Are you the person who’s luggage went missing

File a Property Irregularity Report (PIR) at airline service desk before leaving airport; retain boarding pass and baggage claim tag; take timestamped photos of carousel area and empty check-in slot; obtain PIR reference number and attending staff name and direct contact.

For international travel submit written claim within 21 days from date bag availability; for damaged items provide documentation within 7 days. Under Montreal Convention carrier liability caps at 1,288 SDR per passenger (approximately USD 1,600–1,900 depending on exchange rate); consult carrier contract of carriage for regional limits and specific procedures.

Required claim documentation: PIR reference, ticket and boarding pass copies, bag tag image, itemized contents list with purchase dates and estimated values, original receipts or bank statements, product serial numbers for electronics, photos of damaged items, and repair or replacement estimates where applicable.

If carrier fails to locate bag within 21 days treat case as loss and submit formal monetary claim with documented value; log all calls and retain email exchanges with timestamps. If resolution remains unsatisfactory after 30 days escalate to national aviation regulator or file in small-claims court within applicable jurisdiction using claim number, timeline, and full evidence packet.

Notify travel insurance provider and card issuer immediately; many card benefits reimburse emergency purchases and provide secondary coverage up to policy limits. For interim essentials keep detailed receipts for toiletries, clothing and medications, and attach PIR confirmation when filing for reimbursement.

Lost Bag: Immediate Steps

File a Property Irregularity Report (PIR) at airline counter immediately after discovering lost bag; obtain PIR number, agent name, and airline contact phone or email.

Documentation

Keep boarding pass, baggage tag stub, passport copy, purchase receipts for high-value items, and photos of bag and contents before departure if available; submit copies with claim.

Deadlines and Liability

For international travel under Montreal Convention: file damage claim within 7 days from date baggage was handed over, file delay claim within 21 days from date baggage made available; carriers often treat loss as final after 21 days. Liability limit per passenger is 1,288 SDR (convert at current exchange rate).

Submit written claim via carrier’s online portal or registered mail; include PIR number, itemized list with values, original receipts, photos, boarding pass, and contact details. Keep copies of all correspondence and escalate to national aviation authority or consumer protection agency if airline response exceeds carrier timeline.

Use travel insurance and credit card benefits: file insurance claim with policy number, receipts for emergency purchases (clothing, toiletries), PIR number, and proof of delay. Some card issuers allow reimbursement up to policy limits; check card terms for coverage windows and documentation requirements.

Where to file a Property Irregularity Report (PIR) at airport and what information to have ready

File PIR at airline baggage service office inside arrivals immediately after discovering a non-delivered checked bag.

• Primary locations: airline baggage service office (arrivals hall), baggage reclaim desk, transfer/connection desk at arrival gate.
• Alternative locations: airport lost & found counter, ground handler office (handler name appears on bag tag), airline customer service desk, police office for suspected theft or high-value items.
• Remote filing: airline website or mobile app PIR form if no office available before leaving airport; many carriers accept online PIR submission within 24 hours of arrival.

1. Booking and flight identifiers

   • Booking reference (PNR) or ticket number.
   • Operating carrier code and flight number, date of travel.
   • Baggage tag number(s) from tag stub(s) or boarding-pass receipt (usually numeric barcode of 10–14 digits).

2. Passenger identity and contact

   • Full name as on ticket/passport, passport or government ID number for international arrivals.
   • Mobile phone with international code, email address, local delivery address and alternative contact number.

3. Bag description and contents

   • Brand, color, approximate dimensions, material (hard/soft), weight if known.
   • Distinctive marks: stickers, straps, name tags, tears, missing wheels.
   • Short inventory of high-value items with serial numbers and receipts (phones, cameras, jewelry, laptop); provide photographs if available.

4. Supporting documents

   • Boarding pass, checked-bag tag stubs, passport/ID copy, purchase receipts for valuables.
   • Photos of bag and tag barcodes; keep digital copies and backup on cloud or local device.

5. What to request from staff

   • Written PIR reference number and copy of report (paper or email).
   • Estimated tracing period and handler contact details (phone/email).
   • Instructions for follow-up and link to online claim form if separate from PIR.

