Practical Guide

How to Prepare Heavy Machinery for Transport

A complete, field-tested checklist for getting excavators, loaders, dozers and cranes ready for low-loader transport. Skip a step and you risk delays, damage claims or refused loading.

8-point

Inspection list

Hands-on

Practical tips

€500,000

OCP insurance

12,000+

Loads moved

1. Pre-Transport Inspection Checklist

Walk around the machine 24 hours before loading. Every item below takes under 5 minutes to check — but missing one can hold up the entire transport.

Check engine oil level — top up if below minimum

Verify hydraulic fluid level and check for leaks

Retract all booms, arms and telescopic sections fully

Lower blade/bucket to the deck and depressurise hydraulics

Remove or fold mirrors, antennas and beacon lights

Engage swing lock on excavators and cranes

Set parking brake and chock tracks/wheels

Disconnect battery (negative terminal) for long hauls

2. Draining & Securing Fluids

Fluid management is the single biggest source of loading-day surprises. A leaking hydraulic line fouls the trailer deck and triggers environmental cleanup — costing hours plus a cleaning fee.

Fuel tank

Drain to ¼ tank maximum. Reduces weight by 200–400 kg on large machines. Some ferry operators require ¼ tank for deck transport.

Hydraulic system

Engage all hydraulic locks. Cycle each function briefly to relieve residual pressure, then lock control levers in neutral.

Coolant

Check level is between min/max. Ensure antifreeze rating matches transit route temperatures — critical for winter Poland-to-Scandinavia moves.

DEF / AdBlue

No need to drain. Ensure the cap is sealed tight to prevent spills during loading angle changes on the ramp.

3. Removing & Securing Attachments

Buckets & Blades

Lower bucket teeth-down onto the deck. If the bucket pushes overall height above 4.0 m, remove it and secure flat on the trailer bed using ratchet straps and timber dunnage.

Breakers & Hammers

Always disconnect and ship separately. Hydraulic breakers shift the centre of gravity dangerously high. Place them on the trailer neck or a following vehicle.

Forks & Carriages

Lower forks to deck level, tilt back. Pin the carriage lock. For telehandlers, retract the boom fully and pin it — an extended boom adds 2+ metres to transport length.

Pro tip: Loose attachments on the deck must be individually chained. Tell the carrier what attachments are shipping so they bring enough chains and binders — a standard set covers the machine only.

4. Documenting the Machine's Condition

Photographic evidence protects you if a damage claim arises. It takes 10 minutes and can save thousands.

Photograph all 4 sides plus the top (if accessible) — include a timestamp.
Close-up any existing damage: dents, cracked glass, chipped paint, bent pins.
Record the serial number plate / VIN — carrier cross-checks against the CMR.
Note the hour meter reading — proves the machine wasn't operated in transit.
Share photos with the carrier via email or WhatsApp before loading.

5. Cleaning the Machine

For domestic transport within Poland, a basic clean (remove loose mud from tracks/belly) is sufficient. For international shipments, cleaning is essential:

EU customs: Machines arriving from non-EU countries may be inspected. Excessive soil triggers biosecurity holds.
UK/Australia/NZ: Strict biosecurity — machines must be steam-cleaned with a phytosanitary certificate.
Practical advice: Pressure-wash undercarriage, tracks, bucket teeth. Let it dry before loading — wet mud adds dead weight.

6. Key Dimensions to Measure

Accurate dimensions determine which trailer type is needed and whether escort vehicles or special permits are required. Measure the machine in its transport configuration (boom retracted, blade down).

Dimension	What to note
Overall height	With cab, exhaust stack, ROPS — measured from ground contact point. Bridges in EU: 4.0–4.5 m clearance.
Overall width	Including tracks at widest point, mirrors, handrails. Standard low-loader max: 2.55 m without escort.
Overall length	Boom fully retracted, blade down. Overhang beyond trailer requires rear marker boards.
Transport weight	Operating weight minus fuel adjustment. Include any attachments shipped on the machine.
Ground clearance	Minimum clearance under belly — affects ramp angle for loading. Below 250 mm may need step-deck trailer.

7. Site Access Requirements

Minimum access dimensions

Road width: 4 m minimum (ideally 5 m+)
Overhead clearance: 5 m minimum
Turning radius: 12 m for articulated truck
Surface: compacted gravel or tarmac

Common site problems

Soft ground — trailer sinks during ramp-down
Low power lines — boom contact risk
Steep gradient — machine slides on ramp
Tight gates — trailer jackknifes on exit

Tip: Send the carrier a Google Maps pin and a photo of the site entrance. This saves 15–30 minutes of phone calls on transport day and avoids wrong-turn situations with a 27 m rig.

8. What the Carrier Needs From You

Send this information when requesting a quote — it speeds up the process and ensures an accurate price on the first try.

Machine specification sheet

Make, model, serial number, year, operating weight, transport dimensions (H×W×L).

Loading point address

Full address with GPS coordinates. Note any gate codes, site contact numbers, or security procedures.

Delivery point address

Same detail. Confirm if machine needs to be driven off or craned off at destination.

Contact person on site

Name and mobile number of someone present during loading — the driver needs a point of contact.

Preferred loading window

Date and time range. Allow ±2 hours flexibility for low-loader arrival. Early morning loads avoid site traffic.

Special requirements

Oversized permits needed? Escort vehicles? Customs paperwork for cross-border? Tell carrier upfront.

Frequently Asked Questions

How far in advance should I prepare machinery for transport?▼

Start preparation 24–48 hours before the scheduled loading. This gives you time to address any issues — a dead battery, a leaking hydraulic hose, or missing keys. On the day of loading, the machine should be ready so the driver can chain and load within 30–60 minutes. Delays cost both parties.

Do I need to drain all fluids before transporting heavy equipment?▼

No. You should reduce fuel to about ¼ tank to lower weight, but draining it completely can damage fuel pumps. Hydraulic oil and coolant should remain at normal levels — just ensure no active leaks. For international transport (especially by ferry), check operator rules: some ferries limit fuel to ¼ tank for safety.

Who is responsible for securing the machine on the low loader?▼

The transport carrier (driver) is legally responsible for load securing under EU Directive 2014/47/EU. However, the sender must ensure the machine is in a transportable state: booms retracted, swing locked, attachments secured. If the machine cannot be safely chained due to poor preparation, the driver may refuse loading.

Should I remove attachments like buckets before transport?▼

It depends on dimensions. If the bucket keeps the machine within standard transport height (max 4.0 m) and width (max 2.55 m), it can stay mounted but must be lowered and secured. Oversized attachments — rock breakers, long-reach booms, tilt rotators — should be removed and shipped separately on the same trailer or a following vehicle.

What happens if my site access is too narrow for a low loader?▼

Standard low loaders are 2.55 m wide and up to 27 m long (tractor + trailer). They need at least 4 m wide access and a firm, level surface — no soft ground or steep gradients. If your site is tight, inform the carrier in advance. Options include using a shorter trailer, loading on a nearby public road (with council permission), or using a self-loading crane truck for the last mile.