How to Export Used Cars from the USA to the Middle East — The Forwarder Checklist
Estimated reading time: ~10 minutes
Author: Linear Shipping Content Team
Contents / quick links
- Why the forwarder must own the chain
- Non-negotiable capabilities (checklist)
- Step-by-step operational flow you should expect
- RoRo vs Container — practical guidance
- Documents checklist (copy & send to your forwarder)
- How to evaluate a forwarder's quoting process (what to test)
- Common failure modes & mitigation
- What to ask your forwarder right now (short checklist)
1) Why the forwarder must own the chain (the single promise you should insist on)
Buying a car at Copart, IAAI or Manheim is just step one. The hard, value-destroying problems happen after the hammer falls: missed pickups, stalled export docs, missed vessel slots, unexpected destination fees, and slow claims handling.
The single measurable promise a forwarder must make is this:
"We own the process from lot → port → vessel → destination and provide proof at every key milestone."
Proof = timestamped pickup photos (VIN + odometer), a booking reference/Bill of Lading, ETD/ETA updates, arrival notice, delivery photos/POD and clear invoices. If a forwarder can't or won't provide that, don't ship.
2) Non-negotiable capabilities a forwarder must have (checklist)
When vetting forwarders, use this list to separate professionals from brokers:
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• Auction pickup & yard handling
- Verified access to Copart/IAAI/Manheim yards and trained pickup crews.
- Winch/crane capacity for inoperable cars and timestamped 8-angle photos including VIN + odometer.
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• Coast-to-coast inland transport & drayage
- Enclosed/open carriers, winch loading for non-running vehicles, and guaranteed drayage slots timed to vessel cutoffs.
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• Export compliance & paperwork
- EEI/ITN filing (when required), Bill of Lading issuance, POA handling and templates tailored to destination rules.
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• RoRo & container booking relationships
- Access to RoRo decks and container space; the ability to advise RoRo vs container on cost + risk basis.
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• Local customs & agent network
- Vetted agents in Jebel Ali, Aqaba, Basra, Tripoli (and others) with demonstrated clearance performance.
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• Marine insurance & claims handling
- Options for named-perils and all-risk cover, a documented claims process and a dedicated claims coordinator.
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• Real-time visibility & bilingual support
- WhatsApp support (English/Arabic), milestone emails, and photo sharing. SLAs for response time (example: reply within 2 business hours).
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• Transparent, itemized quoting
- Quotes that break out pickup, inland, port-handling, ocean, docs, insurance, destination clearance, duties estimate, delivery.
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• Contingency playbook
- SOPs for missed sailings, title issues, port delays, and pre-computed contingency costs if a delay occurs.
If any of the above is missing — walk away, or get it in writing before you bid.
3) Step-by-step operational flow (what you should see for each shipment)
A reliable forwarder executes and proves each step. Below is the sequence — note the proof you should receive at each milestone.
Pre-purchase check (optional but highly recommended)
• You send VIN + lot number. Forwarder runs title/salvage check and reports whether the vehicle is importable to your destination. Result: Go / Don't buy / Conditional buy.
Auction pickup
• Pickup crew collects vehicle, takes timestamped VIN + odometer + 8 high-resolution photos, and uploads them to a portal or WhatsApp within 24 hours.
Inland transport & staging
• Vehicle moves to a bonded yard or directly to port. Forwarder provides drayage ETAs and confirms vessel cutoff compliance.
Export documentation & booking
• EEI/ITN filed (if required), Bill of Lading issued, carrier booking confirmed. Forwarder supplies booking reference and expected ETD/ETA.
Ocean transit & monitoring
• Forwarder reports departure, transshipment events (if any), and updates ETA changes.
Destination clearance & delivery
• Local agent submits customs entry, arranges inspections, pays duties/fees (if pre-authorised), and arranges final delivery or port pickup. Forwarder sends POD and delivery photos.
Post-delivery & claims
• Invoice reconciliation and, if needed, claims support. A good forwarder drives fast claims resolution (e.g., initial claim filed within 5 business days).
4) RoRo vs Container — practical guidance for Middle East imports
RoRo (Roll-on / Roll-off)
- When to use: Most standard auction cars that are operable or easily winched.
