Essential Steps When a Carrier Picks Up Your Vehicle

What is the Bill of Lading and Why Should You Fill It Out?

When the carrier arrives to pick up your vehicle, one of the first things they’ll ask you to do is fill out a document called the Bill of Lading. But what exactly is this document, and why is it so important?

The Bill of Lading is essentially a receipt and contract for the transport of your vehicle. It’s a standard form used by auto carriers like North Atlantic Logistics to confirm the details of your car’s condition at the time of pickup. This document includes a generic picture of vehicles, which is helpful for the driver to make notes about any existing damage, such as dents, scratches, or dings. It serves as a record of the vehicle’s condition before it leaves your possession, protecting both you and the carrier from any misunderstandings about damage that might occur during transport.

Accurately filling out the Bill of Lading is crucial. If there’s any existing damage, make sure the driver notes it down. This will help prevent any confusion if the vehicle shows signs of damage during or after delivery. For instance, if a scratch or dent wasn’t documented on the Bill of Lading during the initial inspection, it might be wrongly attributed to the transport process, leading to disputes later on.

You’ll also receive a copy of the Bill of Lading from the driver. It’s essential to keep this copy in a safe place, as it can serve as evidence in case of any issues with the delivery. If the carrier misses any details or if you see something missing on the document, point it out immediately to avoid any complications down the road.

Why Should You Take Pictures During Pickup?

Taking pictures of your car when the carrier arrives to pick it up is a crucial step in the vehicle transport process. Why is this important? Documenting the condition of your car before it leaves your possession can protect you from potential disputes or confusion regarding any damage that might occur during transport. While the carrier will fill out the Bill of Lading to note any visible damage, photos provide extra proof of the car’s condition at the time of pickup.

In the unlikely event that your vehicle gets damaged during transport, having clear pictures of the car before it was loaded onto the carrier can serve as undeniable evidence of its pre-shipment condition. Without photos, it might be difficult to prove that the damage didn’t occur during the shipping process, especially if you notice it only after the vehicle is delivered.

Here’s how you should approach taking photos during the pickup:

1. Photograph the Entire Vehicle: Start by taking wide-angle shots of the car from all angles—front, back, sides, and top. This gives you a complete view of the vehicle’s exterior and ensures that all aspects of the car’s condition are captured.

2. Focus on Visible Damage: Pay close attention to any existing dents, scratches, or dings. Make sure to take close-up shots of these areas so there’s no question about whether they were present before transport. If the car has any unique markings or damage, such as a cracked window or a broken mirror, document it thoroughly.

3. Photograph the Odometer and VIN: Take a photo of the odometer to document the vehicle’s mileage at the time of pickup. It’s also a good idea to photograph the Vehicle Identification Number (VIN), which can often be found on the dashboard or door frame. This helps verify the identity of the car and protects against any confusion about which vehicle is being transported.

4. Capture the Inspection Process: While the carrier is performing the inspection, take photos of them documenting the car’s condition on the Bill of Lading. Having the driver in the shot provides additional credibility that the inspection was done properly and that they acknowledged the car’s condition before it left.

5. Get a Copy of the Inspection: Once the carrier has completed their inspection, make sure to get a clear copy of the Bill of Lading that they’ve filled out. Cross-reference it with the photos to ensure that all the noted damages are recorded accurately.

What Information Should You Confirm with the Driver?

When the carrier arrives to pick up your vehicle, it’s not just about handing over the keys and waving goodbye. There are several important details you need to confirm with the driver to ensure a smooth and stress-free transport experience. Clear communication at this stage can help avoid confusion later on, especially when it comes to the delivery of your vehicle.

Here are the key details you should confirm with the driver:

1. Anticipated Delivery Time: One of the first things you should ask about is the estimated time of delivery. While exact delivery times can sometimes vary, having a general timeframe will help you plan accordingly. Ask the driver when they expect to arrive with your vehicle, so you can make arrangements to be available at the delivery location. This will also give you a point of reference in case there are delays, allowing you to follow up with the carrier if needed.

