Correctly preparing your vehicle for international transport isn’t just a recommendation—it’s the single most critical step you can take. Neglecting proper preparation can lead to costly delays, unexpected fines, or even the rejection of your vehicle at the port. Ultimately, a well-prepared RoRo car shippping saves you time and money, and most importantly, protects your valuable asset.
Consequently, this guide is designed to be a straightforward, actionable checklist. So we’ll walk you through the essential steps, with a specific focus on the unique regulations for importing and exporting vehicles to and from Australia. Because let’s face it, navigating the complexities of customs and biosecurity can be a minefield. Therefore, following these steps will ensure your shipment is smooth, seamless, and stress-free.
Why Preparation Matters for a Smooth RoRo car Shipping
It’s easy to assume that once a vehicle is on a ship, the hardest part is over. However, as Australian businesses, we know that the real journey truly begins at the port of origin and continues to the final destination. A lack of proper preparation can, in fact, be the single point of failure that jeopardises an entire import or export shipment.
Risks for Vehicles Imported to Australia
When importing a vehicle to Australia, you’re primarily facing strict biosecurity regulations. Indeed, the Department of Agriculture, Fisheries and Forestry (DAFF) holds the final say on whether a vehicle can enter the country. Any organic contamination—be it soil, plant material, seeds, or insects—poses a serious threat to our unique environment and agricultural industry. Therefore, a biosecurity breach, no matter how small, can lead to serious consequences, including:
- Additional Cleaning: DAFF can order the vehicle to undergo costly cleaning and fumigation at an approved facility, which causes extended delays.
- Re-export or Destruction: In more severe cases of contamination, your vehicle may face re-export from Australia or, as a last resort, even destruction.
Risks for Vehicles Exported from Australia
Conversely, when you export a vehicle from Australia, the focus shifts to a different set of challenges. Firstly, you must satisfy the Australian Border Force (ABF) with all correct export documentation. Additionally, you are then subject to the import laws and customs of the destination country, which can be equally demanding. For instance, a vehicle can be rejected at an overseas port due to:
- Firstly, incomplete or incorrect documentation that doesn’t meet the destination country’s requirements.
- Secondly, failure to comply with destination country standards, such as emissions or safety regulations.
- Thirdly, inadequate preparation that causes safety or security concerns upon arrival.
The key takeaway is that an upfront investment in proper preparation is the only way to avoid these severe penalties and ensure your vehicle is compliant from start to finish. For more information on Australian import regulations, we strongly recommend reviewing the official guidelines provided by the Australian government at the DAFF Biosecurity Vehicle Import Rules page.
The Definitive Checklist – 6 Steps to Get Your Vehicle RoRo-Ready
Now that you understand the “why,” it’s time for the “how.” Follow this comprehensive checklist to ensure your vehicle is fully prepared for a seamless RoRo car shipping, whether you’re importing or exporting.
Step 1: Complete Required Documentation
First and foremost, documentation is the foundation of any successful shipment. Without the correct paperwork, your vehicle won’t even make it past the port gate.
- For Imports to Australia: You must obtain a Vehicle Import Approval (VIA) from the Department of Infrastructure, Transport, Regional Development and Communications well before the vehicle is shipped. Additionally, you will need a complete customs declaration and all documentation necessary for biosecurity clearance.
- For Exports from Australia: You must lodge a Vehicle Export Declaration with the Australian Border Force (ABF) for all vehicles valued over AUD$2,000. Furthermore, you will need to prepare a Bill of Lading and all specific import approvals required by the destination country.
The key is that all documentation must be perfectly consistent. For more information on import paperwork, you can consult the official Australian Border Force – Importing a Motor Vehicle page.
Step 2: The Biosecurity Deep Clean
For Australian imports, this is arguably the most critical step of the entire process. A failure here can lead to re-export, destruction, or thousands of dollars in cleaning fees.
- Cleanliness is paramount: Firstly, DAFF has a zero-tolerance policy for biosecurity risk material. This includes not just soil, but also plant seeds, insects, and animal matter.
