Shipping Employee Cars During a Corporate Relocation: A Guide for HR and Mobility Teams

When a company relocates an employee, the household goods, the house hunt and the start date get all the attention. The car often gets figured out last, and that's when it causes problems: an employee who can't get to work the first week, or who loses days driving across the country instead of starting the new job.

Here's how HR, global mobility and relocation teams can handle employee car shipping with less back-and-forth.

What to collect from the employee

Gather these as early as you can, ideally when the relocation is approved:

• Vehicle details: year, make, model, and whether it runs. Note anything unusual, like a lifted truck, a low sports car or an EV.
• How many vehicles. Two-car households are common.
• Pickup address at the old location and delivery address at the new one, or a temporary housing address.
• Key dates: last day at the old address, move-in date, and start date.
• Who can release and receive the car, if the employee won't be there.

Timing the car around the move

The car should fit the rest of the move, not fight it:

• Pick up after the employee no longer needs it, often a day or two before they fly out.
• Deliver around arrival. Most moves take one to ten days on the truck once loaded. See how long it takes to ship a car.
• Book one to two weeks ahead for the best choice of dates, earlier in summer moving season.
• Plan a rental for a day or two at either end if dates are tight.

Paperwork for your vendor process

A carrier that works with relocation teams should be ready for procurement. Ask for:

• A written, all-in quote you can approve against policy.
• A W-9 for vendor setup.
• A certificate of insurance for your records.
• A digital bill of lading with pickup and delivery photos, so condition is documented at both ends.
• One point of contact for your team and the employee.

Choosing a carrier

• Check the USDOT and MC numbers on the FMCSA's SAFER Company Snapshot.
• Ask who will physically haul the car, the company you hire or a partner carrier, and whether you'll be told before pickup.
• Ask about equipment for special vehicles: enclosed transport for high-value cars, larger trailers for trucks and EVs.
• Ask how the employee gets updates. A driver who calls ahead at pickup and delivery saves your team a lot of follow-up.

Our guide to the signs of a good vs. bad car hauler goes deeper.

How we help relocation teams

Velocity Logistics is a licensed motor carrier based in Indianapolis (USDOT 4494211, MC 1777008). We help relocation managers move employee vehicles door to door across the lower 48. Each move gets a written quote, one dispatch contact for your team and the employee, and photo-documented pickup and delivery. We send a W-9 and certificate of insurance on request. Routes outside our regular lanes may go with a vetted partner carrier, and Velocity stays your single point of contact.

See our corporate relocation car shipping page, or our moving guide to share with employees.

The bottom line

Collect the vehicle details and dates early, time the car around the household move, and pick a carrier that's ready for your vendor process. Request a quote for your next relocation.

Frequently asked questions

Do you work with HR teams and relocation companies?

Yes. We work with HR teams and relocation managers to move employee vehicles. We can quote for the company or the employee directly.

Can you send a W-9 and a certificate of insurance?

Yes. Ask dispatch at (317) 934-4366 or [email protected] and we send both for your vendor setup.

How do payment and approval work for a corporate move?

Every move gets a written, all-in quote first. Payment terms are set per move and confirmed in writing before pickup.

Can you move two cars for one household?

Yes. Two-car households are common on relocations. Tell us both vehicles when you request a quote so they can be scheduled together.

Do you only handle moves to and from Indiana?

No. We are based in Indianapolis and haul nationwide across the lower 48. Routes outside our regular lanes may go with a vetted partner carrier, and Velocity stays the single point of contact.