Terms And Conditions

Updated Terms & Conditions

INSTATOW LLC is a fully licensed and bonded brokerage firm, registered with the USDOT 4338302 and MC Number 1694708. This Agreement is made solely between the Client (hereinafter referred to as “Customer” or “Client”) and INSTATOW LLC, DBA INSTATOW.NET.

INSTATOW LLC
Fully Licensed & Bonded Transportation Brokerage
Phone & Email: Your assigned shipping specialist will provide their direct contact information once your order is confirmed.

Contract Terms and Liability Disclaimer

1. By providing pickup and delivery details for the vehicle(s) and supplying credit card information, the Client is authorizing INSTATOW LLC, a federally licensed and bonded transportation brokerage (MC# 066459), to arrange the shipment of the Client’s vehicle(s) with a federally licensed and insured carrier (hereinafter referred to as “Carrier”). The Client acknowledges that they have read, understood, and agree to abide by the terms of this agreement.

2. The Client affirms that they are the legal owner of the vehicle(s) or have been duly authorized by the legal owner to enter into this agreement.

3. INSTATOW LLC commits to arranging for a reliable and insured carrier to transport the vehicle(s) as promptly as possible in accordance with Client’s instructions. However, pickup and delivery dates cannot be guaranteed. While INSTATOW LLC strives to meet Client’s requested dates, the Client understands that due to the nature of the transportation industry, all dates provided are estimates only and subject to change based on external factors (e.g., weather, mechanical issues, scheduling conflicts). The Client will be informed of the assigned Carrier’s name, contact information, and estimated pickup/delivery dates once confirmed. INSTATOW LLC is not liable for any expenses incurred due to delays, including rental car fees or accommodation costs. The Client must ensure that they or their designated agent remain reachable via phone or email throughout the transport process.

4. Total transportation costs are determined by several factors, including vehicle size, weight, and modifications. Misrepresentation of the vehicle’s specifications may result in additional fees or order cancellation. Vehicle modifications include, but are not limited to: extended cabs, crew cabs, long beds, diesel engines, 4×4 configurations, dually wheels, side steps, aftermarket tires/rims, lift kits, roof/ladder racks, lowered suspensions, ground effects, spoilers, fog lights, or toolboxes. If an order is canceled due to misrepresentation, the deposit is non-refundable. Any additional charges due to misrepresentation must be resolved directly with the Carrier. The Client acknowledges that the Estimated Rate is subject to final confirmation by the assigned Carrier. If an alternative offer is received from a Carrier, it will be presented to the Client for review. The Client reserves the right to accept or reject any offer. INSTATOW LLC assumes no liability for discrepancies between the Estimated Rate and the Final Rate.

5. Pricing is subject to market fluctuations. If changes occur regarding the original agreement, INSTATOW LLC will notify the Client prior to assigning a carrier for confirmation. The Client agrees not to hold INSTATOW LLC liable for rate changes or any losses related thereto.

6. INSTATOW LLC will not charge the Deposit, which constitutes INSTATOW LLC’s service fee, until the Client’s vehicle has been successfully picked up by the designated Carrier assigned for the shipment. However, once the vehicle(s) is/are dispatched and a Carrier has been scheduled for pickup, INSTATOW LLC’s fee or deposit becomes immediately due. Upon dispatching the vehicle(s) to the chosen Carrier and providing Carrier details to the Client, the Client acknowledges and accepts that INSTATOW LLC has rendered its services satisfactorily and completely. The Client agrees not to hold INSTATOW LLC liable for any delays, damages, or inadequate services provided by the Carrier. Any outstanding service fees or deposits that remain unpaid by the time of vehicle delivery will be added to the remaining balance. The Carrier may collect this balance upon delivery, or it may be charged to the credit card provided in this agreement before the vehicle(s) can be released at delivery. All deposits and service fees are final and strictly non-refundable. The Client further agrees not to hold INSTATOW LLC responsible for the Carrier’s failure to deliver the vehicle(s) or any damages incurred during transport. The Client understands that any disputes concerning vehicle delivery, damages, or performance must be resolved directly between the Carrier and the Client. The Client assumes full responsibility for conducting due diligence regarding the Carrier, including verifying the Carrier’s insurance coverage and ability to provide the necessary transportation services. In the event that the Client is not satisfied with the assigned Carrier, the Client must promptly notify INSTATOW LLC, which will be obligated to find a replacement Carrier. Any delay caused due to the Client requesting a Carrier change shall be the sole responsibility of the Client. INSTATOW LLC shall not bear any liability for costs incurred due to such delays.