• Typical tracing windows: short-haul carriers often search 24–72 hours; international services commonly maintain search for up to 21 days before declaring bag lost – verify precise window with staff on-site.
• Keep original tag stubs and boarding pass until final resolution; staff use tag barcode to track movement across handling systems.
• If forced to leave airport without filing PIR, complete airline online PIR within 24 hours and retain all original documents for future claims.
• For interim requirements such as replacement personal items, save receipts for potential reimbursement under carrier conditions and travel insurance policies.
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How to use airline baggage tracking systems and apps to monitor an unlocated bag

Open airline app immediately; enter baggage tag number and booking reference (PNR), enable push notifications, and allow location access.

Pair Bluetooth tracker if supported by carrier; register tracker ID and serial within app or user profile so carrier can display last-seen coordinates alongside tag status.

Log into web portal with last name and PNR for continuous status polling; refresh every 15–30 minutes during arrival window to catch rapid scans.

Save screenshots and timestamps for each status change; attach those images and a list of bag identifiers when contacting carrier via in-app chat or phone.

Configure alerts for status labels such as “Checked in”, “Loaded on aircraft”, “Offloaded”, “At transfer hub”, “At arrival carousel”, “Delivered to collection office”, and “Unlocated”.

Use passive trackers (AirTag, Tile, Samsung SmartTag) as backup inside bag or external pocket; record last-seen coordinates and UTC timestamps from tracker app before reaching out to carrier.

If tracker location conflicts with carrier status, export tracker log (CSV or screenshot) and include GPS coordinates and UTC times in support message to accelerate reconciliation.

Query carrier tracking API or partner portal when available; many endpoints return JSON status codes and scan location fields that can be parsed for detailed history.

Keep photo of bag, brand, color, unique marks, and internal contents list stored in app notes or phone gallery for quick attachment to messages.

If status remains unchanged 24 hours after scheduled arrival, escalate via phone using booking reference and in-app case ID; reference saved screenshots and tracker log during escalation.

What to request immediately from airline: temporary essentials, receipts and written confirmation

Immediate actions at service desk

Ask airline agent for written confirmation of incident including PIR/reference number, bag tag number, agent name and staff ID, official contact phone and email, and estimated delivery date or next update time.

Request cash advance or prepaid voucher for urgent purchases when available; if agent refuses, ask for written reason and policy citation. Obtain stamped copy of any cash advance or voucher before leaving counter.

Temporary items to request and suggested spending ranges

Request short-term replacements for toiletries, one full change of clothes, phone charger or power bank, prescription medication replacement (bring prescription copy), baby supplies (formula, diapers), and essential business items (work laptop charger, presentation materials). Typical immediate-reimbursement ranges: domestic short-haul $25–$100; international or long-haul $100–400. Keep purchases modest and justifiable.

Insist on original receipts for every purchase. Get agent to confirm airline expense policy in writing (per-item limits, per-diem caps, eligible categories) and available timeline for submitting receipts.

Documentation to collect and record

Collect and keep: original boarding pass, bag tag stub, PIR/reference form copy, itemized receipts, stamped voucher or cash-advance slip, agent business card, and screenshot or printout of any airline message or tracking update. Photograph purchased items together with receipts and bag tag for evidence.

Ask for written statement with exact wording such as: “Bag tag XXXXXX is delayed; PIR #YYYYYY; expected delivery by [date]; contact [name, phone, email]; airline accepts interim expense claims per policy [reference].” Request email copy of that statement from agent and a claim form link or paper copy before departing airport.

Submit originals or scans of receipts via airline claim portal or email within timeframe listed on written confirmation. Maintain payment records (credit card statement, cash advance receipt) until final settlement.

How to prepare and submit a delayed baggage claim: required documents, photos and deadlines

File a formal claim with the carrier within carrier deadlines; common practice: submit delay-related expense claims within 21–30 days of scheduled arrival, notify carrier of damaged items within 7 days of delivery, and retain documentation for possible legal action up to two years under international rules.

Documents to assemble: boarding pass copy; checked-bag tag number and receipt; passport or government ID; claim reference from arrival report desk; completed airline claim form (PDF); original receipts for emergency purchases (toiletries, clothing, phone chargers); invoices and serial-numbered proofs for high-value items; bank details for reimbursement (IBAN/SWIFT); copy of any written correspondence with airline.

