Military Car Shipping What to Know (Guide)

Shipping a car during a military move, or a Permanent Change of Station (PCS), can be a complex process. Here’s a comprehensive guide to help you understand what’s involved and how to navigate it successfully.

1. Understand the PCS Entitlements:

In general, the military will pay for the shipment of one POV for overseas PCS orders. For domestic PCS moves, the service member is usually responsible for transporting their vehicle. Review your orders and consult with your installation’s Transportation Office to understand what’s covered.

2. Prepare Your Vehicle:

Clean your vehicle thoroughly, both inside and out. Remove all personal items, as they’re not typically covered by insurance. Make sure your vehicle is in good working order, and keep the fuel level at a quarter tank or less.

3. Documentation and Inspection:

Gather all necessary documentation, including proof of ownership, PCS orders, and identification. A thorough inspection of your vehicle will be performed at the Vehicle Processing Center (VPC), and you’ll receive a copy of the inspection report. It’s a good idea to take detailed photographs of your vehicle from multiple angles before shipping.

4. Vehicle Drop-off and Pick-up:

Your vehicle will need to be dropped off at the designated VPC. Once your vehicle arrives at the destination, you (or your designated agent) will need to pick it up. The VPC will notify you when your vehicle is ready for pick-up.

5. Dealing with Damages:

Upon receiving your vehicle, conduct a detailed inspection. Compare its condition to your pre-shipment photos and the inspection report. If you notice any new damage, report it to the VPC immediately and follow their instructions for filing a damage claim.

6. Special Vehicles:

If you’re shipping a motorcycle or an unusual vehicle, special procedures and rules apply. Consult with your Transportation Office to understand these specifics.

7. Resources:

Use available resources like your installation’s Transportation Office, the official Department of Defense (DoD) website, and Military OneSource for support and information. Online tracking services provided by shipping companies can help you monitor your vehicle’s location and estimated arrival time.

Remember, every PCS move is unique, and rules can change, so always refer to your specific orders and check with your installation’s Transportation Office for the most current information. Planning ahead, being organized, and leveraging available resources can make your military car shipping experience much smoother and more manageable.

Introduction to Military Car Shipping

Shipping a car is a common requirement for military personnel and their families, especially during a Permanent Change of Station (PCS) move. Military car shipping involves transporting a privately owned vehicle (POV) from one location to another, typically coordinated through authorized transportation service providers. This process is guided by regulations set forth by the Department of Defense (DoD) and individual service branches.

Generally, for overseas PCS orders, the government may authorize and cover the cost of shipping one POV. For domestic moves within the same country, service members are usually responsible for vehicle transportation, although some exceptions may apply depending on the specifics of the PCS orders.

The process typically involves preparing the vehicle for shipment, dropping it off at a designated Vehicle Processing Center (VPC), and arranging for pickup at the destination VPC. It’s crucial to conduct thorough inspections of the vehicle both before shipping and upon receipt, documenting the vehicle’s condition to address any potential damage claims.

When shipping unusual vehicles or motorcycles, special rules and procedures may apply. Always consult with your installation’s Transportation Office or a military transport advisor to understand the specifics of your situation.

The military car shipping process can be complicated, but with careful planning, a thorough understanding of the rules and procedures, and a bit of patience, it can be navigated successfully. Remember, resources like your installation’s Transportation Office, official military websites, and online military community platforms can provide valuable assistance throughout this process.

Why Military Car Shipping Is Different

Military car shipping stands apart from standard civilian vehicle transportation due to several unique characteristics and considerations that come with military service. Here’s why military car shipping is different:

1. Government Assistance:

For overseas Permanent Change of Station (PCS) moves, the U.S. government typically covers the cost for shipping one privately owned vehicle (POV) per family. This is a distinct benefit not available to civilians, ensuring that military families can have their personal vehicle with them at their new location.

2. Strict Regulations:

The Department of Defense (DoD) enforces specific guidelines for military car shipping. These regulations cover everything from the type and size of the vehicle that can be shipped, to the vehicle’s condition, and the allowed contents during shipment. For instance, unlike civilian shipping, personal items are usually not permitted inside the car during a military move.