7. The Client acknowledges that the vehicle must remain operational under its own power throughout the shipping process unless explicitly noted as non-running or inoperable (INOP) on the Client’s order. INOP vehicles must be capable of rolling, steering, and braking. If the vehicle fails to meet all three of these conditions, additional fees may apply. If a vehicle becomes non-operational at any point during transit for any reason, the Client will be subject to an additional industry-standard non-operational fee of One Hundred and Fifty Dollars ($150.00). If the vehicle is designated as INOP and the Carrier is unable to physically access the pickup or delivery location, a local tow truck may be required to assist in the process, with all associated costs borne by the Client. Additionally, any Client shipping an INOP vehicle may be required to assist in the loading or unloading process, as determined at the Carrier’s discretion.

8. The Client agrees and fully understands that vehicle(s) must be free of any cargo, as neither INSTATOW LLC nor the Carrier is licensed or insured to handle the transportation of “Household Goods.” Any damage, loss, or fines issued to the Carrier as a result of unauthorized cargo being present in the vehicle during shipment shall be the sole responsibility of the Client. Furthermore, the Client must prepare the vehicle for transport by ensuring that all keys are provided, alarm systems are disarmed with necessary remotes made available, tags, plates, and electronic toll passes are removed, and any antennas, loose items, or protruding accessories are either retracted or removed. Under no circumstances may electronic devices, valuables, plants, live animals, alcohol, drugs, firearms, or any other prohibited items be left inside the vehicle. Neither INSTATOW LLC nor the Carrier shall be held responsible for any damage, loss, or liability arising from items left inside the Client’s vehicle during transit. Should the vehicle’s alarm activate during transport, the Carrier is authorized to silence the alarm by any necessary means.

9. The Client is responsible for ensuring that the vehicle(s) is/are ready for release to the assigned Carrier by the projected pickup date provided by the Client at the time of order placement. If, for any reason, the Client fails to release the vehicle(s) (including but not limited to storage restrictions, auction limitations, port clearance issues, towing delays, mechanical problems, pending purchase fees, scheduling conflicts, or personal matters), the shipment may be subject to cancellation and/or a “Dry Run” fee. The standard fee for a “Dry Run” is Two Hundred Dollars ($200.00). If the Client wishes to reschedule a new Carrier through INSTATOW LLC, additional fees will apply. The Client acknowledges that all deposits are final and strictly non-refundable.

10. The Client agrees that INSTATOW LLC reserves the exclusive right to reject or cancel any order at any time and for any reason.

11. The assigned Carrier will directly communicate with the Client or designated Agent via the phone numbers provided by the Client to arrange the pickup and delivery of the vehicle(s). It is the Client’s sole responsibility to verify that all contact information, including phone numbers and email addresses provided to INSTATOW LLC and consequently to the Carrier, is accurate and up-to-date. If the Client or their designated Agent is unable to meet the Carrier at the scheduled delivery time or fails to make the required payment for the balance due, the vehicle(s) may be stored at a facility chosen by the Carrier at the Client’s expense. INSTATOW LLC shall not be responsible for any storage fees incurred due to such circumstances.

12. Payment for the balance due to the Carrier (COD) must be made on or before delivery of the vehicle(s), unless an alternative payment arrangement such as payment upon pickup (COP) has been prearranged, or if full payment was made to INSTATOW LLC at the time of order placement (Full Payment). All COD payments must be made directly to the Carrier in the form of cash, cashier’s check, or money order, payable solely to the Carrier’s company name. If the Client chooses to make full payment via credit card, the order will be subject to a 4% service charge.

13. INSTATOW LLC will not be responsible for demurrage at any Port Facilities. For Hawaiian / Alaskan / Puerto Rican transports, payment for the sea portion MUST be issued by Client BEFORE the vehicle arrives at the port. Once an order is received, a booking number will be provided to the Client with instructions for issuing payment. Failure to do so may cause delays and/or additional storage fees.

