Can you claim for delayed luggage

Report the incident at the airline desk immediately and obtain a Property Irregularity Report (PIR). Retain boarding pass, baggage tag and any written confirmations; secure receipts documenting essential purchases such as toiletries and replacement clothing made while awaiting return. Submit a written request seeking reimbursement directly to the carrier within 21 days of bag return and keep copies of all correspondence and reference numbers.

The Montreal Convention caps carrier liability related to late checked baggage at 1,288 SDR (approximately USD 1,700–1,900 depending on exchange rates). Notification deadlines differ by issue: damaged-bag complaints normally require notice within 7 days while requests related to late arrival must be submitted within 21 days from the date the bag was made available. Legal actions under the Convention expire two years after the scheduled date of arrival.

Document every expense and interaction. Photograph the condition of the bag and damaged items, create a dated inventory with original purchase prices or reasonable replacement estimates, and save purchase receipts documenting items bought during the disruption. If the airline response proves inadequate, escalate to the national enforcement authority or pursue action in a small civil court using the assembled evidence and correspondence.

Notify travel insurer and the credit card provider used to purchase the ticket, supplying PIR, receipts and the carrier’s written replies; many policies reimburse emergency expenses and may offer coverage beyond the carrier’s statutory limit. When preparing correspondence to the carrier, list dates, PIR number, itemized losses and a clear requested reimbursement amount expressed in the applicable currency or SDRs.

When to seek reimbursement under international and domestic rules

File a Property Irregularity Report (PIR) immediately at the airline desk and retain a copy.

Montreal Convention (applies to international carriage between contracting states): carrier liability covers damage caused by late arrival of checked baggage; limit set at 1,288 Special Drawing Rights (SDRs) per passenger. Submit a written complaint to the carrier citing the PIR number: 21 days after receipt when reporting late arrival, 7 days when reporting damage. Legal actions must begin within two years from the date the baggage was due to arrive. Always attach boarding pass, baggage tags, itemized receipts and photos when submitting documentation.

Domestic carriage: liability is determined by the carrier’s contract of carriage and national law. Report the property irregularity at the arrival desk, keep the PIR copy and all travel documentation, then follow the carrier’s formal reimbursement procedure. Many airlines set reporting windows and monetary limits in the contract; those windows commonly range between 7 and 21 days for formal submissions. If the carrier fails to respond, escalate to the national aviation regulator and preserve chronological records of all communications.

Checklist: PIR copy; boarding pass; bag tags; itemized purchase receipts; photos of items and bag condition; written complaint sent within stated timeframes; insurer notification where applicable.

How to register a late-baggage PIR at the airport – step-by-step

File a PIR at the airline baggage service counter immediately when checked bags do not arrive.

Step 1 – Gather documentation: passport, boarding pass, original baggage tag receipts, itinerary, contact phone and email, photos of the missing bag (if available), and any purchase receipts for necessary items bought at destination.

Step 2 – Locate the airline counter or dedicated baggage office in the arrivals hall; ask airport staff for directions if needed. Present flight number and bag tag numbers and give a concise physical description (brand, colour, size, unique marks).

Step 3 – Request creation of a Property Irregularity Report (PIR). Verify that bag tag numbers and flight details are entered correctly. Obtain a printed or emailed PIR copy that includes a reference code, agent name and timestamp; write down the reference immediately.

Step 4 – If external damage is visible on any returned bag, have the agent note damage on the PIR and take timestamped photographs. If contents are missing when a bag is later returned, update the original PIR reference with itemised details during follow-up.

Step 5 – Monitor progress using the PIR reference via the airline’s baggage-tracing system (often WorldTracer) and supply an alternate mailing address if staying elsewhere. Retain all original receipts and attach the PIR reference when submitting reimbursement requests online.

Step 6 – Save all correspondence, delivery commitments and phone records from the carrier. When delivery of recovered bags is arranged, verify identity required for handover and inspect contents before signing any acceptance form.

Quick practical tips

Photograph baggage tags, tag receipts and the empty carousel; note carousel number and arrival time. Keep the boarding pass until final resolution. If items arrive contaminated, document with photos and follow safety advice; cleaning instructions available at how to clean cat poop off carpet.

What to keep after filing

Retain the PIR copy, reference code, agent contact details, all receipts and photos. Use the PIR reference in every follow-up and on any forms submitted to the carrier. Register the same PIR number with any airport follow-up desk or hotline to avoid duplicate reports.

