Michael Turner
Immediate actions: use the operator’s baggage or excess-parcels page, enter the reservation or PNR, add passenger name, declare item count and dimensions. Typical allowances: 0–2 free pieces per fare class depending on operator; common weight limits are 20–32 kg (44–70 lb) per item; common linear size limit is 158 cm (length+width+height). Oversize or overweight surcharges usually range from €5–€35 / $10–$50 per piece if not covered by the fare.
Timing and deadlines: purchase the add-on 24–72 hours before departure for guaranteed processing; some carriers accept same-day registration but charge premium fees. Drop-off windows at station counters are typically 60–120 minutes before departure for domestic services and 2–3 hours for international segments with border checks. Keep the electronic receipt and printed tag until collection.
Documentation and handling: attach the carrier-issued tag, retain the confirmation number and photograph the item and tag at handover. Prohibited content commonly includes hazardous materials, perishable goods and certain battery-powered devices; live animals require special procedures. If declaring high-value items, opt for declared-value protection or separate transit insurance; declared-value limits often start at €100 and can be increased for a fee.
Collection and claims: collect items at the designated arrivals office or platform baggage desk shown on the receipt; missing-item claims windows vary from 7 to 30 days – file immediately with photos, your confirmation number and ID. For delays, request a written delay report from the station agent and keep all travel documents for reimbursement.
Payments and support: pay with card, digital wallet or the operator’s accepted methods and save a screenshot. If the web transaction fails, call the carrier’s baggage service line using the number on the official site and quote the failed-transaction ID. Escalate with bank authorization receipts and timestamped screenshots if refund or correction is required.
Operators and corridors that allow advance baggage reservations
Prioritise carriers that offer explicit advance baggage or item reservations through their web portals: Amtrak (US long‑distance routes), VIA Rail (The Canadian, The Ocean), Deutsche Bahn (Gepäcktransfer service), ÖBB Nightjet (night corridors across Austria–Germany–Italy and Alpine routes), SNCF (paid bag delivery on selected TGV routes), Trenitalia (door‑to‑door collection on high‑speed/intercity services), Caledonian Sleeper (UK overnight services with oversized-item and bicycle space).
Amtrak – checked-item space is available for most long‑distance services (California Zephyr, Coast Starlight, Southwest Chief, Empire Builder, Auto Train). Reserve excess pieces under Manage Reservations or while purchasing tickets on amtrak.com; station check‑in and tagging required. Restrictions and permitted items are listed per route on the Amtrak baggage page.
VIA Rail – long‑haul routes such as The Canadian and The Ocean accept registered pieces; add declarations during the ticket process on viarail.ca or at the station desk for checked items. Shorter corridor services remain carry‑on only in most cases.
Deutsche Bahn – DB does not generally sell seat‑space for suitcases, but Bahn.de offers a Gepäcktransfer/door‑to‑door shipping option for point‑to‑point transport of bags and boxes between major stations; book the service on bahn.de under “Gepäckservice.” Bike reservations for ICE/IC/EC must be made separately where required.
ÖBB Nightjet – offers pre‑reserved spaces for bicycles, skis and large sports equipment on night corridors; reserve when buying the ticket at nightjet.com. On many Nightjet routes there is dedicated storage or guarded compartments that must be reserved in advance.
SNCF – standard TGV/TER services include a set allowance of carry items but paid door‑to‑door bag delivery services are available on selected high‑speed corridors via the SNCF Connect portal (search for “bagage à domicile” or parcel transfer options) and are sold separately from tickets.
Trenitalia – offers partnered baggage collection/delivery for high‑speed and intercity tickets in Italy; purchase the service through trenitalia.com under supplementary services. Regional services typically accept only carry items and oversize items require special handling requests.
Caledonian Sleeper – oversized items and bicycles require advance reservation; add the item when securing a berth or through sleeper.scot extras. Station drop‑off and collection procedures differ by terminal, so verify the collection windows listed on the carrier page.
Practical checklist for any carrier: use the operator’s official website or Manage/Modify reservation page to allocate space, note maximum dimensions and weight, verify drop‑off/collection times at the origin station, obtain an item tag or confirmation number, and check surcharge and cancellation rules before paying.