14. This contract is subject to all the terms and conditions of the Carrier’s straight Bill of Lading and any liability exclusions therein. INSTATOW LLC has no responsibility or liability for any damage to vehicle(s) and/or the contents of said vehicle(s) during transport or at any other time. The Client or Agent should under no circumstances release or receive vehicle(s) from the Carrier without an inspection report (Bill of Lading/BOL) regardless of the time of day or weather conditions. The Carrier and Client, or Agent, are required to verify, sign, and obtain a copy of both pickup and delivery inspection reports. Failure to do so may result in the Client’s inability to file a damage claim. It is the Client’s responsibility to mark mileage on the odometer during pickup procedures. Any changes on the odometer must be reflected on the Bill of Lading and signed by the Carrier at the delivery location. The Carrier’s insurance will ONLY process claims for damages due to the Carrier’s own negligence. Damage must be reported to INSTATOW LLC within 24 hours of delivery and clearly listed on the BOL and signed by the Carrier’s driver, no exceptions. In the event there is damage during transport, the Client (or designated Agent) must note those damages on the final inspection report, pay the remaining balance stated in this agreement (all monies owed for transport must be paid), and then contact the Carrier’s head office as well as the Carrier’s insurance company. The Client will have to submit in writing a description of damage, clear pictures, and two estimates within 10 days of receipt of said vehicle directly to the designated Carrier and their insurance company for any resolution to be initiated. Failure to note any damage on the final inspection report releases the Carrier of any liability and could result in the inability to process a damage claim. The Client agrees that INSTATOW LLC is not liable for any property damage claims to the Client’s vehicle and that their sole remedy is against the Carrier. The Client agrees and understands that INSTATOW LLC is a registered transportation and property broker and is acting solely in the capacity of a broker. The Client allows INSTATOW LLC to contract with other licensed and insured Motor Carrier(s) (hereinafter referred to as “Carrier”) to transport the vehicle(s) described in this shipping order. INSTATOW LLC and the Carrier reserve the right to use multiple modes of transportation, including but not limited to truck, rail, and ship. The Client further agrees and understands that INSTATOW LLC’s sole responsibility in the transaction between the Client and INSTATOW LLC is to procure a Carrier for the shipment of the Client’s property. The Client understands that INSTATOW LLC never takes possession of, transports, or delivers the Client’s property. The Client agrees and understands that all claims for damage to property arising out of or occurring during the taking possession of, transporting, or delivery of the Client’s property fall under the Carmack Amendment if the transport is interstate. As outlined in Section 10761 of the Interstate Commerce Act (49 USC 10761), the payment of freight charges may not be postponed due to alleged loss or damage. These charges should be paid in full, and the portion applicable to the lost or damaged item should be included in the freight claim. The following items are important to remember: (a) Claims and payment of freight charges are two entirely different transactions. (b) ICC regulations prohibit withholding the payment of freight bills due to a pending claim (Administrative Ruling No. 128). (c) Without payment of the freight charges, payment for transportation has not been made. A valid claim will not be paid until freight charges are made.

15. The Carrier accepts responsibility for the vehicle after the pre-inspection is done and the Bill of Lading is signed by the Client. Carrier responsibility will end when the vehicle is delivered and the Client signs the final Bill of Lading inspection.

16. The Client agrees and understands that the vehicle is to be released only to the Carrier assigned by INSTATOW LLC. If the Client releases the vehicle to a Carrier that was not assigned by INSTATOW LLC, INSTATOW LLC will not be held liable. It is the Client’s responsibility to check the MC number or company name of the Carrier at the pickup location and ensure it matches the confirmation email sent by INSTATOW LLC.

17. Neither INSTATOW LLC nor the Carrier can be held responsible for damages caused by vandalism, acts of God (hail, fire, sandstorms, flooding, snow, tornadoes, earthquakes, hurricanes, etc.), objects flying from the road, or objects falling from the sky during transport.

18. The Client shall, in their absence, designate a person to act as their agent at the point of pickup and/or delivery if for any reason they are unavailable.

19. All Carriers selected by INSTATOW LLC must maintain the required insurance to protect the Client’s vehicle(s) during transport. Once vehicle(s) have been dispatched to the selected Carrier, INSTATOW LLC will email the Client a copy of the Carrier’s Operating Authority along with a copy of the active insurance, as well as any and all pertinent contact information for the Carrier. Copies of the Carrier’s direct Bill of Lading must be obtained from the Carrier’s driver and/or Carrier’s office at the phone numbers provided. INSTATOW LLC grants its Clients the right and ability to refuse the service of the selected Carrier based on this or any other information and to request to be set up with a different Carrier by INSTATOW LLC. Refusal of a Carrier must be done at least 24 hours in advance of the scheduled pickup and will result in a $75 rescheduling fee that will be charged in addition to the deposit on the credit card provided.

