Michael Turner
Use the airline’s cargo or excess-baggage option and create an air waybill (AWB) under the recipient or owner’s name; expect acceptance deadlines of roughly 4–24 hours before departure and typical charges from about $50 up to $700 depending on route, weight and service level.
Procedure: contact the carrier’s cargo counter or baggage service desk, provide the booking reference and recipient contact, complete the AWB and any required customs paperwork, present government ID for the consignee or shipper, and obtain a tracking number. If the carrier labels the shipment as “unaccompanied baggage,” ask for the specific handling code and arrival collection instructions.
Weights and dimensions: standard checked-piece allowances are usually 23 kg (50 lb) in economy and 32 kg (70 lb) in higher classes; maximum linear dimension commonly 158 cm (62 in). Cargo pricing is typically per kilogram or per volumetric weight (length × width × height ÷ 6000 cm³), so calculate both to estimate cost. For multi-piece consignments expect per-piece handling surcharges and ULD fees for palletized loads.
Packing and documentation: use hard-shell cases or crate to airline/cargo standards, seal and pad fragile items, attach a printed AWB, owner contact and return address. For international movements include a commercial invoice, CN22/CN23 when required, and a customs declaration listing commodity codes and declared value. Buy declared-value coverage or third-party insurance for high-value items.
Restricted items: lithium batteries, certain aerosols, flammable liquids and perishables face special rules or prohibition on air transport; spare lithium-ion cells generally require special packaging, labeling and approval and are often rejected for air freight. If an item falls under IATA Dangerous Goods Regulations, expect additional paperwork and usually higher cost or refusal.
Service choice: airline excess-baggage/unaccompanied handling is fastest and often simplest for same-airline transfers; airline cargo offers scheduled acceptance and AWB tracking for heavier or oversized pieces; door-to-door couriers or freight forwarders handle pickup, customs clearance and delivery but cost more. Verify cut-off times, transit estimates and receiver pickup windows before handing over the items.
Transporting suitcases on a flight when you are not onboard
Use the airline’s cargo or third‑party air freight service and present a complete airway bill plus a copy of your passport to initiate transfer of your suitcases if you are not travelling personally.
Which route to choose: book either the carrier’s excess baggage/consignment service (some carriers offer unaccompanied baggage) or an air‑cargo forwarder. Courier companies offer door‑to‑door options for single pieces under 30–70 kg; cargo terminals handle pallet or crate shipments and items above standard baggage limits.
Documentation required: airway bill, packing list, copy of consignor passport, recipient ID and contact number, commercial invoice for international crossings. Many customs offices demand a detailed contents list and declared value; missing paperwork causes delays and possible seizure.
Size, weight and fees: typical checked piece limits are 23–32 kg (50–70 lb) before overweight surcharges; linear dimensions commonly capped at 158 cm (62 in). Airline excess charges range roughly $30–$200 per piece domestically; cargo rates commonly start near $50 and rise to several hundred dollars depending on distance and weight; international freight can exceed $500 for heavy consignments.
Packing rules: use hard shells or reinforced crates, secure internal padding, lockable cases with exterior address tag and airway bill number. Tape battery terminals and isolate spare lithium batteries; many operators reject spare cells in consignments intended for passenger flights.
Security and prohibited items: explosives, compressed gas cylinders, certain batteries and hazardous chemicals are barred from passenger aircraft cargo. Declare any restricted items to the carrier’s cargo office; undeclared dangerous goods will be refused and may incur penalties.
Timing and pickup: allow 24–72 hours for domestic movements and 3–10 days for cross‑border consignments once customs clearance is included. Schedule drop‑off at the cargo terminal or arrange courier collection; recipient at destination must present ID and the airway bill number to collect the shipment.
Insurance and loss protection: declare value on the airway bill or buy separate freight insurance. Carrier liability often defaults to a per‑kilogram limit that can be far below retail value; typical premium rates range 1–3% of declared value, subject to minimums.
Action checklist: confirm airline policy on unaccompanied pieces, obtain a written rate and transit estimate, prepare complete documentation, pack to cargo standards, declare value or insure, and schedule drop‑off or pickup at the cargo terminal.
Which airlines and cargo services accept unaccompanied baggage and how to arrange a booking
Use major airline cargo divisions or specialist consumer couriers for unaccompanied bag transport; compare quotes, AWB issuance and door-to-door options before booking.
- Airline cargo divisions (airport-to-airport):
- IAG Cargo / British Airways group – accepts personal effects and oversized pieces via cargo terminal or partnered agents; request AWB and check piece/weight limits per aircraft.
- Emirates SkyCargo – offers “personal effects” handling and airport acceptance; online quotes available; cargo office handles customs paperwork.
- Qatar Airways Cargo – accepts unaccompanied personal items; book through local cargo station or online portal; tracking via AWB.
- Lufthansa Cargo, Air France-KLM Cargo, Turkish Cargo, Singapore Airlines Cargo, United Cargo, Delta Cargo, American Airlines Cargo – all operate airport cargo sales for single-piece or palletised personal shipments; each imposes piece/weight/dimension limits and dangerous-goods exclusions.