Which documents and receipts to keep to support a successful reimbursement request: late baggage

Keep original boarding pass, checked-bag tag and the PIR report copy; these items form the primary evidence set.

• Travel documentation
  • Original boarding pass plus an e‑ticket screenshot with timestamp
  • Checked-bag tag receipt showing barcode, flight number and carrier code
  • Passport or photo ID used at check-in
  • Ticket invoice and booking confirmation email containing the PNR
• PIR and delivery records
  • Printed PIR (Property Irregularity Report) with reference number and agent signature
  • Delivery receipt signed upon baggage arrival showing date and time
  • Carrier messages (email/SMS) that include the PIR number or delivery confirmation
• Proof of contents and value
  • Receipts and warranties documenting high-value items packed inside baggage (electronics, jewellery)
  • Photographs of packed items and visible serial numbers taken before travel or immediately after discovery
  • Credit card statements or original invoices when seller receipts are unavailable
• Emergency purchase receipts
  • Itemised receipts for toiletries, underwear and basic clothing with date and merchant name
  • Receipts for taxis or delivery fees paid to receive baggage
  • Hotel invoices if an overnight stay directly resulted from missing baggage
• Communication trail
  • Copies of all emails, webchat transcripts and SMS exchanges with the carrier, showing timestamps and agent identifiers
  • Concise call notes: date, time, duration and summary of what the agent stated
• Insurance and payment evidence
  • Travel insurance policy number and any interim claim reference issued by the insurer
  • Card statement that shows ticket payment when carrier liability links to the ticket purchase
• Filing and retention practices
  1. Scan or photograph every paper document immediately; keep originals until the reimbursement request is fully resolved
  2. Use descriptive file names with date and document type, maintain a single chronological folder containing receipts, photos and correspondence
  3. Retain documentation at least one year; when international treaty limits apply, retain up to two years or until statutory deadlines expire

A complete, timestamped dossier combining original documents, itemised receipts and a clear communication history significantly improves prospects of reimbursement approval; incomplete evidence reduces payable outcomes.

How airlines calculate reimbursement: necessary purchases and delay costs

Submit original, itemised receipts at the airline’s baggage office within 21 days; include PIR number, boarding pass and contact details.

Calculation principle: reimbursed amount equals the lesser of actual expenses, airline daily cap multiplied by eligible days, and the legal liability ceiling.

International carriage typically falls under the Montreal Convention; liability ceiling expressed in Special Drawing Rights (SDR). Convert SDR to local currency using an official rate dated the incident.

Airlines apply the lower value between contractual policy and the legal ceiling. Many carriers also apply per-item maximums and exclude luxury purchases or non-essential upgrades.

Common airline policies set emergency purchase limits ranging US$20–US$150 per day, often capped at 2–5 days. Example calculation: receipts US$240, daily cap US$75, eligible days 3 → reimbursed US$225.

Reimbursement covers essential items such as basic clothing, toiletries and prescription medication; non-essential items (designer apparel, high-end electronics) usually excluded. Replacement of vital prescription medication is typically prioritized.

Damaged items may be subject to depreciation. Settlement for damaged goods often uses current market value less depreciation; replacement receipts are treated as separate expenses requiring original proof of purchase.

Submit receipts that show merchant name, date, itemised description, unit prices and payment method. If purchases occurred in another currency, attach the card statement or a bank conversion showing the transaction rate.

Airlines may request a breakdown by day and type of item. Photos of receipts and dated photos of needed items speed processing when originals are temporarily unavailable; retain originals until final settlement.

Amounts already reimbursed by travel insurance or credit-card benefits will be offset against the airline settlement; subrogation rights may apply. Final payment equals calculated entitlement minus any prior third-party payments.

Typical processing time is 30–60 days. If reimbursement is refused, escalate via the airline’s baggage department, national enforcement body or small-claims court with the PIR, boarding pass and full receipt set. Keep copies of all correspondence and records of telephone calls.

Deadlines: how long to file a report and escalate to a regulator

Register a Property Irregularity Report (PIR) at the arrival desk immediately; submit a written complaint to the carrier within 21 days from the scheduled arrival date when bags arrive late; notify visible damage within seven days; legal action under the Montreal Convention must begin within two years from the arrival or expected arrival date.