2. Correct Address: Double-check that the delivery address on the Bill of Lading matches the location where the vehicle is supposed to be dropped off. Even a small mistake in the address can lead to significant delays or issues with the delivery. Confirm the exact address, including any specific instructions the driver might need to navigate to your location. If the vehicle is being delivered to a business or residential address with limited access, let the driver know ahead of time to avoid any surprises.

3. Accurate Contact Information: Make sure the carrier has your correct contact details. This includes your phone number and any alternate contact information that might be needed in case of emergency. If the carrier needs to reach you for any reason—whether it’s to confirm delivery times or address issues with the shipment—having the right contact info is essential. Also, confirm the carrier’s contact information, so you know who to reach out to if there are any issues or delays.

4. Any Special Instructions or Requests: If you have any specific needs or instructions regarding the delivery—such as a preferred time frame or specific parking arrangements for the vehicle—be sure to discuss these with the driver as well. Clear instructions can help the driver plan their route and make the delivery process smoother.

How to Reconfirm the Delivery Schedule?

After your car has been picked up by the carrier, it’s important to follow up and reconfirm the delivery schedule. While everything may seem set in motion, following up ensures that your vehicle stays on track for timely delivery and helps avoid any surprises or delays along the way. Here's why and how you should check in a few days after the pickup.

Why Should You Follow Up After a Couple of Days?

Even though the carrier has provided you with an estimated delivery time, it’s always a good idea to double-check that everything is proceeding as planned. Following up a couple of days after the pickup allows you to confirm that the transport is on schedule and that no issues have arisen. Sometimes, unexpected delays can happen due to weather conditions, traffic, or other factors, and checking in can give you peace of mind knowing whether the estimated delivery time needs adjusting.

Additionally, confirming the delivery status allows you to be prepared for the arrival of your vehicle. If there are any changes to the original schedule, it gives you the chance to rearrange your plans accordingly—whether it’s ensuring you’re available to receive the car or notifying others involved in the process.

What to Expect Regarding Communication from North Atlantic Logistics About Delivery

At North Atlantic Logistics, you can expect to receive updates on the delivery progress. Carriers typically call the day before and a few hours ahead of the scheduled delivery time to give you a heads-up. This is their way of making sure you’re ready for the drop-off and that everything goes smoothly.

While these calls are useful, it’s still a good idea to proactively reach out after a couple of days to reconfirm. A quick follow-up call can provide an added layer of assurance and allow you to address any potential issues early, rather than being caught off guard by a delay or change in the schedule.

When you call, ask for the most current information regarding the delivery, including any changes to the estimated arrival time. If the carrier has already given you a delivery window, confirm whether that still stands or if adjustments are needed. This way, you stay informed and prepared for the vehicle’s arrival.

What Should You Do Upon Delivery?

When your vehicle is delivered, it's important to carefully review both the condition of your car and the delivery process itself. This step ensures that everything went according to plan, and if any discrepancies or damage occurred during transport, you can address them immediately. Here's what you should do when your vehicle arrives to ensure a smooth and trouble-free delivery experience.

Comparing the Pickup Inspection Report to the Delivery Inspection

The first thing you should do when the carrier arrives is to compare the current condition of your vehicle to the inspection report (Bill of Lading) completed at the time of pickup. This document, filled out by the driver, outlines any existing damage to your car before transport.

Before you sign off on the delivery, take a few minutes to inspect your vehicle thoroughly and ensure that the condition matches what was recorded in the Bill of Lading. Pay close attention to any areas that had pre-existing damage, and check if there are new scratches, dents, or other issues.

If you notice any new damage, take pictures of the affected areas and document them carefully. This will help you later if you need to file a claim or dispute any damage with the carrier. It’s crucial to compare the pickup and delivery inspection reports to ensure they match. If there’s any discrepancy, don’t sign off on the delivery until it’s addressed.

How to Handle Potential Damage

If you find damage that wasn’t listed on the Bill of Lading or that occurred during transport, it’s important to act quickly. Start by notifying the driver immediately, so they are aware of the issue. In many cases, the carrier will have insurance that covers damages that happen during transport, but you’ll need to follow the right steps to report the damage.

