How to Prepare Heavy Equipment for Transport: Pre-Shipping Checklist

Step 1: Measure Your Equipment Accurately

Accurate dimensions are the foundation of every transport plan. Incorrect measurements lead to wrong trailer selection, permit errors, and potential DOT violations. Measure the following with the machine in transport configuration (boom retracted, attachments removed or secured):

• Width: Measure from the outermost point on the left side to the outermost point on the right side. For tracked machines, this is outside edge to outside edge of the track shoes. Include any protruding hydraulic lines, handrails, or lights.
• Height: Measure from the ground to the highest point — usually the cab roof, exhaust stack, or ROPS. This is the machine height; add the trailer deck height (18–54 inches depending on trailer type) to get total transport height.
• Length: Measure overall length with the boom fully retracted and the bucket or attachment in its lowest transport position.
• Weight: Use the OEM spec sheet as a starting point, but account for any added attachments, full fuel tank, or hydraulic fluid. Weigh the machine on a certified scale if the weight is close to a permit threshold.

Don't rely solely on spec sheets. Aftermarket attachments, non-standard track shoes, GPS antennas, and added counterweights can all change transport dimensions. Always measure the actual machine.

Step 2: Remove or Secure Attachments

Loose or improperly secured attachments are a leading cause of transport damage and DOT violations. Before the carrier arrives:

• Buckets and blades: Remove if possible and ship separately on the same trailer or a separate flatbed. If the bucket must stay on, position it flat on the trailer deck and secure it with additional chains.
• Hydraulic thumbs and grapples: Remove and secure separately. These attachments add width and height and are easily damaged in transit.
• Ripper shanks: Remove from dozer rippers before transport. Shanks can catch on road debris or low-clearance structures.
• Quick couplers: Ensure quick coupler pins are locked and safety clips are in place.
• Forks (forklifts): Remove forks and ship separately if they extend beyond the machine's footprint. Secure remaining fork carriage in the lowest position.

Step 3: Manage Fluid Levels

Fluid management before transport serves two purposes: reducing weight and minimizing fire and spill risk during transit.

• Fuel: Drain to approximately 1/4 tank (enough to start and move the machine at the destination, but not so full that it adds unnecessary weight or spill risk). A full 100-gallon diesel tank adds approximately 700 lbs.
• Hydraulic fluid: Check for leaks before transport. A leaking hydraulic cylinder can create a hazardous spill on the trailer deck and road. Repair leaks before shipping.
• Engine oil and coolant: Check levels and top off if needed. Ensure all caps are tight and secure.
• DEF (Diesel Exhaust Fluid): Ensure the DEF tank cap is secure. DEF is corrosive and can damage trailer decks if it leaks.

Step 4: Prepare the Machine for Loading

Proper machine configuration at loading time prevents damage and speeds up the process:

• Excavators: Retract boom and stick fully. Rotate house to face forward. Lower blade (if equipped) to rest on the deck. Engage hydraulic lockout.
• Dozers: Lower blade to rest on the deck. Retract ripper (if equipped). Engage parking brake and transmission lock.
• Wheel loaders: Lower bucket to rest on the deck. Engage parking brake. Articulation lock must be engaged for transport.
• Forklifts: Lower forks to the lowest position. Tilt mast back fully. Engage parking brake.
• Motor graders: Lower blade to rest on the deck. Center the circle drive. Engage parking brake.

Step 5: Document the Machine's Condition

Pre-transport documentation protects you in the event of a damage claim:

• Take photographs of all four sides, the top, and any existing damage (scratches, dents, cracks) before loading.
• Note the hour meter reading and record it on the Bill of Lading.
• Document any pre-existing fluid leaks, broken lights, or missing components.
• Ensure the Bill of Lading accurately describes the equipment (make, model, serial number, year) and notes any pre-existing damage.

Step 6: Prepare the Pickup Site

The pickup site conditions affect loading safety and speed:

• Ground conditions: The trailer needs firm, level ground to safely load heavy equipment. Soft or uneven ground can cause the trailer to tip or sink. If the site has soft ground, notify your carrier in advance so they can bring outrigger pads or a different trailer configuration.
• Overhead clearances: Check for overhead power lines, tree branches, and building overhangs along the loading path. A loaded lowboy with a 20-ton excavator can be 13–14 ft tall.
• Access road width: Ensure the access road is wide enough for the truck and trailer combination (typically 8–10 ft minimum for the trailer, plus turning radius).
• Loading ramp or RGN: If the site has no loading ramp, request an RGN trailer so the machine can drive on under its own power.

Step 7: Gather Required Documentation

Have these documents ready before the carrier arrives:

• Equipment title or proof of ownership (required for some state permits)
• Auction release form (if shipping from an auction yard)
• Delivery address and contact information for the destination
• Any special delivery instructions (gate codes, contact names, delivery hours)

Ship with Confidence — IronHaul Logistics

IronHaul Logistics guides you through every step of the pre-transport process. Our team reviews your equipment dimensions, recommends the right trailer, handles permit procurement, and coordinates pickup logistics. Get a quote at ironhaullogistics.com, call (208) 495-2260, or email [email protected].