Vehicle Transport Documents: Complete Checklist

Vehicle transport in India isn't just "load it on a truck and drive". RTO regulations, state entry checks, e-way bills, insurance compliance — there's real paperwork. Missing one document can stop your shipment at a state border for hours or days.

This checklist covers exactly what you need before pickup, what we (the mover) handle, and what you handle.

Documents you need to provide at pickup

These are mandatory. Without them, the carrier cannot legally accept your vehicle.

• Original Registration Certificate (RC) — verified by mover, returned to you. A photocopy + your written authorisation travels with the vehicle.
• Valid insurance papers — your existing policy must remain valid throughout transit. Transit insurance is added on top by the mover.
• Pollution Under Control (PUC) certificate — required for interstate movement. Valid for 6 months.
• Driving licence copy of registered owner — even if not driving, owner identity needed
• Address proof of pickup AND delivery locations — Aadhaar / utility bill works
• Authorisation letter — if vehicle is registered in someone else's name (parent, spouse, company). Notarised preferred for company-owned vehicles.
• Photo identity — Aadhaar / passport / driving licence (any one)

What the mover handles for you

A reputable mover handles these on your behalf:

• E-way bill — generated electronically before vehicle dispatch (interstate moves only). No physical paper but movers have to be registered.
• NOC from RTO at source — only required if you're permanently relocating (state of registration changing). Most relocations don't need this; we help if you do.
• State entry tax forms — some states (e.g. Maharashtra, Karnataka) charge entry tax on incoming vehicles. Mover handles paperwork; tax cost passed through to you at actuals (₹0-2,500 typical).
• Transit insurance binder — paperwork issued at pickup, valid through delivery
• Carrier permits — the truck itself must have necessary state permits. Mover's responsibility, not yours.

Pre-pickup vehicle preparation

Some checks happen BEFORE the carrier arrives. Don't wait till they're at your gate.

For cars:

• Fuel level: ¼ tank or less (regulatory). DON'T arrive at full tank — they won't load.
• Battery: connected and functional. Test with engine start.
• No personal items inside (loose items damage interior + not covered by insurance)
• Disable car alarm, or share disable code with mover
• Antennas retracted (manual) or folded (electric)
• External accessories (roof rack, spoiler) secured or removed
• Tyres inflated to standard pressure
• Photograph all sides of vehicle, dashboard (odometer reading), and any pre-existing damage — your evidence baseline

For motorcycles:

• Fuel drained completely (mover does this for ₹150 fee, or you can pre-drain)
• Battery disconnected (mover does this on-site, free)
• Personal items removed (helmets, side bags, accessories travel separately)
• Mirrors retracted or removed
• Centre stand engaged for stability during crating

Pre-loading inspection — your most important step

Before loading, mover's team performs a Vehicle Condition Report (VCR). Be present for this.

1. Walk-around with you (or your representative)
2. 12+ photos covering all sides, wheels, interior, dashboard, odometer reading
3. Notation of any existing damage (scratches, dents, paint chips) on the VCR
4. Recording of fuel level
5. Test of horn, indicators, basic electricals
6. Both parties sign the VCR before loading

You receive a copy of the VCR via email + printed copy. This is your reference document for any post-delivery damage claims. Without it, claims become very difficult.

At delivery — the final inspection

When the carrier arrives at destination:

1. Driver contacts you 1-2 hours before arrival
2. Vehicle unloaded carefully — they don't drive your vehicle except to load/unload
3. Walk-around inspection with you, comparing condition to pre-loading VCR
4. Photo documentation of post-delivery condition
5. Sign the Delivery Acknowledgment Form (DAF)
6. Any concerns must be noted on the DAF BEFORE signing

Once you sign without notation, the vehicle is considered delivered as-is. Take 5 minutes for the inspection — it's the difference between a successful claim and a frustrating dispute.

Reporting damage — the 24-hour rule

If you find damage that wasn't on the VCR:

At delivery (most damage detectable here):

1. Note it on the DAF before signing
2. Take photos with the carrier truck visible in background
3. Email enquiry@gati.com.in (or your mover's claims address) within 24 hours with all photos

Within 24 hours of delivery (mechanical issues from rough transit):

1. Don't drive the vehicle until inspection (driving could mask the cause)
2. Photograph the issue clearly
3. Get the vehicle to an authorised service centre for diagnostic
4. Email claims with the service centre's report

Damage reported beyond 24 hours requires substantial proof that the issue existed at delivery and wasn't caused by subsequent driving. Don't skip the post-delivery inspection.

State-by-state quirks

India's federal RTO system means each state has its own rules. Common gotchas:

• Bangalore/Karnataka: Permanent vehicle relocations require re-registration with KA series within 12 months. Higher one-time road tax payable.
• Mumbai/Maharashtra: Octroi (octroi-equivalent) was abolished, but state entry tax may apply for commercial vehicles.
• Hyderabad/Telangana: Re-registration if relocating permanently. Pollution checks stricter than national norm.
• Chennai/Tamil Nadu: Inter-state vehicle entry slow during peak hours; expect 30-60 min delay at borders.
• Delhi/NCR: 10-year diesel / 15-year petrol vehicle ban applies to new entries too. Don't bring older vehicles.
• Kerala: One-time road tax on vehicles over 6 months in state — significant cost (~6-10% of vehicle value). Plan accordingly if relocating permanently.

For permanent relocation, factor re-registration costs into your move budget — typically ₹3,000-15,000 depending on state and vehicle type.