- Professional services are recommended: Generally we strongly advise hiring a professional service to steam-clean the vehicle’s exterior and, most importantly, the undercarriage, wheel arches, and engine bay. These are the most common areas where contaminants hide.
By taking this preventative measure, you can save yourself a significant amount of stress and money. For a more detailed look at what DAFF requires, refer to the DAFF Vehicles and Machinery page.
Step 3: Remove All Personal Items and Loose Accessories
RoRo car shipping is a “drive-on, drive-off” service where vehicles are handled by professional drivers. For safety and security, no personal belongings are permitted inside the vehicle.
- What to remove: This includes all loose items from the glove box, console, and trunk. It also covers aftermarket electronics like GPS units and dash cameras.
- Why this is a rule: Leaving personal items poses a risk of theft and liability. Furthermore, if they are discovered during inspection, the vessel may reject your vehicle, causing an immediate delay.
Step 4: Check Vehicle Condition and Fluids
To ensure a safe journey for all vehicles on board, RoRo vessels have strict operational requirements.
- Fuel Requirements. Firstly, the fuel tank must be no more than ¼ full. This is a crucial fire safety measure.
- Zero Tolerance for Leaks. Secondly, the vehicle must have no fluid leaks whatsoever. Any leaks of oil, coolant, or brake fluid will result in immediate rejection at the port.
- Document Condition: Thirdly, before handover, take a full set of dated, high-resolution photos of the vehicle from all angles. This condition report is essential for protecting your interests and for any potential insurance claims.
Step 5: Disable Alarms and Secure Features
To prevent operational issues and maintain order on the vessel, a few final checks are needed.
- Deactivate Alarms: Firstly, vehicle alarms must be deactivated to avoid annoying other staff or draining the battery.
- Secure Loose Parts: Additionally, make sure any loose or aftermarket accessories—such as antennas, roof racks, or external luggage carriers—are removed. Alternatively, ensure they are securely fastened.
Step 6: Final Vehicle Inspection and Handover
This is the final check before your vehicle begins its journey. Before leaving the port, you should:
- Firstly, confirm all paperwork has been handed over to the carrier or your freight forwarder.
- Moreover, ensure the vehicle is in a drivable condition (unless it has been pre-declared as a non-runner).
- Finally, ensure you have your condition report photos. With these steps completed, your vehicle is ready for a safe and successful shipment.
Common Mistakes to Avoid in RoRo Car Shipping
While a checklist is a great starting point, a true expert knows the common pitfalls that can derail a RoRo car shipping. These frequent mistakes apply universally to both import and export operations. So avoiding these mistakes is key to ensuring your process is as smooth as possible.
1. Leaving Excess Fuel
This is one of the most common reasons for immediate rejection at the port. RoRo carriers have a strict safety regulation, mandated by international maritime law. Generally it requires vehicles to have no more than a ¼ tank of fuel. Moreover, this rule is absolute and is a non-negotiable safety measure at every port worldwide.
2. Failing to Meet Biosecurity Cleaning Standards
While Australia is famous for its strict biosecurity, it’s not the only country with stringent regulations. For instance, countries like New Zealand and the United States have similar, rigorous rules to protect their environments. Therefore, failing to perform a thorough, professional undercarriage clean can lead to costly and time-consuming quarantine holds. These fines may apply whether you’re exporting from Australia or importing to it.
3. Not Declaring Modifications
Undoubtedly, this is a critical oversight for both sides of the shipping process. When you are exporting, you must ensure your vehicle’s modifications (such as lift kits, engine swaps, or fuel conversions) are compliant with the destination country’s import laws. Conversely, when you are importing, you must be prepared to declare all modifications and ensure they meet the Australian Design Rules (ADRs) to be approved for use on Australian roads.
4. Forgetting Insurance or Having Inadequate Coverage
Moreover, many businesses mistakenly assume their standard road insurance will cover the vehicle during transit, which is a major error. Standard policies simply do not cover loss or damage that occurs during international shipping. This also includes incidents at sea, during loading, or during unloading. Therefore, you must arrange a separate marine cargo insurance policy to protect your investment for all international RoRo car shippings.