20. In the event that the Carrier is unable to safely access the pickup or delivery addresses given by the Client (due to, but not limited to, entrance restrictions, low-hanging branches, and/or narrow streets), the Client agrees to meet the Carrier at a nearby location in order for the Carrier to safely perform their service. Inability to meet the Carrier at pickup and/or delivery may result in additional fees.

21. The Client warrants that they will pay the full transportation price due to INSTATOW LLC/Carrier in full and will not attempt to offset any dispute for damage claims and/or delays from freight (transport) charges. It is the Client’s responsibility to provide payment when the Carrier arrives unless the balance has been pre-paid in full. The Client agrees that if the payment cannot be made, the vehicle will be stored at the Client’s expense until the Client pays in full all transport charges. Should the Client be unable to accept delivery for any reason, the vehicle will be placed in storage. Any and all storage and re-delivery charges will be the responsibility of the Client.

22. The Client acknowledges and fully understands that their vehicle(s) will be driven onto and off the transport truck at the sole discretion of the driver. This means that the driver has the authority to determine the safest and most practical way to load and unload the vehicle during transportation. Additionally, the Carrier is expressly authorized to operate, handle, and transport the Client’s motor vehicle from its designated pickup location to the final destination, as specified in both the shipping order and the Bill of Lading.

23. INSTATOW LLC requires a timeframe of between one (1) to five (5) business days, beginning from the first available pickup date provided by the Client, to assign a carrier for the Client’s shipment. This timeframe applies specifically to standard stock cars, SUVs, pickup trucks, and motorcycles. If INSTATOW LLC is unable to arrange for the pickup of the Client’s vehicle within the specified five-business-day period from the first available date, the Client has the right to cancel this agreement without incurring any penalties. However, if the Client chooses to cancel the agreement prior to or within the five-business-day timeframe and a carrier has not yet been assigned to facilitate the transport, a cancellation fee of $95 will be charged to the credit card that was provided by the Client at the time of booking.

24. The Client agrees to indemnify, defend, and hold harmless INSTATOW LLC from any and all actual or alleged claims, demands, liabilities, causes of action, damages, and/or injuries (including but not limited to property damage, personal injury, and wrongful death), whether these claims are brought by an individual or an entity. This indemnification extends to claims imposed by a court of law or through administrative actions initiated by federal, state, or local agencies. Such claims must arise from or be related to any acts, omissions, negligence, or willful misconduct committed by INSTATOW LLC, the Carrier, or their respective personnel, employees, agents, or contractors while performing services under this agreement. This indemnification obligation includes, but is not limited to, covering any penalties, fines, legal judgments, monetary awards, attorney fees, and any additional costs or expenses incurred by INSTATOW LLC, including reimbursement for all legal expenses and associated costs related to the claim.

25. The Client acknowledges and explicitly agrees that the terms and conditions outlined in this agreement constitute the sole and exclusive contractual agreement between the Client and INSTATOW LLC. This document supersedes and replaces any and all prior verbal or written communications, understandings, or representations between the parties. As such, neither INSTATOW LLC, the Client, nor any designated agent shall have the authority to modify, amend, or alter the terms of this agreement in any way. Furthermore, INSTATOW LLC retains the right to modify or update these terms and conditions at its sole discretion and without prior notice to the Client.

26. This agreement is legally governed by and shall be interpreted in accordance with the laws of the State of North carolina. Both parties further agree that any legal disputes or actions arising out of or in relation to this agreement must be filed and resolved exclusively in a court of competent jurisdiction within Wake county, North carolina. The Client explicitly acknowledges and agrees that INSTATOW LLC’s total liability under this agreement is strictly limited to the amount of the service fee paid to INSTATOW LLC. By entering into this agreement, the Client voluntarily submits to the jurisdiction of these courts and expressly waives any right to dispute jurisdiction in any other legal venue.