3. Consistency of Need:

Due to the nature of military service, with frequent PCS moves, military car shipping is a consistent need for many service members and their families. Whereas civilian car shipping is usually tied to one-off events, such as buying a car out of state or moving home, military families may need to ship their cars regularly, every few years.

4. Global Reach:

The military operates on a global scale, so military car shipping often involves international transportation, including dealing with customs and quarantine regulations. In contrast, civilian car shipping is primarily domestic.

5. Emotional Aspect:

A car is often more than just a mode of transportation for military families. It’s a piece of home that provides a sense of familiarity and continuity in a lifestyle characterized by frequent change and relocation. This emotional aspect makes the car shipping process even more important in the military context.

The uniqueness of military car shipping requires specialized knowledge and understanding of the process, making the choice of an experienced, trustworthy shipping company a crucial factor for a successful move.

Choosing the Right Military Car Shipping Service

Choosing the right military car shipping service can significantly ease the stress associated with a Permanent Change of Station (PCS) move. Here are key considerations to help you make an informed decision:

1. Experience and Reputation:

Choose a company with a track record of providing reliable service, especially in military car shipping. Read online reviews, ask for recommendations from other military families, or check with your installation’s Transportation Office for suggestions.

2. Compliance and Accreditation:

Ensure the company is fully compliant with all Department of Defense (DoD) regulations for military car shipping. Look for accreditations from reputable industry bodies as an indicator of the company’s commitment to high-quality service.

3. International Shipping Expertise:

If you’re moving overseas, the shipping company should have a strong understanding of international customs regulations and import laws. They should be able to guide you through the process and handle any potential issues that may arise.

4. Insurance Coverage:

Check the company’s insurance coverage. It should provide sufficient protection against damage or loss during transit. Understand the terms and conditions of the insurance coverage, including any deductibles or exclusions.

5. Customer Service:

The company should offer excellent customer service, with clear communication and prompt responses. This is especially important as you may need to coordinate the pickup and delivery of your vehicle, understand delays, or resolve any issues that arise during shipment.

6. Vehicle Tracking:

A good military car shipping service should provide a way for you to track your vehicle during transit. This can help you plan your time and give you peace of mind knowing where your vehicle is and when it will arrive.

Remember, the cheapest service isn’t always the best one. Factor in the company’s reputation, experience, and the quality of their customer service when making your decision. Ultimately, the right shipping service is one that aligns with your needs and provides a smooth, hassle-free experience.

Understanding Costs and Insurance for Car Shipping

When shipping your car during a military move, understanding the associated costs and insurance coverage is key to making informed decisions and budgeting accurately. Here’s what you need to know:

1. Shipping Costs:

The cost of shipping your car can vary based on a number of factors including the distance of the move, the size and type of your vehicle, and the specific services you choose. For overseas Permanent Change of Station (PCS) moves, the military generally covers the cost of shipping one privately owned vehicle (POV). For domestic moves, you will likely bear the costs yourself.

2. Insurance:

All authorized military car shipping services are required to provide basic insurance coverage for your vehicle during transit. This coverage typically protects against damage caused by incidents like accidents or environmental factors. It’s essential to understand the terms of the insurance policy, including the coverage limit, deductible, and any exclusions.

3. Personal Items:

Remember, personal belongings left in the vehicle during a military move are usually not covered by the insurance policy. Remove all personal items before shipping to avoid any potential loss or damage.

4. Potential Extra Costs:

Depending on the specifics of your move and the condition of your vehicle, there might be additional costs. For example, if your car isn’t in running condition, there may be extra fees for loading and unloading. Similarly, special services like top-loading or enclosed shipping can incur additional charges.

5. Insurance Claims:

In case of damage during shipment, report it immediately to the shipping company. Document the damage with photos and compare it with your pre-shipment inspection report. Follow the shipping company’s process for filing a claim. Claims must be filed within a certain time frame, usually shortly after delivery, so don’t delay.

Understanding these costs and insurance considerations helps you better plan your move, avoid unexpected expenses, and ensure your vehicle is adequately protected. It’s always advisable to discuss these details with your chosen shipping company to avoid any confusion or surprises.