- Consumer-focused couriers (door-to-door):
- Send My Bag, My Baggage, Luggage Forward, Luggage Free, Excess Baggage Company, AirPortr – offer collection, packing guidance, customs clearance and delivery; quotes typically per kg or flat-rate per piece; optional insurance and guaranteed delivery windows for a premium.
- Which option to pick:
- Choose airline cargo for airport drop-off when budget matters and recipient can collect at cargo terminal.
- Choose door-to-door couriers for home pickup, customs clearance handling and final-mile delivery.
- Request quotes: provide origin/destination airports, piece count, dimensions and gross weight, declared value, and preferred collection/drop dates; compare per-kg vs flat-rate pricing and inclusion of handling/customs fees.
- Confirm prohibited items and DG rules: batteries, liquids over limits, firearms, and certain sporting goods may need special permits or are refused.
- Book and obtain AWB or tracking number: airline cargo will issue an air waybill; couriers provide a tracking reference and door collection slot.
- Prepare documentation: passport copy for sender/recipient, packing list, commercial invoice if value exceeds duty-free thresholds, and any permits for restricted items.
- Pack and label: use hard-case or crate for bulky items; pad fragile contents and attach AWB and contact phone numbers to every piece. For packing ideas consult best luggage for car trips and for soft/packable options see best backpack for fly fishing.
- Drop-off or hand-over to courier at agreed time; retain AWB and booking reference for tracking and claims.
- Track transit and clear customs: expect customs duties or storage fees on arrival if paperwork is incomplete; arrange recipient ID and pickup slot at cargo terminal if airport collection was selected.
- File insurance claim promptly if damage or loss occurs; keep photos of packing and original receipts.
Be aware of standard extra charges: terminal handling, customs clearance, storage after free days, and pickup/delivery surcharges. For fastest processing choose a courier that includes customs clearance and door delivery in the quote.
What documents, ID and authorization letters are required for drop-off and collection
Bring original photo ID, the airway bill number/booking reference, a signed authorization letter and a copy of the shipper’s ID; third-party handover normally requires a notarized power of attorney or carrier-specific release form.
Drop-off: required paperwork and ID
Primary ID (original): passport for international consignments; national identity card or driver’s licence accepted for domestic movements. Photocopies are not accepted in lieu of originals.
Transport document: MAWB/HAWB or airway bill number and a printed booking confirmation showing commodity description, weight and consignee details.
Customs and commercial documents (if applicable): commercial invoice, packing list, certificate of origin, EORI/VAT/tax ID, phytosanitary or health certificates, CITES permits. For used personal effects use a signed inventory and value declaration.
Export declarations: electronic export information / export declaration number where national law requires electronic filing prior to handover.
Dangerous goods: declared DG paperwork and signed DG declaration form per IATA rules; carriers will refuse acceptance without compliant documentation.
Third-party acceptance: signed letter of authorization naming the appointed drop-off agent plus a copy of the shipper’s ID; freight forwarders typically require a company letterhead and freight forwarder’s POA.
Collection: required paperwork and authorization details
ID at collection (original): government-issued photo ID that matches the name on the airway bill or on the authorization letter. For international collections carriers typically insist on passport presentation.
Proof of entitlement: original airway bill (if issued), electronic AWB access code, or carrier release note showing the same booking reference presented at drop-off.
Third-party collection: original signed authorization letter from the consignee/shipper or a notarized power of attorney; include photocopy of principal’s ID attached to the authorization. Carrier release will be refused without originals when their rules require it.
Company pickups: corporate collectors should present a company letter on headed paper naming the collector, company registration number, and an authorized signatory’s ID; carriers may cross-check against account records.
Minors and legal restrictions: for consignments consigned to minors or estates present court orders, guardian ID, or death certificate plus probate documents as applicable; many carriers need additional notarization.
Authorization letter template (minimum required fields):
“I, [Full name of shipper/consignee], passport/ID number [ID number], hereby authorize [Full name of collector], passport/ID number [ID number], to collect the shipment described as AWB/MAWB [number], consignment weight [kg], from [carrier/facility name] on [date]. Collector contact: [phone, email]. Attached: copy of authorizer’s ID. Signature: [signature]. Date: [date].”
Carry at least two photocopies of every original document, include a mobile contact for both shipper and collector on the authorization letter, and verify carrier-specific release requirements (notarization, witness, original AWB) before visiting the facility.
Packing, labeling and declaration rules for air consignments
Use double-walled cartons rated ECT‑32 or higher; cushion fragile goods using at least 5 cm of foam or corrugated pads; place heavy items at bottom; seal seams using 72‑hour pressure‑sensitive tape; wrap electronics in anti‑static foam and enclose chargers separately in clear bags.