Step-by-step guide to reserving and paying for checked items through the carrier website
Purchase checked-item allowance at least 24 hours before departure to secure the lowest fees and guarantee space; same‑day additions typically cost 20–100% more and may be unavailable for large items.
Step 1 – Account and reservation: log into your carrier account or create one and have the reservation code, full passenger name, ID/passport number and contact phone/email ready; mismatched names can block web processing and require agent intervention.
Step 2 – Locate the extras page: look for sections titled “Add baggage”, “Excess items”, “Sports equipment” or “Add extras” on the itinerary page; use the reservation code search if the portal does not show extras automatically.
Step 3 – Choose the pricing model: select per-piece or weight‑based allowance. Typical pre-purchase ranges: per-piece fees £5–£30; weight-based options £8–£40 per 10–23 kg block. Day‑of station charges commonly rise by 30–100%.
Step 4 – Specify item details: enter item type (suitcase, box, bike, skis), dimensions (L×W×H) and weight. For cycles and sports gear, many carriers require dimensions under a linear limit (e.g., 250–300 cm) and weight under 30–32 kg, otherwise a heavy/oversize surcharge applies and advance notice of 48–72 hours is required.
Step 5 – Upload supporting files if requested: accepted formats usually JPG/PNG/PDF with size limits commonly 2–5 MB; name files with your reservation code to speed processing (example: ABC123_bike.jpg).
Step 6 – Pay: most platforms accept Visa, Mastercard, AmEx, PayPal and Apple/Google Pay; 3‑D Secure may be required. Pay in the carrier’s default currency to avoid third‑party conversion fees, and use a card that matches the lead passenger name to reduce validation delays.
Step 7 – Confirm and save proof: after payment note the extras reference number and download the PDF receipt and QR code; if confirmation does not arrive within 15 minutes, check spam then contact support quoting the reservation code and card transaction ID.
Step 8 – Changes, cancellations and refunds: examine the specific extras policy–common rules: free changes up to 24–48 hours before departure, partial refunds only before check‑in, and processing fees of £2–£15. Capture screenshots of the policy page and the paid receipt for disputes.
Step 9 – Day‑of handling: bring the printed or mobile receipt and the extras QR code to the luggage/left‑luggage desk on arrival; allow an extra 20–40 minutes before scheduled departure for drop‑off of bulky items and weigh verification.
Tip for transporting bicycles and tyres: prepare tyres to carrier pressure limits and bring a small pump or portable compressor; see how to inflate tires using an air compressor for a quick walkthrough on portable units and valve adapters.
What size, weight and item restrictions to check before reserving hold baggage
Weigh and measure every piece before you reserve through the carrier’s site: use a luggage scale and tape measure, record length × width × height and the linear sum (L+W+H).
Dimension and weight thresholds to verify
Common per-piece weight limits range from 20–32 kg (44–70 lb); if a carrier shows a single-number allowance, assume that is per item unless stated otherwise. Typical checked-item linear-dimension allowances run 160–200 cm (63–79 in) – calculate as L+W+H. Standard carry-size examples to compare: 55×40×20–23 cm (21.6×15.7×7.9–9 in). Convert kg↔lb when needed: 1 kg ≈ 2.2046 lb.
Oversize rules: items with any dimension above ~200 cm or weight above ~32 kg usually require advance approval, special handling, and extra fees. Sports equipment (bicycles, skis, surfboards) commonly must be registered in advance and may have separate maximums (for bikes often 25–30 kg packed weight; skis typically counted as one item with length limits around 200 cm).
Restricted and regulated items checklist
Commonly prohibited in checked consignments: explosives, fireworks, flammable liquids, compressed gas cylinders (including butane/propane), corrosive chemicals, and toxic substances. Spare lithium batteries (loose) are generally forbidden in the hold; installed batteries in equipment may be allowed but check watt-hour (Wh) ratings – >100 Wh is routinely restricted, 100–160 Wh may need carrier approval, and >160 Wh is usually disallowed. Carry spare batteries in hand-carried pieces where permitted.