Domestic carrier rules vary. Typical internal windows: 7 days to report visible damage, 21 days to register a report of late baggage, and many airlines request receipt submission within 14–30 days to process reimbursements for necessary purchases. Always consult the contract of carriage and preserve timestamps plus all correspondence. If the airline response is unsatisfactory, escalate to the national regulator: within the EU contact the national enforcement body, in the UK contact the CAA, in the US submit a complaint to the DOT Aviation Consumer Protection Division via the online portal; regulators will review cases even after airline denial, while litigation deadlines remain governed by the two‑year Montreal limit applicable to international journeys and by local statutes for domestic disputes.

When escalating, attach the PIR code, booking reference, boarding pass, flight dates and times, photos, original receipts, a concise timeline of events, and copies of all carrier communications. Request a written decision from the regulator and note any internal appeal windows stated by the airline. If the regulator outcome is negative or slow, prepare to file in small‑claims court before the two‑year Montreal cutoff or the shorter local limitation period.

Keep immediate essentials in carry-on to reduce outlays during the reporting process: compact valuables, chargers, a spare set of clothing, and a small waist pack such as best cheap waist pack for cycling to hold receipts and travel documents while paperwork progresses.

Next steps when an airline rejects a reimbursement request – appeals and small‑court options

Send a written appeal to the carrier’s customer‑relations address within 30 days of the denial, set a 30‑calendar‑day deadline to respond, and state the precise amount sought with itemised receipts and the PIR reference.

Include the following in the appeal: booking reference, PIR number, flight number, date of incident, detailed list of items lost or damaged, original receipts, photos, repair estimates, bank statements showing purchases, and any tracking logs. Attach scanned originals, dispatch one copy by registered post and one by email, and keep delivery confirmations.

When international carriage is involved, reference the Montreal Convention and the applicable statutory ceiling (currently 1,288 SDRs per passenger – verify the current SDR exchange rate). The statutory limitation period for civil actions under that treaty is two years measured from the date when the bags should have arrived or from the date they were made available.

If the carrier refuses reasonable settlement, escalate to an alternative dispute resolution (ADR) scheme or to the national aviation regulator. Examples: EU passengers may contact the national enforcement body under air passenger rights; UK passengers may use CAA guidance procedures; US passengers may file a complaint with the DOT Aviation Consumer Protection Division. Check each ADR body’s admissibility rules and submission deadlines.

Small civil court pathway – practical checklist: 1) Confirm jurisdiction based on contract terms, carrier principal place of business, or passenger residence. 2) Verify monetary ceiling: many US state small courts set limits between $2,500 and $10,000; England & Wales limit £10,000; Scotland limit £5,000; Northern Ireland limit £10,000. 3) Prepare a statement of case summarising facts, attach evidence (PIR, all correspondence, receipts, photos, tracking data, boarding pass and bag tags). 4) File the claim, pay the court fee, serve the carrier, and attend the hearing. 5) Seek statutory interest and costs where applicable.

Evidence that judges find persuasive: original PIR, time‑stamped photos, itemised receipts, contemporaneous purchase receipts for necessities, tracking logs (including data from best luggage tracking device for android when available), written refusals from the carrier, and any repair invoices. Provide currency conversion sources and dates for foreign expenses.

Damage valuation method: total documented out‑of‑pocket expenses plus reasonable market value of lost items less depreciation. When Montreal rules apply, potential recovery is capped at the SDR limit mentioned above; present the total sought in both local currency and SDRs with a clear calculation table.

Sample appeal text (copy, adapt, send by registered post and email):

“Re: PIR [number] – Booking [reference] – Flight [number] dated [date]. The amount sought is [currency][amount] representing documented expenses and item values listed in the attached schedule. Attached: receipts, photographs, repair estimates, tracking logs. Please provide a written response within 30 calendar days. If no acceptable settlement is reached, the matter will be escalated to ADR, the relevant regulator, or commenced in the appropriate court.”

Sample small‑court statement of case (abridged):

“Claimant seeks [currency][amount] from [airline] arising from baggage delay and related expenses on flight [#] dated [date]. Facts: PIR issued [date]; airline response dated [date] denies liability. Relief sought: reimbursement [currency][amount], statutory interest, court costs. Attached: PIR, correspondence, receipts, photographs, tracking logs.”

Practical risk management: preserve originals, digitise documents with timestamps, use registered post or certified email to create an audit trail, request escalation to a named manager in the carrier’s dispute team, and set clear settlement deadlines in written correspondence. If the amount exceeds small‑court limits or negligence is suspected, obtain a case assessment from a solicitor prior to filing.