. Run through a quick pre-transport check on each unit: battery charge sufficient to drive onto the carrier, tire pressure adequate, no active warning lights that indicate a mechanical issue requiring attention before transport.

For fleet vehicles that have been in storage or sitting for an extended period, check battery condition and tire pressure before the scheduled pickup date. A vehicle that cannot be driven onto the carrier on pickup day disrupts the carrier’s schedule and may result in a rescheduling fee. A brief pre-transport operability check on every unit going into transport is the most effective way to prevent this scenario.

Before any fleet vehicle is handed over to a carrier, confirm that all personal items, company materials, tools, and unsecured equipment have been removed from the vehicle. Carriers are not responsible for items left inside during transport, and loose equipment can shift during transit and cause interior damage.

For vehicles with company branding, signage, or magnetic decals, remove these before transport unless they are permanently affixed. Magnetic decals in particular can detach during transit at highway speeds and may damage adjacent vehicles on the carrier. Establishing a standard pre-transport clearout procedure for your fleet ensures this step is consistently completed before every dispatch.

For each vehicle entering fleet transport, take time-stamped photos before the carrier arrives – front, rear, both sides, and any areas with existing damage. The carrier driver will complete a Bill of Lading condition report at pickup. Compare the driver’s report against your photos and address any discrepancies before the vehicle is loaded.

For high-volume fleet accounts, building a standardized pre-transport photo checklist into your fleet management process ensures consistent condition documentation across every unit. The upfront time investment is minimal; the protection against post-delivery damage disputes is significant. SAC can provide Bill of Lading copies for your records on every shipment.

Keep fuel levels at approximately a quarter tank on all vehicles being prepped for transport. A quarter tank is sufficient for loading, unloading, and short repositioning at the delivery location without adding unnecessary weight to the carrier. For large fleet batches on a single carrier, consistent fuel levels across all units help the carrier manage total load weight within legal limits.

For electric vehicles in your fleet, ensure each unit has at least 20 to 30 percent battery charge to allow for loading and unloading under the vehicle’s own power. Alert your SAC coordinator if any EV in the fleet batch has a depleted battery so the carrier can plan the load accordingly. Include battery state of charge in your pre-transport checklist for all electric fleet units.

For fleet moves with vehicles going to multiple destinations, confirm that a receiving contact is available and accessible at each delivery address. The carrier driver needs to reach someone at the delivery location to complete the Bill of Lading final condition report and complete the handoff. Vehicles delivered to unattended locations create documentation gaps and potential liability exposure.

For deliveries to facilities with restricted access – gated lots, secured facilities, commercial loading docks – communicate access requirements and gate codes to your SAC coordinator in advance. The coordinator passes this information to the carrier before dispatch so there are no surprises on delivery day. Confirming delivery access in advance is particularly important for large fleet moves where multiple carriers are delivering to the same facility within a short window.

For businesses that ship fleet vehicles regularly, maintaining an internal transport log improves accountability, simplifies billing reconciliation, and provides a historical record for fleet management reporting. Log each order with the dispatch date, vehicle details, origin, destination, carrier name, Bill of Lading number, delivery date, and final cost. Cross-reference against your SAC invoices monthly.

SAC provides documentation for every shipment that can populate your fleet transport log directly. Your dedicated coordinator can also provide consolidated monthly summaries for fleet accounts with high shipment volumes. Reviewing your transport log periodically helps identify cost optimization opportunities – routes where volume has grown enough to qualify for a better rate tier, or vehicle types where transport configuration can be adjusted to reduce per-unit cost.