Shipping your vehicle should feel like a big step toward your new adventure, not a string of headaches. Whether you’re sending your car to a nearby state or to another continent, getting the paperwork right is key. A single missing signature or an incorrect VIN can hold up the entire shipment, and you’ll be stuck with a delay you didn’t plan for.
In this post, we’ll explain how often these paperwork delays happen, why they show up, and, most importantly, how to keep them from derailing your move. Ready? Let’s get that vehicle on the road!
Why Paperwork Delays Happen When Shipping Vehicles
Paperwork delays come up more often than you’d like when you’re shipping a vehicle. Each shipment is tied to a handful of forms that need to be completed and filed on a specific schedule. These papers keep the whole process legal, insured, and above board. Here’s what can slow the paperwork down:
- Forms Are Incomplete or Filled Out Wrong
The number-one cause of shipment stalls is forms that are missing a box or two—or worse, that have incorrect information. A blank field or a typo can make the shipping company hit the pause button until the right documents come through. The more forms in play, the higher the chance that a detail will slip through the cracks.
The most common forms usually include:
Bill of lading: This is the contract between you and the shipping company. It proves you hired them to move your car.
Proof of ownership: This is the title of the car or a registration card that shows you legally own it.
Insurance information: This is a document that shows the car is covered while it’s being shipped.
If you lose any of these forms or if there is a mistake on them, the process will stop right there. Check each one closely before you submit it.
- Customs and Import/Export Requirements
Shipping a vehicle overseas? Customs paperwork can grind the whole process to a crawl. Each country has its own import rules, and your carrier must stick to them like glue. One missing form, an error on a box, or a blank space can leave your car stuck at the port until the problem gets fixed.
Let’s say you’re moving a car from the U.S. to Europe. You’ll need to import and export declarations, fees paid, and emissions rules met. Miss a single item on that list, and your car’s customs clearance gets pushed back for who-knows-how-long.
- Lack of Proper Identification and Authorization
Shippers also want ID and title papers that match. If the name on the car title isn’t the same as the person who booked the transport, your car will sit until the paperwork gets sorted. This often happens when a car is being gifted, sold, or when a new title is still bouncing around the mail.
To dodge delays, double-check that names match on every document. If a document has a middle name or initial, make sure all the others do too. Small differences can snowball into big holdups.
Signatures need to be in the exact places shown, every time. The cleaner and clearer your information, the faster and easier the shipment flows.
- Mixed Messages Along the Chain
Shipping legs slow down the most when someone in the chain mishears, misreads, or misfiles. It could be the shipping line, the customs desk, the shipper, or the carrier missing a single line or copy. Once the transmission breaks, a different party could act on the wrong document, adding new steps. By touching base and triple-checking document collection, people can confirm they hold the same forms and that the submission clock is running in sync.
- The Carrier’s Speed Limit
Filing the correct forms early is only half the battle; the other part is the carrier’s own clock. When the influx is big, even correct docs can queue inside the company’s system. Each additional stack of approvals creates a fresh clearance chain, potentially dragging the line out several days, no matter how ahead of schedule the shipper was.
Tips to Cut Paperwork Delays for Vehicle Shipments
Paperwork delays can sometimes be a part of logistics life, but you can take these simple steps to keep most of them short and your vehicle shipment rolling on time.
- Check Your Docs Twice
Before you send anything to the shipping line, look through all the papers again. Confirm that the bill of lading, insurance papers, and proof of ownership contain the correct names, numbers, and dates. If you’re crossing borders, double-check that the customs papers match the latest rules of the destination country. Even a tiny mistake can hold up the whole shipment.
- Choose a Reliable Shipping Partner
Working with a shipping firm that has solid references can help you avoid paper jams. Look for a company that understands the specific rules for your cargo, whether you’re moving a full container abroad or a special load that requires extra permits. When you team up with a dependable firm, they’ll help you tackle the paperwork so you can file everything properly on the first try.
- Start the Process Early
Get going on the paperwork the moment you can. More time gives you the chance to gather everything you need and less chance of running around at the last minute. When you set up the shipment, ask the company for a full list of the documents you must have. If you see a form that’s missing, request it right away so you stay on schedule.
- Double-Check Everything with the Shipping Company
Before you sign off on the shipment, run through the documents with the shipping company one last time. Ask what forms they must have and whether there are any extra rules for your type of cargo. If you run into a problem with any form, contact them right away and ask for a clear fix.
- Pay Attention to Holidays and Busy Seasons
Shipping slows down around the holidays and peak times, so watch the calendar. Companies get overloaded, and that can stretch out processing times. If you can, avoid these busy times, or at least, add extra days to your timeline so your paperwork can still get done on time.
How Car Shipping Source Cuts Down on Paperwork Headaches
At Car Shipping Source, we know paperwork is the last thing you want to deal with. That’s why we make the whole car shipping process fast and easy. Here’s how we can help you stay on schedule:
- Paperwork Made Simple
We’ll tell you upfront which documents you really need, and we’ll walk you through the process of filling them in right. If you ever hit a snag, our experienced staff is just a phone call away to help you fix it, making sure every little box is signed so your car can keep moving.
- Trusted Industry Insiders
Our crew has handled shipments for years, whether your car’s headed to the next neighborhood or a different continent. We manage every single form you can think of—import, export, you name it—so you can relax and let us handle the details.
- Help Whenever You Need It
Whether it’s noon or the middle of the night, our support team is on duty. You’ll get speedy answers and real-time updates from the moment the keys leave your hand to the moment you get them back, so you can check car shipping off your list.
Paperwork delays in shipping pop up now and then, but you can steer clear of them by planning ahead and staying focused. By double-checking your papers, choosing a reliable shipping carrier, and getting started early, you greatly reduce the chance of delays and keep the shipping process running smoothly.
At Car Shipping Source, our goal is to make shipping your vehicle simple and speedy. Contact us today to learn how we can help you sidestep paperwork hold-ups and make sure your vehicle arrives right on time.
