Hermes Logistics Resource · USA
Auction Vehicle Pickup Checklist
Buying or selling a vehicle at auction is only the first step. Before transport can be coordinated, the pickup must be released, accessible, correctly documented, and matched with appropriate equipment.
Before requesting transport
Use the checklist before a carrier is asked to act.
A complete pickup package helps identify missing release, condition, access, timing, and equipment information before coordination begins.
01
Confirm the vehicle is released.
Verify that payment, buyer or seller requirements, and any required authorization are complete. A carrier should not be dispatched while the vehicle remains on hold.
Prepare the applicable buyer number, stock number, lot number, gate pass, release reference, or other facility-specific authorization. Do not send passwords or sensitive account credentials.
02
Record the exact pickup location.
Provide the full facility name and pickup address. Confirm:
- Vehicle pickup hours and closed days
- Appointment or check-in requirements
- Equipment, entrance, or loading restrictions
- Where the driver reports and the correct facility contact
An auction’s office address, preview entrance, and vehicle pickup gate may not be the same.
03
Check the storage deadline.
Record the last date for pickup before additional storage charges or other consequences may apply. Share it as a planning constraint, not as a guaranteed pickup date.
Transport availability, route, equipment, legal operating limits, weather, and facility access can affect timing.
04
Describe the vehicle accurately.
- Year, make, model, keys, and visible damage or loose parts
- Whether it starts, rolls, steers, and brakes
- Dimensions or modifications affecting loading
- Special loading equipment that may be required
“Inoperable” can describe very different conditions. A vehicle that does not start but rolls and steers may need different handling from one with locked wheels or damaged suspension.
05
Choose the appropriate transport request.
Open transport is commonly considered for standard vehicle moves. Enclosed transport may be requested when additional protection is needed.
Inoperable, oversized, heavily damaged, modified, classic, specialty, or high-value vehicles may require different equipment. The final equipment decision depends on the vehicle, route, access, timing, and available qualified capacity.
06
Prepare delivery information.
Confirm the delivery ZIP code, full address when appropriate, receiving hours, site access, and a reliable contact. Residential streets, storage facilities, dealerships, ports, and commercial properties can have different access limitations.
If large equipment cannot safely or legally reach the exact address, a suitable nearby meeting location may need to be coordinated.
07
Keep condition records.
Retain available auction photos and records. Pickup and delivery condition should be documented through the applicable operating process, including the bill of lading or inspection record when required.
Do not rely on this article as a substitute for auction terms, the transport agreement, or actual condition documentation.
Information to submit to Hermes
Prepare a complete auction transport review.
Hermes reviews the request for completeness, route, timing, equipment fit, and current carrier availability.
- Pickup facility and ZIP; delivery ZIP
- Vehicle details, condition, and non-sensitive release reference
- Storage deadline, requested timing, and flexibility
- Pickup and delivery access information
- Open, enclosed, or special-equipment needs
- Coordination contacts shared through the approved form
Submission does not guarantee a price, pickup date, delivery date, successful pickup, or carrier assignment.
Quick answers
ReleaseConditionAccessDeadlinesCredentialsAuction pickup FAQ
Questions to resolve before the truck arrives.
What should be confirmed before an auction vehicle pickup?
Confirm the vehicle is released, the exact pickup facility and gate instructions, pickup hours, storage deadline, vehicle condition, keys, authorized pickup reference, delivery location, and any equipment or access constraints.
What if an auction vehicle does not start?
Describe whether it starts, rolls, steers, and brakes and disclose visible damage, locked wheels, suspension issues, missing keys, or other conditions that can change loading requirements. Inoperable vehicles may require different equipment or handling.
Which auction pickup details help reduce avoidable delays?
Useful details include the facility name, exact pickup address, lot or stock reference, release status, pickup hours, appointment rules, storage deadline, keys, current condition, loading restrictions, delivery contact, and realistic timing window.
Does a storage deadline guarantee pickup before fees begin?
No. A storage deadline is an important planning constraint, but pickup still depends on release, route, equipment, facility access, legal operating limits, weather, current qualified capacity, and final confirmation.
Should auction account passwords or sensitive credentials be sent with a transport request?
No. Prepare only the non-sensitive buyer, stock, lot, gate-pass, or release reference needed for review. Do not send account passwords or other sensitive credentials through a public request.
Request review
Prepare the auction vehicle, route, release, condition, access, and timing details.
The direct intake sends a structured request for Logistics Sales review only after the approved receiver confirms delivery. Human review determines whether the inquiry is qualified. It does not publish a load, notify a carrier, confirm capacity, or create a booking.