5. Delivering Late to Port Cut-Off Dates
Every sailing has a strict cut-off time for cargo delivery. This rule applies at all ports around the globe. If you deliver your vehicle to the port after the cut-off for either export or import, it will simply miss its scheduled voyage. Consequently, it will be “rolled” onto the next available vessel, which could be days or even weeks later, causing significant delays to your business operations.
Special Considerations for Fleets, Luxury Cars & EVs
While the core checklist applies to all vehicles, certain types of cargo demand a more tailored approach. Paying special attention to these details can make a significant difference to your business operations and the safety of your shipment, whether you are importing or exporting.
For Fleets and Commercial Vehicles
When shipping multiple vehicles at once, the primary challenge is maintaining consistency. A single non-compliant vehicle can hold up the entire shipment and cause a ripple effect of delays and extra costs for your fleet. Therefore, it is essential to:
- Standardise the preparation process: Develop a strict, uniform checklist for your team to follow for every vehicle. This will ensure that all paperwork, cleaning, and fluid checks are completed to the exact same standard.
- Centralise documentation: Additionally, consolidating all vehicle details, VINs, and customs paperwork into a single, organised file will streamline the process for your freight forwarder. This also helps avoid any last-minute discrepancies at the port.
For Luxury and Classic Cars
These vehicles represent a significant financial and, in many cases, sentimental investment. Consequently, they require an extra layer of protection beyond the standard preparation for all international shipments.
- Invest in bespoke marine insurance: While standard policies are a must, it is also highly recommended to consider a specialised marine insurance plan. As a result, this will offer enhanced, tailored coverage for higher-value assets. Also it protects against a wider range of potential risks, from minor scratches to total loss.
- Conduct an enhanced inspection report: Furthermore, take an extensive, high-resolution video and a large number of detailed photos of the vehicle from every conceivable angle. This pre-shipment report serves as indisputable evidence of the vehicle’s condition, which is vital for any potential claims.
For Electric Vehicles (EVs) and Hybrids
EVs and hybrids are classified as dangerous goods due to their high-voltage lithium-ion batteries. Consequently, they are subject to specific international safety regulations. These rules help prevent thermal runaway events, a risk that must be managed for both import and export.
- Comply with Dangerous Goods Regulations: The batteries must be in a non-faulty state. Moreover, the battery state of charge (SOC) is an internationally regulated requirement for transport and must be kept within a specific range, typically between 30% and 50% to mitigate risk.
- Follow IATA and IMO Guidelines: All shipping lines must adhere to the international standards set by bodies like the International Maritime Organization (IMO) and the International Air Transport Association (IATA). Therefore, it is essential that you and your freight forwarder are fully aware of these rules, as they apply to all international shipments.
For more detailed information on shipping regulations for lithium batteries, we recommend reviewing the guidelines from the IATA Dangerous Goods – Lithium Batteries page.
Why Work with a Specialist in RoRo Car Shipping (GenFreight Global Logistics)
By now, you understand the critical steps and potential pitfalls of RoRo car shipping. The truth is, managing this complex process can be overwhelming, especially when your business relies on a smooth and timely shipment. This is where a dedicated logistics specialist becomes an invaluable partner.
Beyond the Carrier
Firstly, it is vital to understand the difference between a carrier and a freight forwarder. A carrier, like a specific shipping line, owns the vessels and sets the schedules. Consequently, they can only offer a limited number of services and routes. As a dedicated freight forwarder, GenFreight is not tied to a single carrier. Instead, we have established strong relationships with multiple reputable carriers around the world. This gives us the flexibility to find the best possible route, vessel, and rate for your specific vehicle, ensuring your needs are the top priority.
End-to-End Service
Dealing with a dozen different parties—from customs brokers and port handlers to insurance agents and trucking companies—is a logistical nightmare. In a similar vein, GenFreight simplifies the entire process by acting as your single point of contact. Furthermore, we manage every detail of the shipment, including:
- Liaising with carriers to secure space on the vessel.
- Handling all port-side operations, from receiving the vehicle to loading it.
- Preparing and lodging all the necessary documentation for both export and import customs clearance.
