Managing a big vehicle move to a new base is no small task.
Thousands of service members receive orders each year and must determine how they will transport their cars, trucks and motorcycles to their new duty station. Duty station vehicle delivery can be costly when done incorrectly. (Lost time, Money and unnecessary stress)
Here's the good news:
Long distance vehicle relocation can be easy with a proper plan of action. This blog details the step by step process that will simplify your move from beginning to end.
Time to dive in!
Here's what you'll pick up:
- Understanding Duty Station Vehicle Delivery
- Planning A Vehicle Relocation Timeline
- Choosing The Right Transport Method
- Documentation You'll Need
- How To Manage Costs
What Is Duty Station Vehicle Delivery?
Duty station delivery refers to the shipment of your privately owned vehicle from one duty station to another as part of a permanent change of station move.
Sounds simple, right?
However, behind the scenes there's quite a bit happening. Did you know the Department of Defense spends around $5 billion dollars a year on PCS moves? Each of those moves also involves vehicles somehow. That's when professional military vehicle transportation services step in and help shoulder the burden.
Here's what makes duty station vehicle delivery different from a regular car shipment:
- Strict deadlines tied to orders
- Base access requirements for drivers
- Overseas port handoffs
- Multiple approvals from transportation offices
Missing any of these steps can delay the whole move.
Understanding The Scale Of Military Vehicle Moves
Military relocations happen on a huge scale.
Industry press has reported that military families move every 2-3 years. That's a lot of people when you mix in hundreds of thousands of service members. Most moves occur between May-August when PCS Season is at its peak.
And here's the kicker…
Peak season rates are 15-25% higher and pickup windows are longer. That's why advanced planning is crucial. It can mean the difference between a hassle free move and a disaster.
Here are the main pressures during peak season:
- Rates climb during summer months
- Carrier availability tightens up
- Base traffic gets much busier
- Documentation offices get backed up
Families who plan early save money and avoid a lot of the chaos.
Planning A Vehicle Relocation Timeline
The biggest piece of the puzzle when coordinating large scale duty station vehicle deliveries is timing. Nail that down, and everything else falls into place.
Here's a simple breakdown of how to plan it out.
As Soon As Orders Arrive
Timing is everything. Once you receive your orders-instructions/orders, immediately call the home station transportation office to verify entitlements. Next, begin obtaining quotes from a minimum of three carriers. Know what your signature means before you sign on the dotted line.
30-45 Days Out From The Move
Best time to book carrier. Book early to secure lower rates and more flexibility. Book 2-4 weeks out during peak season for most carriers.
7-10 Days Before Pickup
Get the vehicle ready for its trip:
- Wash it inside and out
- Snap photos of any existing damage
- Remove personal items over 100 lbs
- Check tire pressure and fluids
On The Day Of Pickup
Arrive at the predetermined place to meet the driver. Walkthrough Inspection with driver. Sign BoL and receive a copy.
That's it. A little planning goes a long way.
Choosing The Right Transport Method
There are two main options for moving military vehicles between duty stations.
Open Transport
This is the most popular option selected. Your car is loaded on an open trailer with 6-10 other vehicles. It's less expensive. Loading and unloading is quicker. This method works well with standard sedans and SUV's. The downside is your car will be exposed to the elements during transport.
Enclosed Transport
Closed transport means your vehicle will be transported inside a covered trailer. This protects your vehicle from the elements and any debris on the road. If you don't want a rock chip on your car while in transport, this is the way to go. Closed is going to cost you 40-60% more than open but is absolutely worth it if:
- Classic cars
- Luxury vehicles
- Motorcycles
- High-value trucks
Open or enclosed? It depends on the vehicle and your budget. When transporting an everyday family vehicle, open transport will work just fine for most service members.
Documentation You'll Need
The paperwork side of duty station vehicle delivery is where people get tripped up.
Here's what needs to be ready before pickup day:
- Military ID and orders (multiple copies)
- Vehicle title and registration
- Current insurance card
- Power of attorney (if someone else is picking up)
- Bill of Lading from the carrier
- Base access pass for the driver
PRO TIP: Allow at least 5-7 BUSINESS DAYS for your driver to secure base access prior to pickup. Failure to do so is the number one cause of missed pickups on military installations. If the carrier doesn't have access to the base, they cannot deliver your pickup request and you'll be forced to reschedule several days down the road.
International moves require additional paperwork on top of your stack such as copies of passports, SOFA stamp if applicable, vehicle inspection certificates, EPA and DOT compliance documents.
How To Manage Costs Effectively
Vehicle relocation costs can add up fast if you're not careful.
Nationwide averages place the cost to ship your military POV at about $1,190. Moves under 500 miles cost between $500-$800. Nationwide moves average between $800-$1,500. Shipping your vehicle enclosed may cost $2,000 or more, especially if your vehicle is very valuable.
Here's how to keep those costs down:
- Book outside peak PCS season when possible
- Compare quotes from 3-5 different carriers
- Ask about military discounts (most carriers offer 5-10%)
- Choose open transport unless the vehicle really needs enclosed
- Provide flexible pickup and delivery dates
- Ship to a major base or hub over remote locations
Remote locations (Fort Drum, JBER) tack on a $50-$150 deadhead fuel surcharge as carriers need to get off the main highways. Little thing here but can really accumulate quickly on large military/basewide moves with numerous vehicles.
Bringing It All Together
Coordinating a large vehicle move isn't brain surgery. However, it does require forethought, diligence, and a few key players. Here's a quick review of what works:
- Start planning the moment orders arrive
- Book carriers 2-4 weeks ahead during peak season
- Choose the right transport method for the vehicle
- Get all documentation ready before pickup day
- Compare quotes to keep the costs down
Complete these tasks and delivery of your duty station vehicle will be one less thing to worry about during your PCS. Neglect them and it'll feel like an eternity.
Plan properly. The future version of you will be grateful.
