How to Prepare Machinery for International Transport — Step-by-Step

Preparing machinery for international low-loader transport

Proper preparation is the difference between a smooth door-to-door delivery and costly delays at borders or damaged equipment. This checklist covers everything you need to do before your machinery is loaded onto a low-loader platform for international shipping.

Phase 1: Documentation (5–14 days before transport)

1. Gather technical specifications — exact weight (operating weight vs shipping weight), dimensions (L×W×H), ground clearance
2. Check manufacturer's transport instructions — refer to the Operations and Maintenance Manual (OMM) for transport-specific procedures
3. Prepare ownership documents — purchase invoice, registration (if applicable), or letter of authorisation from the owner
4. Verify insurance coverage — confirm the transport company's OCP policy covers your machinery value
5. Notify customs broker (if exporting outside EU) — provide HS code, value declaration, certificate of origin

Phase 2: Physical preparation (1–2 days before)

All machinery types:

• Clean the machine — remove mud, debris from undercarriage. Some countries (Australia, NZ) require biosecurity cleaning
• Drain fuel to 1/4 tank — reduces weight and fire risk during transport
• Disconnect battery — prevents accidental starting during transit
• Secure all loose parts — mirrors, access ladders, tool boxes, fire extinguishers
• Photograph the machine — take 20+ photos from all angles documenting pre-transport condition

Tracked machines (excavators):

• Lower boom and arm to minimum height, rest bucket on deck
• Lock slew ring in transport position
• Remove or fold quick-coupler extensions, breakers, buckets

Wheeled machines (loaders, cranes):

• Check tyre pressure and condition (roadworthiness for ramp loading)
• Retract stabilisers and outriggers
• Lower booms/arms to minimum position and lock

Phase 3: Loading day checklist

1. Ensure loading area is firm, level ground with minimum 4m width for platform maneuvering
2. Have an authorised operator present to drive the machine onto the platform (or arrange winch loading for non-operational machines)
3. Verify the final positioned dimensions — once on platform, total height = platform bed height + machine height
4. Confirm lashing plan with the driver — minimum 4 points per EN 12195
5. Sign the CMR waybill — noting any existing damage, conditions, special instructions

Common mistakes to avoid

• ❌ Providing incorrect weight — underestimating by 2–3 tonnes can cause overweight fines
• ❌ Leaving attachments mounted — increases height/width, may require different permit category
• ❌ Fuel tank full — unnecessary weight increase and spill risk
• ❌ No pre-transport photos — impossible to prove condition in case of damage claim

International machinery transport with Gonera Transport includes full logistics coordination, OCP insurance up to €500,000, and 24/7 support. Call +48 534 531 513 for a free quote.