Preparation and Inspection of Your Vehicle

Properly preparing and inspecting your vehicle prior to shipping is a crucial step in the military car shipping process. Here’s a guide on how to get your car ready and what to expect during the inspection:

1. Vehicle Preparation:

Clean Your Vehicle: Thoroughly clean your vehicle, both inside and out. This aids in the inspection process by making any existing scratches or damage more visible.
Maintenance: Ensure your vehicle is in good running condition. Check the tires, battery, and fluid levels. Your car should have no leaks.
Fuel Level: Keep your fuel level at no more than a quarter tank, as per Department of Defense (DoD) regulations.
Remove Personal Items: Your vehicle should be free of all personal belongings. Insurance usually does not cover these items, and they may shift during transit, potentially causing damage.
Disable Alarms: If your vehicle has an alarm, make sure it is disabled to prevent it from going off during transit.
Remove Toll Tags and Parking Passes: These items should be removed to prevent unwarranted charges or loss.

2. Vehicle Inspection:

Document Existing Damage: Before handing over your vehicle, take clear photos of all sides, the interior, and any existing damage. This documentation will be important if you need to file a damage claim.
Inspection at Vehicle Processing Center (VPC): When you drop off your vehicle at the VPC, it will undergo a thorough inspection. The VPC personnel will document the current condition of your vehicle on a Vehicle Inspection and Shipping Form. Review this form carefully and ensure all existing damage is documented.
Acceptance Signature: Once you agree with the documented condition of your vehicle, you will sign the form. You’ll receive a copy, which you should keep for your records.

Remember, preparing and inspecting your vehicle properly can help prevent potential issues or disputes about damage claims later on. It also ensures your vehicle is ready for a safe journey to your new location.

Domestic vs. International Military Car Shipping

Military car shipping, whether domestic or international, involves the transportation of privately owned vehicles (POVs) from one location to another. However, the specifics can vary significantly based on the type of move. Here’s how domestic and international military car shipping compare:

Domestic Military Car Shipping:

Coverage: For most domestic PCS moves within the same country, service members usually bear the cost of transporting their POVs.
Process: The process often involves choosing a reputable vehicle transportation service, scheduling pick-up and delivery dates, and preparing the vehicle for transport. In some cases, you might opt to drive the vehicle yourself.
Regulations: While there are fewer regulations to worry about compared to international shipping, service members still need to ensure their chosen transport company complies with all relevant local and national laws.
Transit Times: Transit times are usually shorter, ranging from a few days to a couple of weeks, depending on the distance.

International Military Car Shipping:

Coverage: For overseas PCS moves, the government typically covers the cost of shipping one POV.
Process: The process can be more complex and includes additional steps, such as dropping off and picking up your vehicle from a Vehicle Processing Center (VPC), and dealing with customs clearance procedures.
Regulations: Strict Department of Defense (DoD) regulations govern international POV shipments, including requirements around the vehicle’s condition, what items can be left in the vehicle, and documentation needs.
Transit Times: Transit times can be longer due to the distances involved and the additional complexities of international shipping. Service members should be prepared for their vehicle to be in transit for several weeks to a few months.
Customs and Quarantine: International shipments must clear customs in the destination country. Some countries may also have quarantine requirements that can extend the transit time.

Whether you’re shipping your vehicle domestically or internationally, planning is crucial. Understanding the specifics of each type of move can help you navigate the process more smoothly and ensure your vehicle arrives safely at your new duty station. Always consult with your installation’s Transportation Office or a military transport advisor for guidance specific to your situation.

Legal Regulations and Compliance in Car Shipping

Car shipping, particularly in the context of military moves, is regulated by a set of laws, rules, and Department of Defense (DoD) policies. Understanding and complying with these regulations ensures a smooth and legal transportation process. Here are key legal considerations and compliance factors in military car shipping:

1. Vehicle Eligibility:

DoD has specific guidelines that determine the type and size of the vehicle eligible for shipment at government expense. Usually, it covers the cost for shipping one privately owned vehicle (POV) per family. Cars, SUVs, and pick-up trucks are typically included, while recreational vehicles, motorcycles (except for when it’s the only POV), and larger trucks might not be eligible.

2. Vehicle Condition:

The vehicle must be in safe, operable condition. Non-operational vehicles might not be accepted or could incur additional fees. The vehicle should also be clean for inspection, with no more than a quarter tank of fuel.

