So recently we shifted city from Mumbai to Bangalore and were traveling by train. While most of our luggage went by movers&packers, we decided to take the bike with us on the train as luggage. Having done this a few times over the last 15 years (Pune - Chennai, Pune - Jamshedpur, Mumbai - Chennai), it was an option I was quite comfortable with. The process is extremely streamlined and quite reliable (to an extent).
Here's an outline of the steps taken up by me.
Step 1: Decide if you want to opt for luggage or parcel.
Luggage option applies if you are traveling on the same train the bike is being sent. If you have a choice, this is the better option as you have better control over your vehicle. Works even better if you are boarding and deboarding at the first & last stops of the train.
Parcel option applies if you are not planning to travel on the train but just send the bike via train. You might not get the choice of the train or the exact date of the travel but still the system works decently.
We opted for luggage as we had a direct train with confirmed tickets and were traveling on it.
Step 2: A day (or two) prior to the date of travel, land up at the luggage/parcel with the bike. You need to empty the fuel tank of the bike and get it packed up. There will be 3rd party guys ready to do this near the parcel office to do this for a fee.
Step 3: Pay for the luggage charges and get a receipt linked against your PNR. You get auto alert sms of the package booked against the PNR. You'll need duplicate copies of the ticket, an ID, RC & insurance copies. The bike will be moved to a storage room right next to the counter. The luggage charges for my RE Interceptor came to
an economical ~2500 Rs for Mumbai-Chennai transport.
Step 4: Land up atleast two hours before the train departure time and check your bike has been moved to the platform along with all other parcel/luggage. Being there helps - you can ensure the bike is loaded properly with due space given, etc. Again you get an auto sms alerting the package has been loaded on the train.
If you have opted for 'Parcel' option instead of 'Luggage', there isn't a guarantee on this - it depends on the overall goods being sent that day and probably a factor of luck. About a decade ago, I had opted for 'Parcel' option to send a Kinetic Honda from Pune to Chennai. After ~2 days and no vehicle at Chennai parcel office, I went back to Pune station to get an update and found my vehicle still lying at one of the platforms, all packed up. I finally had to bribe a porter to make sure it was loaded on the next train to Chennai.
An alternative is to get step 2 & 3 & 4 done by 3rd party agents who will add additional charges on top of this. I opted for this as I didn't have the time to go over the above two steps. They also ensure someone is there to ensure the bike is loaded properly. My bike was properly packaged and loaded on the train by them.
Step 5: Once you land at the destination station, you have another 6 hours to get your vehicle out of the luggage/parcel office. After that you will be charged by the hour. Get your luggage receipt validated and you'll get a gate pass. Depending on the station, you'll probably have to pay a small nominal charge to the guys who will insist only they can remove the packaging and 'walk' the bike to the gate. Which is what happened at Bangalore this time as well as at Chennai parcel office a few years ago.
Step 6: Figure out a nearby petrol bunk (or carry it in advance with you). For me another individual who was sending his activa from Bangalore to a different destination had just taken out a liter of petrol from his scooter - I quickly paid him and filled up my bike with it.
And I was out of the station, in less than 30 minutes. The bike is fine except for a loose rear-view mirror which I got tightened at a nearby mechanic. Zero scratches, no dents or any visible damages. Overall the process has improved by leaps and bounds as compared what I experienced over a decade ago. In the past, I have moved my Pulsar through movers & packers and it was a mixed experience - the cost wasn't very high but the bike had clear dents & nicks. Since then, I have moved my Pulsar, my Enfield, a cycle through the luggage option and I haven't had a bad experience till date.