How to Prepare Your Car for Rail Shipping
A smooth drop-off starts with a well-prepared vehicle. Here's exactly what to do before you bring your car to the terminal — and what not to forget.
Why Preparation Matters
Most drop-off delays and disputes come from vehicles that aren't properly prepared. A car that shows up with personal belongings inside, a full fuel tank, or a roof rack attached creates problems at the terminal — and can result in refused loading or voided insurance coverage on certain items.
The good news: preparation is simple. Follow this checklist and your drop-off will take 15 to 30 minutes with no surprises.
Fuel Level
Your vehicle must have fuel at or below one quarter of a full tank at drop-off. This is a rail safety requirement — not a preference. Fully fuelled vehicles create a fire risk in the enclosed rail car environment.
This applies to all vehicles including hybrids. If you arrive with more than a quarter tank, you may be asked to drive to a nearby station to reduce the fuel level before intake can proceed.
One quarter tank or less. This is a hard requirement and will be checked at intake.
Electric Vehicles — Battery Level
If you're shipping an electric vehicle, the battery must be charged to approximately 85% at drop-off — not fully charged, and not near empty. Rail safety protocols for lithium battery transport require this specific range.
This applies to all EVs: Tesla, Rivian, Ford Mustang Mach-E, Hyundai Ioniq, Chevrolet Equinox EV, and any other battery electric vehicle. Check your battery level before leaving for the terminal and adjust if needed.
Personal Belongings
The vehicle must be completely empty of personal items. No exceptions. This means:
— No clothing, luggage, or bags — No electronics (laptops, tablets, chargers) — No food or drinks — No valuables of any kind — No kitchenware, tools, or household items
Personal belongings are not insured during transport and can shift during loading, which creates damage risk. Items found inside the vehicle at intake may result in refused loading.
The only items allowed to remain in the vehicle are ones that belong to the car itself: spare tire, jack, jumper cables, and factory emergency kit. These are not insured.
External Accessories
All external accessories must be removed before drop-off:
- ✓Roof racks — these affect height clearance inside the rail car and must be removed
- ✓Bike racks and cargo carriers
- ✓External antennas (if removable)
- ✓Trailer hitches with protruding ball mounts
- ✓Any aftermarket additions that extend beyond the vehicle's standard dimensions
Car Alarm
Disable any aftermarket car alarm before drop-off, or ensure you leave the key fob with the vehicle so staff can manage it if the alarm triggers. Factory alarms are generally fine — aftermarket alarms that are sensitive to movement are the issue.
Take Your Own Photos
Before you drive to the terminal, photograph your vehicle thoroughly from every angle — all four sides, front and rear, plus close-ups of any existing scratches, dents, or chips. Take the photos in good lighting.
Rail Auto Canada will also document the vehicle's condition at intake. But having your own photos gives you independent evidence and speeds up any insurance claim process if needed. Email the photos to yourself so they're timestamped.
Your pre-shipment photos are the single most important thing you can have if something goes wrong. Don't skip this step.
What to Bring on Drop-Off Day
On the day of drop-off, bring the following:
- ✓Your vehicle (obviously) — prepared as above
- ✓One set of keys — keep any spare sets with you
- ✓Valid government-issued photo ID
- ✓Your job number — found in your booking confirmation email and client portal
What Happens at the Terminal
When you arrive at the terminal, a Rail Auto Canada intake agent will greet you. Together you'll walk around the vehicle and document its condition on the intake form — every existing scuff, chip, or dent is noted and photographed. You sign the intake form, hand over one key, and you're done.
The terminal address is only provided after your booking is confirmed and paid — you'll find it in your confirmation email. Terminals are secured facilities, not public lots. Do not share the address with anyone who is not associated with your shipment.
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