Firearms and ammunition: most operators allow them only if declared, unloaded, packed in approved locked cases, and accompanied by permits; ammunition limits apply. Live animals, plants, seeds, and some foodstuffs face quarantine or destination-specific bans – consult customs/quarantine rules for cross-border trips.
Valuables (cash, jewelry, passports, electronics, fragile instruments) should remain with the passenger; carriers commonly exclude high-value items from checked-contents liability. Perishables without temperature control can spoil; refrigerated transport is rarely available for standard checked items.
Before completing a reservation through the carrier’s site, confirm the operator’s exact size/weight metrics, declare special items, note any required documentation (permits, battery ratings, veterinary certificates), photograph contents and labels, and consider extra insurance for high-value goods.
Station drop-off, door-to-door delivery and timelines after reserving baggage via carrier website
Drop off at the station check-in counter at least 60–90 minutes before scheduled departure for long-distance services; allow 45 minutes for regional departures and 30 minutes for some commuter-style services with dedicated bag desks.
Station drop-off: required documents, process and cutoffs
- Bring reservation reference or QR code, valid ID and the printed or mobile receipt provided after reservation; failure to present these can delay acceptance.
- On arrival the agent will weigh, tag and issue a baggage receipt–keep this receipt until final delivery.
- Typical cutoffs:
- Premium/intercity routes: 90–60 minutes before departure.
- Regional/short-haul: 45–30 minutes before departure.
- Same-day courier collection at the station (if offered): usually available up to 120 minutes prior for a surcharge.
- Missed cutoff options: rebook for the next service (subject to capacity), drop at an alternative station, or request an express courier pick-up (additional fee applies).
- Packaging/label tips at drop-off: attach the issued tag visibly, place fragile items in hard-sided cases, seal porous items in waterproof sacks to prevent water damage during handling.
Door-to-door delivery: expected windows, tracking and failed attempts
- Standard delivery windows by distance:
- Same-city: 6–12 hours after collection (urban hubs with evening slots may take 24 hours).
- Intercity up to ~300 km: 24–48 hours.
- Long-distance/cross-country: 48–72 hours; allowance may extend to 96 hours for peak periods.
- Express door service (where available): 6–24 hours for an added fee; confirm cutoffs for same-day pickup when reserving.
- Tracking and notifications: expect a tracking number plus SMS/email status updates (collection confirmed, in transit, out for delivery); provide a mobile number at reservation to enable live delivery attempts.
- Delivery attempts and holds:
- Most carriers make 1–2 delivery attempts; if recipient absent, options include scheduled redelivery, station pickup within a hold period (commonly 3–7 days), or return-to-sender with possible fees.
- If delivery window slips, contact the carrier with the receipt number–claims for delay usually require notification within 48 hours of the promised delivery slot.
- Damage, loss and refunds:
- Report visible damage to the station agent at drop-off and record it on the receipt; for post-delivery damage or loss, file a claim within the carrier’s stated timeframe (commonly 7–14 days).
- Refunds for cancellations are typically allowed up to the carrier’s cutoff; partial refunds may apply if collection has already occurred.
Practical tip: include a compact weatherproof item inside or attached to the parcel (for example, a small umbrella) to protect contents during transfers – see best strong small umbrella and best colapable umbrella.
Cancelling, modifying and claiming refunds for electronic baggage reservations
Cancel or modify a baggage reservation at least 48 hours before the scheduled departure to retain the highest refund (typical refund retention: 70–100%); changes made 24–48 hours prior often incur a 10–30% service fee or a fixed charge (€5–€20); within 24 hours many carriers reduce refund to under 50% or refuse refunds entirely.
When to cancel or alter a reservation
Standard time brackets used by operators: full or near-full refund if action taken ≥48 hours before departure; partial refund with penalty if action taken 24–48 hours prior; no refund for requests inside 24 hours in many tariffs. Peak-season and promotional rates commonly carry stricter non‑change, non‑refund rules. If you change weight allowance or item type after check-in cutoff, expect to pay the current day rate or a “rebooking” fee rather than a simple modification.
Charges for amendments usually appear as either a percentage of the original charge (10–30%) or a flat fee. If a reservation was made through a third‑party agent, submit amendment or cancellation requests to that agent – refunds will be processed by the reseller according to their terms, which can add 7–14 days to the timeline.