Photo checklist and technical specs: exterior bag tag (clear tag number); full-view shot of suitcase/suitcase interior showing contents; close-ups of damaged items and any label/serial number; receipts and invoices laid flat and legible; timestamped images preferred. Capture at least two angles per item, save originals in JPEG format at ≥1,000 px on long side, retain unedited originals plus compressed copies for upload; assign filenames using date_flightnumber_item (example: 2025-08-20_AA123_headphones.jpg).

Receipt handling and valuation method: keep every original receipt for replacement purchases; compile an itemised spreadsheet with date, store, item description, price, currency and attachment filename; convert foreign currency totals using day-of-expense exchange rate and include conversion screenshot or bank statement if used card; expect depreciation and carrier policy limits to apply, carriers often reimburse reasonable immediate needs only until final resolution.

Submission process: use airline online claims portal when available (attach PDFs/JPEGs), include short factual cover note with flight number, travel date, bag tag number, claim reference and itemised claim total; if portal unavailable, send certified mail to airline claims address and upload copies to carrier portal if later provided. Keep proof of submission (submission confirmation, tracking number) and log follow-up dates.

Response windows and escalation: typical initial acknowledgement within 7–21 days; final settlement often within 6–12 weeks depending on investigation complexity; if no acceptable reply after 8 weeks, escalate to national civil aviation authority or file small-claims action; preserve originals of all evidence for two years (statute period for court actions under many international conventions).

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How to calculate and document losses for reimbursement and when to escalate claim

Calculate total loss by summing replacement cost per item, receipts for temporary essentials, repair estimates and reasonable shipping/tax; subtract salvage value and apply item-specific depreciation; record currency conversion rate and source for each foreign transaction.

Claim formula: Claim = Σ(Replacement cost_i) + Σ(Temporary purchases) + Σ(Repair estimates) + Shipping/Taxes – Σ(Depreciation_i) – Σ(Salvage value_i) + Currency conversion fees.

Depreciation guidance: electronics – 30% first year then 15% per additional year; hard-shell suitcases – 20% per year; soft goods and clothing – 10–25% per year depending on visible wear; high-value sealed items or recent purchases – submit professional appraisal or original invoice for full-item valuation.

Deadlines and limits: file damage notification within 7 days from receipt of bag; submit delayed-loss claim within 21 days from date bag should have been delivered; Montreal Convention statute of limitation for legal action = 2 years from arrival or scheduled arrival; verify domestic carrier rules for shorter or different windows.

Documentation checklist: airport PIR/irregularity report with reference number; boarding pass and itinerary; bag tag photos and claim-reference photos showing contents and damage; original purchase receipts or card statements; serial numbers, warranty cards and appraisals for high-value items; temporary-essential receipts with dates; all written airline correspondence and claim forms.

Concrete filing tips: group documents per item and attach single-line summary sheet stating item name, age, original price, depreciation applied, replacement cost and final line-item claim amount; include photocopy of PIR and stamped claim number on every page; convert foreign receipts to claim currency showing exchange rate source (IMF or central bank snapshot).

Escalation triggers: escalate when airline offer < 50% of documented replacement value, airline fails to acknowledge complete claim within 30 calendar days, or airline rejects valid invoices for high-value items without reasoned itemized calculation.

Escalation path: 1) Request itemized written explanation and internal appeal to airline claims manager; 2) Send certified demand letter with full documentation and a 14-calendar-day cure period; 3) Lodge complaint with national civil aviation authority or consumer-protection agency (for US carriers file DOT Aviation Consumer Protection complaint online); 4) File small-claims court action if claim fits jurisdictional limits or retain counsel for higher-value suits or Montreal Convention arbitration; preserve all proof of dispatch and delivery dates for legal timelines.

Example calculation (actual cash value method): camera original price $900, age 3 years, depreciation schedule 30% + 15% + 15% = 60% total → ACV = $900 × 0.40 = $360. Temporary essentials (charger, adapter) receipts = $45. Total claim = $405. Convert currency at transaction date; append receipts and PIR reference.

Keep digital and hard copies of every submission; log phone calls with date/time/agent name and summary; use tracked courier or certified email for critical demand letters; preserve timestamps for escalation deadlines. Save receipts for replacement of non-standard items (example listing for outdoor gear: best cantilever patio umbrella canada).