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

Step 1: Measure and Document Exact Dimensions

Accurate dimensions are the foundation of every heavy equipment move. Incorrect dimensions can result in the wrong trailer arriving, permit denials, or route rejections. Measure your equipment in its intended transport configuration — not operating configuration:

• Width: Measure at the widest point in transport position. For excavators, this is typically the track width. For dozers, measure with the blade removed (if applicable). For cranes, measure with the boom lowered and counterweights removed.
• Height: Measure from the ground to the highest point in transport position. For excavators, this is typically the top of the cab with the boom lowered. For boom lifts, this is the top of the platform in the fully lowered position.
• Length: Measure overall length including any protruding attachments (bucket, blade, boom tip).
• Weight: Use the manufacturer's operating weight specification as a starting point, but note that attachments, fuel, and hydraulic fluid add weight. For permit purposes, use the actual weight if you have access to a certified scale.

Share these dimensions with your carrier when requesting a quote — not after booking. Dimension surprises on pickup day cause delays and may require a different trailer.

Step 2: Configure the Machine for Transport

Every machine has a transport configuration that minimizes its dimensions and secures moving parts. Follow the manufacturer's guidelines for your specific machine:

• Excavators: Lower the boom and arm to the lowest position. Curl the bucket fully. Engage the transport lock if equipped. Retract the undercarriage to minimum width if the machine has a retractable undercarriage.
• Dozers: Lower the blade to the ground. Remove the blade if width exceeds 8'6" or if the carrier requests it. Engage the parking brake.
• Cranes (rough terrain/all-terrain): Lower and secure the boom. Remove counterweights if required for weight compliance. Retract outriggers fully.
• Boom lifts and scissor lifts: Lower the platform completely. Engage the transport lock. Retract all outriggers to minimum width.
• Motor graders: Lower the blade. Remove the blade if width exceeds 8'6". Articulate the frame to straight position and engage the articulation lock.
• Wheel loaders: Lower the bucket to the ground. Engage the articulation lock. Retract any attachments.

Step 3: Manage Fluids

Fluid management before transport serves two purposes: weight reduction and spill prevention. Follow these guidelines:

• Fuel: Reduce fuel to 1/4 tank or less. A full fuel tank on a large excavator can add 500–1,000 lbs. More importantly, full tanks increase spill risk if the machine shifts during transport. Some carriers and terminals (especially ports) require tanks at 1/4 or less.
• Hydraulic fluid: Check for leaks before transport. Active hydraulic leaks can damage the trailer and create liability. Repair leaks before shipping or notify the carrier so they can take precautions.
• Coolant: Check coolant level and condition. Ensure the radiator cap is secure.
• Engine oil: Check oil level. Ensure the drain plug and fill cap are secure.
• DEF (Diesel Exhaust Fluid): No action needed — DEF tanks are sealed and do not require draining.

Step 4: Secure Attachments and Loose Components

Loose attachments and components are a major cause of transport damage. Before the carrier arrives:

• Remove detachable attachments (buckets, thumbs, augers, hammers) and ship them separately, or secure them with chains to the machine frame. Never leave attachments hanging freely.
• Secure the bucket if it remains on the machine — chain it to the arm or frame to prevent swinging.
• Remove or secure mirrors, lights, and antennas that protrude beyond the machine's main body.
• Secure cab doors — tape or chain them closed to prevent wind damage during transport.
• Remove personal property from the cab — tools, hard hats, and personal items should be removed before shipping.
• Secure the battery disconnect — if the machine has a battery disconnect switch, engage it to prevent accidental activation during transport.

Step 5: Document Pre-Existing Condition

Condition documentation protects you in the event of a damage claim. Before the carrier arrives:

• Photograph all sides of the machine — front, rear, left, right, and top if accessible.
• Photograph the undercarriage — track condition, undercarriage components, and any pre-existing damage.
• Photograph pre-existing damage — dents, cracks, broken glass, missing components. Close-up photos with a reference object (coin, hand) for scale.
• Use timestamped photos — most smartphones automatically embed timestamps in photo metadata. Alternatively, photograph a newspaper or phone screen showing the date.
• Note the hour meter reading — photograph the hour meter display.
• Note the fuel level — photograph the fuel gauge.

Share these photos with the carrier before or at pickup. The Bill of Lading (BOL) should note any pre-existing damage — review it carefully before signing.

Step 6: Prepare the Site for Pickup

Site access issues are one of the most common causes of pickup delays. Before the carrier arrives:

• Verify overhead clearance: The carrier's tractor-trailer combination is typically 13'6" tall. Ensure there are no low-clearance obstacles (power lines, tree branches, building overhangs) on the access path.
• Verify road width: A standard tractor-trailer is 8'6" wide. Ensure the access road or driveway is at least 12 feet wide for safe passage.
• Verify turning radius: A 75-foot tractor-trailer combination needs significant turning radius. Ensure there is enough space to maneuver at the pickup location.
• Clear the area around the equipment: Remove other equipment, vehicles, or obstacles that would prevent the carrier from positioning the trailer for loading.
• Identify a level loading area: Equipment should be loaded on level, stable ground. Soft or uneven ground can cause the trailer to sink or the machine to shift during loading.

Step 7: Have Documentation Ready at Pickup

The carrier will need certain documents at pickup:

• Title or proof of ownership: Required for most equipment moves, especially if crossing state lines or shipping to a port for export.
• Release authorization: For auction purchases, the auction platform's release document confirming payment and authorizing pickup.
• Bill of Lading: The carrier will present a BOL for your signature. Review it carefully — it documents the machine's condition at pickup and transfers responsibility to the carrier.
• Contact information: Provide the carrier with a contact number for the person who will be present at pickup and at the delivery location.

IronHaul Logistics guides you through every step of the pre-transport preparation process. Our dispatch team will walk you through what's needed for your specific machine and move. Call (208) 495-2260, email [email protected], or request a quote online to get started.