For shippers and receivers
Updated September 27, 2026
In auto transport, a vehicle condition report shows what shape each vehicle is in. It is filled out when the carrier picks the vehicle up and again when it is delivered. The driver and the shipper or receiver check the vehicle together and sign.
The bill of lading is the shipment’s receipt. It shows who sent the vehicles, who gets them, and what is on the truck. Together, the two papers show what was handed over and in what shape.
This guide is for the dealer, fleet manager, or lot team signing for a load. It covers what each paper records, how they work at pickup and delivery, and what to check before you sign.
What a Vehicle Condition Report Records
A condition report is a snapshot of one vehicle at one moment. Forms differ from carrier to carrier, but most record the same basics:
- Which vehicle: the VIN, plus year, make, model, and color
- Mileage on the odometer
- Existing damage: scratches, dents, chips, and cracks, often marked on a drawing of the vehicle
- Photos of the vehicle and of any damage found
- When and where: the date, time, and location of the check
- Signatures from the driver and the person handing over or receiving the vehicle
The report is made twice. The pickup report shows the vehicle’s shape before it goes on the truck. The delivery report shows its shape when it comes off. Comparing the two shows whether anything changed on the road.
This is different from the used-car condition report a dealer writes up to sell a car. A transport report is not a grade of the vehicle. It is a record of the handoff.
What a Bill of Lading Must Show
Federal rules say a for-hire motor carrier must issue a receipt or bill of lading for freight it moves between states. It must show:
- The names of the shipper and the receiver (the law calls them consignor and consignee)
- The origin and destination
- The number of pieces, which for a car hauler is the number of vehicles
- A description of the freight
- Its weight, volume, or measurement, where that affects the rate
The carrier must keep a record of that information. In car hauling, the bill of lading typically lists each vehicle on the load by VIN.
How the Two Work Together at Pickup and Delivery
The two papers do different jobs. Some carriers combine them on one form.
| Record | Bill of lading | Condition report |
|---|---|---|
| What it records | Shipper, receiver, origin, destination, and the vehicles on the load | Each vehicle’s VIN, mileage, existing damage, and photos |
| When it is made | When the carrier takes the load, then signed again at delivery | At pickup, and again at delivery |
| Who signs | The driver, the shipper at pickup, and the receiver at delivery | The driver and the shipper or receiver |
| What it proves | What the carrier took and where it is going | What shape each vehicle was in at each handoff |
At pickup
The driver checks each vehicle against the order, walks around it, and notes any damage that is already there. The shipper’s representative reviews the notes and signs. The vehicle goes on the truck.
At delivery
The driver unloads each vehicle and the receiver checks it against the pickup report. If the receiver agrees, both sign. That signed delivery record is the proof the load arrived.
We hold our partners to this. On loads we give to sub-haulers, our terms require a condition report and a bill of lading for each vehicle. The customer must sign both and print their name. Sub-haulers send us the signed bill of lading with their invoice to get paid.
Electronic Proof of Delivery (ePOD)
Paper forms can smudge, get lost, or take days to reach the office. Electronic Proof of Delivery replaces them with a digital record captured at the truck. Signatures and delivery details go straight into the carrier’s system.
Every Accelerated truck has GPS tracking and Electronic Proof of Delivery. Dealers can sign up on our ePOD and tracking page to get automated ePODs and live vehicle tracking.
Receiving loads from us? Get delivery records and live tracking sent to you.
What to Check Before You Sign at Delivery
Your signature says you accept the vehicle as described. Take a few minutes per vehicle before you sign.
Receiver sign-off checklist
- Match the vehicleCheck the VIN against the bill of lading and your order.
- Read the pickup reportKnow what damage was already noted before the vehicle left.
- Walk around it in good lightLook at every panel, the roof, the glass, the wheels, and the lower edges.
- Check the mileageCompare the odometer with the pickup report.
- Write down anything newNote it on the delivery report in plain words, with where it is and how big.
- Take photosPhotograph anything you noted, and the whole vehicle.
- Sign and keep a copyGet your copy of the signed report, paper or electronic.
Print this page and keep the checklist at the receiving desk.
If a Vehicle Arrives Damaged
Note the damage on the delivery report before you sign, and tell the carrier right away. After that, follow the claim steps in your contract with the carrier.
Federal law makes a motor carrier liable for actual loss or damage to the freight it carries under a receipt or bill of lading. That includes the carrier that picked it up, the one that delivered it, and any carrier in between. The same law says a carrier is still responsible even if it did not issue a bill of lading. This is a summary, not legal advice.
If we hauled your load, call our team at (720) 200-3100.
Condition Report and Bill of Lading FAQs
What is a vehicle condition report in auto transport?
It is a record of a vehicle’s condition at pickup and at delivery. It usually lists the VIN, the mileage, and any existing damage, with photos. The driver and the shipper or receiver sign it.
Is a bill of lading the same as a condition report?
No. The bill of lading is the shipment receipt. It shows who sent the load, who gets it, where it goes, and what is on it. The condition report records each vehicle’s shape. Some carriers put both on one form.
Who signs the bill of lading?
The driver signs for the carrier. The shipper signs at pickup and the receiver signs at delivery. Read the condition notes before you sign, because your signature accepts them.
What is electronic proof of delivery?
It is a digital delivery record captured at the truck, in place of a paper receipt. Every Accelerated truck has GPS tracking and Electronic Proof of Delivery.
What should I do if a car arrives damaged?
Write the damage on the delivery report before you sign, take photos, and tell the carrier right away. Then follow the claim steps in your contract with the carrier.
Ship With a Carrier That Tracks Every Truck
We have hauled finished vehicles since 1999, for manufacturers, dealers, fleet companies, and auto auctions. Every truck runs GPS tracking and Electronic Proof of Delivery. See how finished vehicle logistics works, or reach our team now.
Prefer the phone? Call (720) 200-3100, Monday to Friday 7:00 AM to 5:00 PM and Saturday 8:00 AM to 12:00 PM.