27. INSTATOW LLC, including its agents and affiliates, shall not be held responsible or liable for damages or losses caused by force majeure events, which include but are not limited to the following:

    • Damage that was not explicitly noted on the Bill of Lading (inspection report) at the time of pickup, irrespective of lighting conditions or weather circumstances.
    • Damage to vehicle components that are not externally visible or directly inspected before transport, such as the undercarriage, suspension, brakes, alignment, engine tuning, exhaust system, electrical system, or battery.
    • Damage to antennas, and INSTATOW LLC strongly advises Clients to retract or remove any antennas prior to shipment.
    • Damage to or loss of personal belongings or non-stock vehicle equipment, including but not limited to aftermarket audio or video systems, GPS units, tracking devices, mobile phones, and power-operated windows or mirrors.
    • Fines imposed due to personal belongings being left inside the transported vehicle(s).
    • Damage resulting from road debris, including but not limited to flying rocks and windshield cracks.
    • Damage to cloth or vinyl convertible tops that are older than two years at the time of transport.
    • Damage caused by fluid leaks during transportation, including but not limited to motor oil, transmission fluid, battery acid, coolant, antifreeze, or power steering fluid.
    • Damage to driveways, buildings, walls, doors, gates, garages, yards, trees, plants, sidewalks, fences, awnings, mailboxes, or other vehicles located in close proximity.
    • Damage caused by Acts of God, such as hailstorms, fires, sandstorms, floods, snowstorms, tornadoes, earthquakes, and hurricanes.
    • Damage or delays caused by acts of a public enemy, terrorist activities, riots, strikes, labor disputes, explosions, fires, floods, civil or military orders, or any other unforeseen circumstances beyond the reasonable control of the Carrier or INSTATOW LLC. Due to these risks, Clients are strongly advised to maintain their own insurance policies. If a vehicle’s value exceeds standard market rates, it is recommended that the Client purchase additional insurance coverage or a special insurance rider for added protection.

28. By submitting an order through INSTATOW LLC’s online platform, fax, or email, the Client confirms their intent to proceed with the vehicle transportation service. The Client also explicitly agrees to abide by the terms and conditions outlined in this agreement, as well as those listed on the INSTATOW LLC website (www.insta-tow.com), without requiring a physical signature.

Cancellation & Refund Policy

Refunds for canceled orders will be processed within 48 business hours of receiving the official cancellation request. To request a cancellation, the Client must submit their request in writing via email to sales@insta-tow.com. INSTATOW LLC does not recognize or honor cancellation requests made via phone calls. If a Carrier (transporter) has already been assigned to a shipping order, the Client will be notified via email at the address provided during the booking process.

Reviews Policy

Certain reviews may be eligible for participation in INSTATOW LLC’s review rebate program. If a review is submitted under this program, the Client must disclose that they received compensation in exchange for the review. INSTATOW LLC encourages potential customers to evaluate the company based not only on online reviews but also on any other publicly available information they can independently verify.

International Orders

Vehicles being transported internationally must be completely empty except for factory-installed equipment. The Client must provide the vehicle’s serial number and indicate its approximate market value in U.S. dollars. The Client is solely responsible for ensuring all necessary customs paperwork is properly completed. Clients may request assistance from the assigned Carrier for guidance on customs documentation. Any orders placed on INSTATOW LLC’s website that involve pickup or delivery at a port will be subject to an additional $100 fee. The price quoted at the time of booking on https://www.insta-tow.com does not include this additional charge.

Final Clause

This agreement, along with any shipments made under it, is subject to all applicable terms and conditions of the Carrier’s tariff and the uniform straight Bill of Lading. Copies of these documents are available at the Carrier’s office upon request. This agreement supersedes all previous written or oral representations made by INSTATOW LLC and constitutes the entire agreement between the Client and INSTATOW LLC. Any changes to this agreement must be documented in writing and signed by an authorized officer of INSTATOW LLC.

The Client acknowledges that they have thoroughly read and fully understand the terms of this agreement. By proceeding with the transaction, the Client waives any claims or defenses based on failure to read, comprehend, or be aware of these terms and conditions. Furthermore, the Client agrees to indemnify and hold INSTATOW LLC harmless from any legal fees, including attorney’s fees and costs, associated with claims arising from a lack of awareness or understanding of these terms.

For shipments involving personal goods, up to 100 lbs of personal belongings may be included, but this must be confirmed with the shipping agent beforehand and applies only to specific carriers. This policy does not apply to vehicles being transported to ports.