How to claim refunds and report loss or damage
Primary channels for refunds and claims: carrier website/app form, customer service phone, station counter. For fastest handling, use the carrier’s electronic claims form and attach all required files. Typical documentation required: reservation reference, payment receipt, baggage tag/label numbers, date/time and route, clear photos of damaged item and tags, and a copy of photo ID. For theft or missing items, many operators require a written report filed at the destination station or with on‑site staff within 24 hours, plus a formal claim submitted within 7–30 days.
Processing times: refunds to card usually issued within 5–15 business days; bank transfers can take up to 30 calendar days; refunds that require manual review (damage claim, investigation) may take 30–90 days. If refund is delayed beyond published maximums, escalate by (1) submitting a follow‑up case number via the carrier’s support portal, (2) lodging a formal complaint to the consumer regulator in the operator’s jurisdiction, or (3) opening a payment dispute with your card issuer after the carrier’s maximum handling period has passed.
When filing a damage or loss claim, include a concise claim header and required fields to speed processing: reservation ref | date/time | item description | tag number | value (original purchase receipt) | photos | preferred remedy (refund, repair, compensation). Liability caps vary by operator and jurisdiction but commonly fall between €200 and €1,000 per item; if declared value higher than the carrier’s cap, have separate travel insurance documentation ready.
If you paid for extra services at a station (cash) instead of through the carrier’s electronic channel, obtain an official receipt immediately; carriers often refuse refunds without that receipt. Keep copies of all correspondence and reference numbers until the refund posts to your account.
FAQ:
Can I book luggage carriage on a train online?
Yes. Many rail operators and third-party services let you reserve luggage delivery or excess-baggage handling via their websites or mobile apps. You usually need the train number or PNR, travel date, pickup and delivery points, approximate weight and dimensions, and a contact phone number. Payment is made during booking and you receive a confirmation with a reference number. Availability depends on route and train type, so check the operator’s booking page for that specific service before you pay.
What are typical weight, size limits and fees for online luggage bookings?
Limits vary by carrier: common weight caps are 20–30 kg per item for standard parcels, with higher tiers or bulk shipments charged by the kilogram. Some services use a per-piece rate up to a fixed maximum weight, others apply a sliding per-kg tariff. Size rules often follow a maximum linear measurement (length + width + height); oversized items incur extra charges. Fees may include a base booking fee, per-kg charge, and optional pickup or delivery surcharges. To estimate cost, check the tariff table on the booking page and multiply the per-kg rate by your baggage weight, then add any service or pickup fees.
How does pickup and delivery work after I book my luggage online?
When you book, you select either station-to-station handling or door pickup and delivery if the provider offers it. For station service, you usually drop your packed item at the station parcel office before departure and a recipient collects it at the arrival station’s parcel desk. For door pickup, a courier collects the item at the scheduled time from the address you provided; delivery can be made to an address or to the arrival station. Expect a tracking number and an estimated delivery date. Bring ID for handover and keep the booking reference and any shipping labels attached to the item until delivery is complete.
Can I change or cancel an online luggage booking and get a refund?
Policies differ between operators. Many allow cancellations or modifications before pickup with a refund that may exclude a handling fee. Once an item has been collected or checked in at the station, refunds are uncommon. Changes to weight, pickup time or delivery point usually require contacting customer support and may trigger additional charges. Keep the booking confirmation and payment receipt; use the provider’s app or website to request changes and follow up by phone if the change is time-sensitive.
What protections and insurance apply if my luggage is lost or damaged after online booking?
Providers typically offer limited liability for loss or damage and an option to declare a higher value for extra coverage at booking. Liability caps and claim deadlines are specified in the terms and conditions: read them before you pay. If loss or damage occurs, report it immediately to the carrier’s claims desk, collect a written complaint or reference number, and submit required evidence such as photos, receipts, the booking reference and delivery documents. For theft you may need a police report. Keep fragile or high-value items with you when possible; if you must ship valuables, pay for declared-value coverage and use sturdy packing and tamper-evident seals.
