What is a vehicle transport agreement?
When a car goes onto a carrier, the owner loses sight of it for days. Almost every dispute afterwards comes back to two questions: what condition was it in when it left, and what was promised about the price and timing? A clear transport agreement, signed before pick-up and backed by a condition report at both ends, answers both.
This template is for car carriers, single-vehicle haulers and driveaway services. It records the vehicle, VIN and plate, whether it runs, and any modifications that affect loading. It sets the pick-up and delivery addresses and contacts, the earliest pick-up date and an honest delivery estimate, and the transport type — open, enclosed, flatbed or driven. The customer prepares the vehicle (belongings out, low fuel, alarm off), both sides sign a condition report with photos, and the price is fixed unless the vehicle or route changes. It states the carrier's cargo insurance, what damage it is responsible for, how and when to claim, and what happens if either side cancels.
- Best for
- Auto transport companies, car haulers and driveaway drivers
- Signed by
- The carrier and the customer
- Transport
- Open carrier, enclosed carrier, flatbed or driven
- Length
- About 3 pages, initialled on every page
When to use a vehicle transport agreement
- A family moving across the country and shipping their second car
- A classic car owner sending a vehicle to a show in an enclosed trailer
- An online car buyer arranging delivery from a dealer in another state
- A dealer moving a non-running trade-in to an auction on a flatbed
- A student having a car driven home at the end of the year
What you fill in
25 blanks, then the name and email of each person who signs: carrier, customer.
1 The parties
- Carrier (your business)*
- Carrier operating authority or licence number
- Carrier phone for updates and claims*
- Customer's full name or company*
- Customer phone*
2 The vehicle
- Year, make and model*
- VIN or chassis number*
- Licence plate
- Does the vehicle run and steer?* Yes, it drives, steers and brakes · No, it must be winched or pushed
- Modifications or oversize features
3 Route and dates
- Pick-up address*
- Person releasing the vehicle (name and phone)
- Delivery address*
- Person receiving the vehicle (name and phone)
- Earliest pick-up date*
- Estimated delivery*
- Transport type* open carrier · enclosed carrier · flatbed or single-car trailer · a driver, who drives it to the destination
4 Price
- Currency*
- Total transport price*
- Deposit due on booking
- Balance is paid* on delivery, before the vehicle is released · at pick-up · within 7 days of delivery by invoice
5 Insurance and claims
- Carrier's cargo insurance per vehicle*
- Written damage claim within (days of delivery)*
6 Other terms
- Free cancellation up to (days before pick-up)*
- Governing law*
7 Who signs
- Carrier signature and date, job title, initials on every page · The transport company or driver moving the vehicle.
- Customer signature and date, initials on every page · The owner of the vehicle, or the person shipping it on the owner's behalf.
What the vehicle transport agreement covers
- The vehicle
- Route and timing
- Preparing the vehicle
- Condition reports
- Price and payment
- Insurance and damage claims
- Cancellation and general
Using the vehicle transport agreement, step by step
1 Describe the vehicle
Enter the year, make and model, VIN and plate, say whether it runs, and note modifications such as a lift kit or roof rack. These affect the truck you send and the price.
2 Route and timing
Enter both addresses and who will hand over and receive the vehicle, the earliest pick-up date and an estimate for delivery. Choose open, enclosed, flatbed or a driver.
3 Price and insurance
Enter the all-in price, any booking deposit and when the balance is paid, your cargo insurance per vehicle, and how many days the customer has to make a written damage claim.
4 Send before pick-up
Set the free cancellation window and the governing law and send it to the customer. Do the condition report with photos at pick-up and again at delivery.
Tips before you send it
- Take photos of all four sides, the roof, the wheels and the odometer at pick-up — and again at delivery from the same angles.
- Ask about modifications before quoting. A lowered car or a lifted truck can need a different trailer.
- Remind the customer that personal belongings left in the car aren't covered, and that you can't carry household goods.
- Inspecting at night or in the rain? Say so on the report, so a later claim for small marks can be judged fairly.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Vehicle transport agreement: frequently asked questions
What is the difference between open and enclosed transport?
Open carriers are the common double-deck trucks; they're cheaper but expose the vehicle to weather and road debris. Enclosed trailers protect the vehicle fully and are usually chosen for classic, luxury or low cars. The agreement records which one you're using and treats small debris chips on an open carrier as a normal risk.
Who pays if the car is damaged in transit?
The carrier is responsible for damage that happens while the vehicle is in its care, other than damage already on the pick-up report, normal debris chips on an open carrier, hidden mechanical faults and items left inside. The customer notes visible damage at delivery and sends a written claim with photos within the period you set.
Is this the same as a bill of lading?
It covers much of the same ground, but it's a full transport agreement rather than only a receipt. Where your licensing or a broker requires its own bill of lading or inspection form, use that too and keep it with this agreement.
Can a car shipping contract be signed online?
Yes, in most places. Electronic signatures are generally valid for ordinary commercial contracts in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. FileIt adds an audit trail and a Certificate of Completion to the signed PDF.
Is this template free?
Yes. It's free in FileIt's eSignature app, and your customer signs from a link on their phone without an account.