1. Contact the Carrier’s Insurance Company: The next step is to reach out to the carrier's insurance provider. This should be done as soon as you notice the damage, ideally while the driver is still present at the delivery. Make sure to gather all relevant information, including the Bill of Lading and photos of the damage, to support your claim. It’s helpful to have the driver call the insurance company in your presence or to ask for a copy of the insurance details, which should include contact information and a description of coverage.

2. Request a Damage Report: In addition to contacting the insurance company, ask the carrier to fill out a damage report that includes specifics about the incident. This report will serve as an official record that the damage occurred during transport and will be crucial for filing a claim with the insurance company.

3. Follow Up on the Claim: Once you've reported the damage, make sure to follow up with both the carrier and the insurance company to ensure that your claim is being processed. Keep track of any communication, documents, and agreements related to the damage claim, as this will help you if there are any delays or disputes down the line.

What If Damage Occurs During Transport?

Despite the best precautions and careful handling, accidents can happen during vehicle transport, resulting in damage. If you discover damage to your vehicle after transport, it’s crucial to act quickly and follow the right steps to ensure you're covered and that the damage is properly documented. Here’s a guide on what to do if damage occurs during transport and how to handle the situation effectively.

Steps to Take If Damage Is Found

1. Document the Damage Immediately: As soon as you notice any damage upon delivery, it’s important to document it thoroughly. Take clear, high-resolution photos of the damage from multiple angles, showing close-ups and wide shots of the affected areas. Be sure to capture any pre-existing damage that was noted in the Bill of Lading, so you can clearly distinguish between what was already there and what occurred during transport.

   Additionally, keep a record of the time and date when the damage was noticed, and write down any other relevant details, such as the specific circumstances surrounding the delivery (e.g., weather conditions, delivery location). This documentation will be vital in proving your case later.

2. Insist on Involving the Insurance Company: If you discover any damage, it’s essential to involve the carrier’s insurance company immediately. Don't attempt to handle the situation without their involvement, as the insurance is meant to cover damages that occur during transit.

   Politely but firmly ask the driver to contact the carrier's insurance company in your presence. This will ensure that the damage is officially reported, and the process for resolving the issue can begin. If the driver is unwilling or unable to assist, ask for the contact information of the insurance company so you can report the damage yourself.

3. Get the Damage Documented: The next step is to ensure that the damage is properly documented, both by the carrier and by their insurance company. This may involve filling out a damage report or creating an official statement detailing the incident. Be sure that the documentation includes:

   • A description of the damage
   • Photos of the vehicle, both before and after transport
   • A statement from the driver, confirming the damage occurred during transport
   • A copy of the Bill of Lading, which may also have a section on damage

   Make sure to keep copies of all documents for your records, as these will be needed for filing a claim or disputing the damage.

Tips on How to Handle the Situation Effectively

1. Stay Calm and Professional: While it can be frustrating to deal with damage to your vehicle, staying calm and professional will help you handle the situation more effectively. Avoid arguing or becoming confrontational with the driver or the carrier. A cooperative approach will help ensure that the situation is resolved as quickly as possible.

2. Know Your Rights and the Coverage: Before your vehicle is picked up for transport, review the carrier’s insurance policy to understand what is covered. Most carriers offer basic coverage, but it may not cover all types of damage, especially if it falls under specific exclusions. Knowing the details of the coverage will help you understand what to expect when it comes to compensation.

3. Follow Up on the Claim: After the damage is reported, it’s important to follow up regularly with both the carrier and the insurance company to ensure the claim is processed in a timely manner. Document all communications and keep a log of the steps you’ve taken. If there are delays or issues with your claim, escalate the situation by contacting a manager or supervisor at the insurance company.

4. Know When to Seek Legal Advice: If you encounter difficulties with the carrier or the insurance company, such as delayed responses or disputes about the coverage, you may need to seek legal advice. A professional can help you navigate the claims process, especially if the damage is significant and compensation is not being offered.

By taking a few simple but crucial steps when the carrier arrives to pick up your vehicle, you can ensure a smooth transport experience and protect your car from potential issues. Documenting the condition, verifying details with the driver, and staying on top of the delivery schedule will save you time and prevent stress. Ready for a hassle-free car shipping experience? Sign up today at northatllogistics.com to get started!