Lithium cells and batteries require precise classification: mark rechargeable cells as UN3480 and rechargeable batteries packed with equipment as UN3481; mark lithium metal as UN3090 and packed with equipment as UN3091. State watt‑hour (Wh) rating on outer label for rechargeable cells. Follow IATA limits for passenger carriage: ≤100 Wh per cell generally accepted, 100–160 Wh allowed only with airline approval, >160 Wh prohibited for most passenger transport. Protect spare batteries against short circuit using individual inner packaging and secure inner package inside a rigid outer box.
Liquids and aerosols: exclude flammable solvents; use leak‑proof containers, seal each container, place inside sealed plastic bags and add absorbent material. Declare alcohol percentage and total volume. Perishable food and animal products often require permits and sanitary certificates; do not rely on informal packing to satisfy phytosanitary inspection.
Wooden packing: any solid wood crates must carry ISPM‑15 stamp (HT or MB). Include phytosanitary certificate when origin material requires it. For reused wooden pallets include treatment record and supplier declaration.
Labeling checklist
External label must contain: sender full name and address; recipient full name and full delivery address plus local phone number and email; concise commodity description using plain terms (e.g., “used shoes”, “portable monitor”); quantity and unit; gross weight in kg to nearest 0.1; dimensions L×W×H in cm; declared monetary value and currency; HS (Harmonized System) code 6‑digit if known; country of origin; invoice number and date; handling marks such as FRAGILE, THIS SIDE UP, DO NOT STACK; printed consignment/barcode and airway bill number. Place an invoice/packing list inside a waterproof document pouch attached outside.
Customs declaration and documentation
For postal items use CN22 or CN23 forms; for commercial airway bills provide commodity description, HS tariff code, unit value, total value, country of origin, number of packages, gross weight and reason for export using one of: “personal effects”, “gift”, “commercial sample”, “sale”. Mark used goods as “used” and list serial numbers for electronics. Retain original receipts and photograph contents plus serial numbers prior to sealing.
Insure declared value per insurer rules and keep policy copy and tracking number. Typical items that trigger inspections or require permits: firearms and parts, explosives, replica weapons, certain medical drugs, unpreserved meat and dairy, live plants and seeds lacking phytosanitary permits, products of endangered species under CITES. Prescription medication should include original prescription and physician’s note stating dosage and total quantity on declaration.
Verify the carrier’s packing manual and destination customs portal for duty thresholds, prohibited goods lists and permit requirements; examples: United States de minimis threshold commonly used by customs brokers is $800 for many courier imports; European Union removed low‑value VAT relief for commercial goods in 2021. For stain or odor treatment of household items prior to packing consult practical cleaning advice such as how to clean cat pee from wood floor.
FAQ:
Can I send my checked bags on a flight if I’m not flying myself?
Yes, some airlines and freight services accept unaccompanied baggage. Options include the airline’s own unaccompanied baggage or excess baggage service, or routing the items as air cargo with a carrier or freight forwarder. Each provider sets rules on size, weight, allowed contents and drop-off/pick-up points. You will need to arrange handover of the packed bags at the appropriate counter or cargo terminal, complete documentation and pay fees. Contact the airline or a cargo agent in advance to confirm availability and the exact procedure for the route you need.
What paperwork and identification are required when sending luggage without the owner on board?
Typically you must provide a completed air waybill or baggage consignment form showing sender and recipient details, phone numbers and addresses. The sender should present photo ID at drop-off; the recipient usually needs to show ID and sign for collection. For international shipments, customs declaration forms and a detailed inventory of contents are required. If the recipient will clear customs on your behalf, a written authorization or power of attorney may be needed. Certain items require licenses or permits; check customs regulations for the origin and destination countries before you ship.
How much does it cost and how long will delivery take if I send luggage as unaccompanied baggage or cargo?
Costs vary widely. Airline unaccompanied baggage services tend to charge per piece and by weight, with surcharges for oversize or rush handling. Air cargo and freight forwarders price shipments by weight or volumetric weight and may add handling, customs brokerage and delivery fees. Transit time depends on whether the bags travel on a passenger flight, a cargo-only service, or through a freight consolidation network; direct same-day or next-flight options exist on some routes, while economy cargo can take several days. To find the best balance of price and speed, obtain quotes from the airline and at least one freight forwarder or courier, and compare included services such as tracking and door delivery. Buying insurance for higher-value items is recommended.
Will my luggage be subject to security screening or customs inspection if I send it without traveling, and could it be delayed or opened?
Yes. Security screening applies to all air shipments; baggage sent separately may be X-rayed or physically inspected. Customs authorities can open consignments for inspection, especially if the declaration is unclear or the shipment is flagged. Delays can occur at check-in, during transit, or at import clearance, particularly for shipments with incomplete paperwork, restricted goods, or commercial quantities. To reduce the chance of inspection and delay, pack clearly, provide an accurate itemized list, attach contact details, and declare any items that require permits. Using a carrier that offers customs brokerage and providing tariff codes or invoices for commercial items will speed clearance. If an inspection happens, you or your designated recipient may need to deal with additional steps before release.