- Arranging for a comprehensive marine insurance policy on your behalf.
Troubleshooting Expertise
Our deep understanding of global logistics goes beyond just booking a shipmen. It’s about anticipating and preventing problems before they happen. Our expertise in troubleshooting means we can provide proactive guidance to help you avoid costly mistakes, from advising on the latest DAFF biosecurity rules to ensuring your documentation is fully compliant with the destination country’s regulations. Ultimately, our knowledge and experience save you from the stress of navigating complex rules. They also help you secure a successful shipment every single time.
Your Final Checklist & Glossary
Navigating the complexities of RoRo vehicle shipping may seem like a lot to remember. To help you keep everything organised and on track, we’ve prepared a practical, downloadable checklist that summarises all the key preparation steps in one easy-to-use guide. Consider this your final go-to resource to ensure every detail is covered before your vehicle reaches the port.
To further empower you, here is a glossary of the most common terms you’ll encounter during your RoRo shipment.
- Bill of Lading: A legal document issued by the carrier to the shipper that details the type, quantity, and destination of the goods being shipped. Also it serves as a receipt, a contract of carriage, and a document of title.
- Biosecurity Clearance: The process involves a vehicle being inspected by Australian authorities (DAFF). The inspection ensures it is free of all contaminants, such as soil, seeds, and insects.
- Lashing: The method of securing a vehicle to the vessel’s deck using heavy-duty straps and chains to prevent any movement during transit.
- RoRo (Roll-on/Roll-off): A method of shipping where cargo, such as cars and trucks, is driven directly onto and off the vessel on its own wheels.
- Terminal: The specific area within a port where cargo is handled, loaded, and stored before or after a voyage.
- Vehicle Export Declaration (VED): The official document lodged with the Australian Border Force (ABF) when exporting a vehicle from Australia. It details the goods being exported for customs purposes.
- Vehicle Import Approval (VIA): The mandatory permit required by the Australian government (Department of Infrastructure) to import a vehicle into Australia.
We hope this guide has been helpful for your business. If you have any questions or need professional advice on shipping your vehicles, feel free to contact us—we’re always here to help.
FAQs
We understand that you may have specific questions about your unique RoRo car shipping. Here are some of the most common questions from our business clients, with clear, direct answers.
Can I ship personal items inside the car?
No. As a matter of fact, you are strictly prohibited from leaving any personal belongings in the vehicle. This includes clothes, tools, aftermarket electronics, and even spare keys. RoRo vessels are not sealed containers, and this rule is in place for both safety and security. All loose items must be removed to prevent theft and to comply with international port regulations.
What is the maximum amount of fuel allowed?
For safety reasons, your vehicle’s fuel tank must be no more than ¼ full. Conversely, it cannot be completely empty, as the vehicle must have enough fuel to be driven on and off the vessel at both the origin and destination ports. This is a critical requirement that is strictly enforced by all RoRo carriers worldwide.
What happens if my vehicle fails a biosecurity inspection?
If your vehicle fails a biosecurity inspection at an Australian port, it will be immediately quarantined. Consequently, you will face significant costs and delays. The Department of Agriculture, Fisheries and Forestry (DAFF) will order a professional cleaning or fumigation at your expense, or, in severe cases, may order the vehicle to be re-exported or destroyed. This is a primary reason to invest in a thorough clean before shipment.
Do I need special insurance for RoRo shipping?
Yes, absolutely. Your standard road insurance policy will not provide coverage for damage or loss that occurs during transit on the vessel, or during the loading and unloading process. Therefore, you must arrange a separate marine cargo insurance policy, which is specifically designed to protect your vehicle throughout its international journey.
How do I handle a vehicle that isn’t running?
The standard requirement for RoRo shipping is that all vehicles must be in running and drivable condition. However, some RoRo carriers do accept non-operational vehicles on a case-by-case basis. This is typically a premium service and may incur additional charges, as the vehicle must be loaded onto a special towing platform called a “MAF-trailer” for transport. You must declare a non-runner to your freight forwarder in advance to confirm acceptance and plan for any additional fees.