3. Personal Items:

Regulations prohibit personal items from being packed in the vehicle for shipment. These items will not be insured against loss or damage. A few exceptions might be allowed, such as car seats or standard vehicle tools.

4. Licensing and Registration:

The vehicle must be properly licensed and registered, and you’ll need to provide proof of ownership or entitlement to ship the vehicle.

5. Environmental Regulations:

When moving overseas, your vehicle must meet the environmental and safety standards of the host country. This is particularly important for U.S. service members moving to countries with strict emissions standards, like Germany or Japan.

6. Customs and Import Laws:

Your vehicle will need to clear customs in the destination country. Each country has its own import laws and regulations, and you may be required to pay import taxes or duties, depending on your status and the host country’s laws.

7. Insurance:

Shipping companies must provide a certain level of insurance coverage for your vehicle during transit. Ensure you understand the extent of this coverage and the process for filing a claim.

Non-compliance with these regulations can lead to complications, delays, or additional costs. It’s advisable to discuss these points with your installation’s Transportation Office or a military transport advisor to ensure you’re fully prepared for your military car shipping process.

Timeline and Scheduling Considerations

When planning a military move, it’s essential to consider the timeline and schedule for shipping your privately owned vehicle (POV). The exact timeline can vary based on several factors, including the distance of the move, whether it’s domestic or international, and the specific arrangements with your chosen shipping service. Here are some general timeline and scheduling considerations to keep in mind:

1. Early Planning:

Start researching your options as soon as you receive your orders. Some periods, like the summer, are particularly busy for moving companies, and it’s best to schedule your shipment as early as possible. Early planning can also help you better coordinate the rest of your move.

2. Pick-Up and Drop-Off Scheduling:

Consider your own schedule when coordinating pick-up and drop-off dates with the shipping company. Make sure you (or a designated agent) are available to hand over the vehicle and conduct a pre-shipment inspection.

3. Transit Times:

Transit times for vehicle shipping can vary. Domestic shipments may take a few days to a couple of weeks, while international shipments can take several weeks to a few months. Ask your shipping company for an estimated transit time to help plan your move.

4. Buffer Time:

Always account for potential delays. Factors like weather, traffic, and customs procedures for international moves can cause unexpected delays. It’s a good idea to have a back-up plan, such as a rental car, in case your vehicle doesn’t arrive when expected.

5. Vehicle Pick-Up:

Once you arrive at your new location, you’ll need to arrange for the pick-up of your vehicle. Keep in mind that there might be limited storage time at the destination, after which storage fees may apply.

6. Inspection upon Delivery:

When your vehicle is delivered, inspect it carefully for any new damage. Use your pre-shipping photos and inspection report for reference. If there is new damage, report it immediately to the shipping company.

Remember, each military move is unique, and the timeline for shipping your POV can vary based on your specific circumstances. Always consult with your chosen shipping company or a military transport advisor for the most accurate timeline and scheduling information.

Pickup and Delivery: What to Expect

When you’re in the process of a military move, understanding what to expect during the pickup and delivery of your privately owned vehicle (POV) can make the transition smoother. Here’s a general overview of what you might anticipate during both procedures:

Pickup Procedure:

Vehicle Preparation: Before pickup, ensure that your vehicle is clean, contains no more than a quarter tank of fuel, and is free from personal belongings.
Pre-Shipping Inspection: When the vehicle shipping company arrives, they will perform an inspection of your vehicle to document its condition. This will include noting any existing scratches, dents, or other damage.
Documentation: You will be provided with a copy of the inspection report. Review this document thoroughly and make sure it accurately reflects the condition of your vehicle before signing it. This report will be critical if you need to file a damage claim later.

Delivery Procedure:

Arrival Notification: The shipping company will notify you when your vehicle has arrived at the destination and is ready for pick-up.
Vehicle Inspection: Upon receiving your vehicle, conduct a thorough inspection using the pre-shipping inspection report as a guide. Check for any new scratches, dents, or damage that might have occurred during the shipping process.
Reporting Damage: If you find any new damage, report it immediately to the shipping company. You’ll need to follow their process for filing a damage claim. In general, this involves documenting the damage with photos and submitting a claim form.
Documentation: Once the inspection is completed and you’re satisfied that the vehicle is in the condition you expect, you’ll need to sign a document to acknowledge receipt of the vehicle.