- Pros: Lower per-vehicle cost, faster loading/unloading, fewer handling stages.
- Cons: Vehicles are exposed to weather and sea air (usually manageable); limited options to ship spare parts with the car.
Container
- When to use: Classic, vintage, or high-value cars; when shipping spare parts or accessories; or when two small cars can share a 40′.
- Pros: Full enclosure, protection from elements and theft.
- Cons: Higher cost (container + stuffing), potential stuffing delays.
Decision checklist
- Vehicle value: high → container.
- Need to ship parts: yes → container.
- Vehicle operable: yes → RoRo likely best.
- Salvage/inoperable: check winch options for RoRo or consider container depending on condition and destination rules.
5) Documents every forwarder should verify and carry
Copy this exact list and send it to any forwarder before you bid:
- • Original title (or salvage title) — clear chain of ownership.
- • Bill of sale / auction invoice with purchaser's details.
- • Power of Attorney (if forwarder is filing on your behalf).
- • EEI / ITN (U.S. export filing) — when required by law (value/party conditions).
- • Bill of Lading (issued by carrier) — must match purchaser/importer details.
- • Importer ID / local agent authorization at destination.
- • Any destination-specific certificates (emissions, permits) where applicable.
Tip: insist that the forwarder provides a destination-specific pre-shipment checklist for each booking. It prevents last-minute surprises.
6) How to evaluate a forwarder's quoting process — practical tests you can run
A quote is your first contractual interaction — test it for speed, accuracy, and transparency.
Speed vs. accuracy
• Good forwarders respond quickly and qualify their assumptions. A fast conditional quote is fine if it states assumptions (e.g., "vehicle operable; pickup city = Atlanta"). Beware of instant quotes that omit assumptions.
Must-have quote structure
• Line items: Pickup, inland, port handling, ocean freight (RoRo or container), export docs, insurance (optional), destination clearance, duties estimate, delivery. If any item is "TBD" they should explain why and how they'll resolve it.
Validity & contingencies
• Quote must include a validity window (e.g., 7 days) and a short contingency table for common variables (missed vessel, additional inspections, missing title). This reduces later disputes.
Pre-bid checks (gold standard)
• The best forwarders offer a pre-bid importability check (VIN/title + likely duties estimate + local registration advice). This service reduces buy-side risk and shows operational maturity.
Proof of capacity
• Ask for a sample Bill of Lading, a recent pickup photo, or a short case study (real numbers). Real evidence > marketing claims.
Red flags in quotes
- • No validity period.
- • Vague "destination fees" without calculation method.
- • No breakdown of port handling vs. carrier surcharges.
- • Insurance listed as "available" without rate or example premium.
If a forwarder can't or won't explain each line briefly in writing (one sentence per line), they're not ready to be your logistics partner.
7) Common failure modes and how a professional forwarder prevents them
- • Missed vessel: prevention — prebooked drayage slots, staggered pickups, and secondary carrier options.
- • Title issues discovered late: prevention — mandatory pre-bid title checks and conditional pickup policies.
- • Destination surprise fees: prevention — local agent pre-clearance and itemized duty estimates included with the quote.
- • Damage disputes: prevention — condition photos at pickup and delivery, recommended insurance, and quick claims coordination.
- • Port congestion / detention: prevention — flexible routing, earlier cutoffs, and negotiating demurrage terms with carriers.
A mature forwarder documents these contingencies and lists approximate contingency costs up front (so you're not surprised).
8) What to ask your forwarder right now — short checklist (copy/paste)
- Can you pick up from Copart/IAAI/Manheim and provide timestamped 8-angle photos?
- Will you run a pre-bid VIN/title importability check?
- Provide an example of a recent Bill of Lading and a sample pickup photo.
- Send an itemized quote with a 7-day validity and a contingency table for missed vessels/inspections.
- Who is your local agent in [destination port], and can I contact them?
- What insurance options do you offer, and what is the deductible?
- What is your typical pickup→delivery timeframe on this route?
Final note — short conversion pitch you can use on a contact form or LinkedIn
"Want a quick pre-bid check for a Copart or IAAI lot? Send VIN + lot number and we'll confirm title status, likely duties, and provide an itemized, no-obligation quote within business hours. Save time, avoid surprises."