Understanding the process and what to expect during the pickup and delivery of your POV can help make your military move a bit less stressful. Keep in mind that it’s crucial to be thorough during both inspections to protect yourself from any potential issues or disputes about damage claims later on.

Dealing with Potential Challenges and Issues

Even with meticulous planning, military moves can be complex, and potential challenges or issues may arise during the process. However, knowing how to handle these situations can make a big difference. Here are some common challenges and advice on how to deal with them:

1. Delays:

Whether it’s due to weather conditions, unforeseen traffic, or international customs procedures, delays can happen. Always plan for a buffer period in your timeline to account for such events. If your vehicle’s arrival is delayed beyond your expectations, stay in communication with your shipping company for updates and make alternate arrangements, like car rental, if necessary.

2. Damage to Vehicle:

Despite careful handling, your vehicle may sustain damage during transit. Thoroughly inspect your vehicle upon delivery and compare it with the pre-shipping inspection report. If you notice any new damage, report it immediately to the shipping company and follow their procedure for filing a damage claim. Remember, timely reporting is crucial.

3. Lost or Misplaced Vehicles:

While rare, there may be instances when vehicles are misplaced or lost during transit. In such a scenario, contact your shipping company immediately. They should be able to track the vehicle and provide updates. In worst-case scenarios, their insurance should cover the cost of replacing your vehicle.

4. Difficulty Adjusting to New Driving Conditions:

If you’re moving internationally, you may find yourself dealing with different traffic laws, driving on a different side of the road, or navigating in a foreign language. To ease this transition, take some time to familiarize yourself with the local driving laws and conditions before you get behind the wheel.

5. Denied Claims:

If you file a damage claim and it is denied by the shipping company or their insurer, you can seek assistance from your local legal service office. They can guide you on the next steps, which may include filing a lawsuit or seeking a settlement.

By anticipating potential challenges and understanding how to address them, you can navigate your military move more effectively and minimize stress. Always remember to stay in communication with your shipping company and don’t hesitate to reach out to your installation’s Transportation Office or a military transport advisor for assistance or advice.

Tips for a Successful Military Car Shipping Experience

Shipping your privately owned vehicle (POV) as part of a military move can seem daunting, but with some preparation and planning, you can ensure a successful experience. Here are some tips to help you navigate this process:

1. Start Planning Early:

As soon as you receive your PCS orders, start planning your car shipping process. This includes researching reputable shipping companies, understanding the costs involved, and considering your timeline.

2. Understand the Rules:

Familiarize yourself with the Department of Defense (DoD) regulations for shipping POVs. This includes rules around vehicle eligibility, what can be packed in the car, and preparation of your vehicle. If you’re moving overseas, research the host country’s import laws and vehicle standards as well.

3. Choose a Reputable Shipping Company:

Look for a shipping company with experience in military moves and a solid reputation for reliability and customer service. Ask for recommendations from other service members or check online reviews.

4. Document Your Vehicle’s Condition:

Before the car is picked up, document its condition thoroughly. Take photos of the exterior and interior from multiple angles, and record any existing damage. This will be crucial in case of a dispute over damage that occurs during shipping.

5. Keep Communication Lines Open:

Ensure you’re available and responsive to communication from your shipping company throughout the process. If you’ll be unavailable at any point, designate a trusted person as your agent to handle matters in your absence.

6. Inspect Your Vehicle Upon Delivery:

When you receive your vehicle, do a thorough inspection before signing off on its delivery. If you find any new damage, report it immediately to the shipping company.

7. Plan for Delays:

Despite best efforts, delays can happen. Have a contingency plan, such as a rental car or public transportation, in case your vehicle’s arrival is delayed.

8. Seek Assistance When Needed:

If you’re unsure about anything or need help, don’t hesitate to reach out to your installation’s Transportation Office or a military transport advisor.

Remember, a military move is a major event, and each one presents its unique challenges. However, with careful preparation and proactive management, you can make your military car shipping experience as smooth as possible.

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