Have your luggage delivered

Book a door-to-door courier with real-time tracking and declared insurance before departure: choose 24–48 hours transit for same-country routes and 3–5 business days for most international services; confirm pickup slot and final-drop address at least 48 hours prior.

Prepare items for transit: use a hard-shell case, pad electronics and fragile goods with foam or clothing, lock with a TSA-approved combination, attach a printed itinerary and contact number, and place a clear external tag with recipient name and local phone. Measure and weigh pieces in advance – many carriers begin surcharges above 23 kg (50 lb) per piece and charge extra if linear dimensions exceed 158 cm.

Choose service levels and expect typical price bands: economy domestic starts near $30–$90 per piece, express domestic $90–$150, international economy $80–$200 and international express $150–$400+, depending on weight and distance. Request a rate breakdown (base fare + fuel + surcharges + pickup/drop fees) and confirm whether the quote includes customs clearance costs.

Complete documentation and safeguards: photograph contents, keep serial numbers and receipts, save the airway bill/tracking ID, and declare item values on the shipping form. Check destination customs thresholds (e.g., US de minimis ≈ $800) and budget possible duties/VAT. File claims promptly per carrier policy – typically within 7–21 days for loss or damage – and retain all proof of mailing and purchase.

How to book a baggage transfer: required information, lead times and pickup windows

Reserve pickup at least 48 hours before departure for domestic transfers; allow 72–96 hours for international routes and 96+ hours during holiday peaks.

Mandatory booking fields: shipper full name, receiver full name, complete pickup address with entry notes (codes, concierge hours), final drop-off address, local phone with country code, email for confirmations, preferred pickup date and 2‑hour window, flight number and scheduled arrival/departure time if airport-related, number of pieces, weight per piece (kg), dimensions L×W×H (cm), declared value for insurance, chosen service level (standard/express/same‑day), special handling flags (fragile, battery, oversized), ID type/number for handover, payment method and billing address, promo code if applicable.

Lead-time benchmarks: standard domestic – 24–48 hours; cross-border – 72–96 hours; remote or island addresses – add 48–72 hours. Same-day service requires booking before local cut-off (commonly 08:00–12:00) and is billed at a premium (typically +30–100%). Airport handovers: schedule inbound pickups no earlier than 3 hours after scheduled international arrival and 1–2 hours for domestic to allow customs and baggage reclaim.

Pickup windows offered: common options are 2‑hour blocks (e.g., 08:00–10:00), 4‑hour blocks, or exact-hour slots (e.g., 10:00–11:00) on premium plans. Morning (08:00–12:00), afternoon (12:00–16:00) and evening (16:00–20:00) slots available; late-night or overnight requests require advance confirmation and may incur surcharge. Expect a driver call 15–30 minutes before arrival.

Size and weight rules to enter at booking: list pieces by count, weight per item and linear dimension. Many carriers treat >32 kg per piece or linear dimensions >158 cm as oversized and apply extra charges or require special vehicles; oversized/overweight pickups often need 48–72 hours lead time for equipment scheduling.

Modifications and cancellations: free changes up to 24 hours before scheduled pickup on most tariffs; within 24 hours expect a change fee or partial/full charge. Same‑day bookings are usually non‑refundable. Confirm refund and reschedule policies during checkout and save the booking reference.

On pickup day: present booking reference and photo ID for the person handing off items, attach e‑labels or printed tags if provided, confirm piece count and condition with driver before handover, take photos of items and labels, keep tracking number for status updates and claim submission if insurance becomes necessary.

Pickup and drop-off choices: door-to-door, airport counter, hotel and third-party lockers

Choose door-to-door pickup for minimal handling and direct transfer between two addresses; typical pickup windows are 2–4 hours, same-day urban pickup usually costs an extra $20–$80, standard single-piece domestic transfers (up to 23 kg) commonly range $30–$120, piece-weight limits often sit at 30–50 kg with overweight surcharges $20–$150 per piece.

Use an airport counter when a terminal handover is required: counters generally operate within airport hours and often close 60–90 minutes before departure for security processing; counters accept items up to airline- or service-provider size limits (confirm precise kg and cm limits beforehand); present passenger ID and flight reference at drop-off; expect counter handling fees typically $10–$60 and additional charges for oversize gear such as bikes or skis.

Opt for hotel desk drop-off for short-term holding when staying on-site: many hotels will hold parcels for 24–72 hours free or charge handling fees of $5–$25 per item; policies differ on size, hazardous materials and unregistered shipments – always obtain written confirmation of acceptance and any fees prior to scheduling pickup or shipment to the property.

Choose third-party lockers for short stays near transit hubs or when no one will be available to receive items: typical pricing is $5–$15 per day for small lockers, $10–$30 per day for large units; common maximum dimensions ~60×40×40 cm and weight caps around 20–30 kg (varies by operator); reserve in advance when possible, note opening hours, and expect limited or no insurance cover from the locker operator.

Operational checklist for any option: confirm exact pickup address format and access restrictions (stairs, loading zone, permit), verify pickup window and cancellation policy, photograph contents and serial numbers, secure soft bags with TSA‑approved locks and hard cases with tamper seals, obtain a tracking/reference number and written receipt, declare item value if insurance above provider minimum is required (carrier defaults often cover only $100–$500; purchase declared-value insurance for high-value items), and allow an extra 24–48 hours for international customs processing when crossing borders.

Packing, labeling and weight/size limits to avoid refusals or extra charges

Keep each checked bag under 23 kg (50 lb) and within 158 cm (62 in) linear dimensions; most carriers apply excess fees for 23–32 kg and either refuse or reclassify items over 32 kg as freight.

• Exact weight and size thresholds
  • Common airline standard: 23 kg (50 lb) / 158 cm (62 in) linear; business/first often 32 kg (70 lb).
  • Overweight fees (typical ranges): 23–32 kg → $50–150; >32 kg → $100–400 or freight-only pricing.
  • Oversize fees: linear dimension 158–300 cm → $100–400; >300 cm usually rejected unless freight arranged.
  • Courier/gate-to-gate services may allow higher weight per piece (up to 45 kg) but charge per kg above service limit – check exact tariff before booking.
• Weigh and measure before pickup
  • Use a luggage scale (±0.1 kg) or bathroom scale; record weight and take a photo of the scale display to contest disputes.
  • Measure length+width+height including wheels and handles; round up to nearest cm for carrier comparison.
• Packing rules that reduce refusals and claims
  • Place valuables (documents, electronics, jewelry, cash) in carry-on or on-person possession; do not put them in checked compartment.
  • Pad fragile items with clothing or bubble wrap inside a hard-shell case; double-box antiques and glassware when possible.
  • Compress soft items to distribute weight evenly; keep heavy items close to wheels/base for stability.
  • Spare lithium batteries: transport in carry-on only. Limits: ≤100 Wh allowed; 100–160 Wh requires carrier approval; >160 Wh prohibited in passenger aircraft.
  • Aerosols, flammable liquids, and certain chemicals are prohibited. Non-hazardous toiletries over 100 ml must be sealed and double-bagged if placed in checked piece.
  • For collapsible items such as mechanical umbrellas, pack inside a protective sleeve or external zip pocket to avoid frame damage – see best automatic open and close umbrella for compact models that withstand compression.
  • Oversized household appliances (fridge freezers, large furniture) normally require freight-class booking; do not attempt to send them as standard courier pieces – check specifications like those in are samsung american style fridge freezer any goodr.
• Labeling and documentation
  • Attach an external ID tag with full name, mobile number (include country code), and an alternate contact; place a duplicate printed itinerary and contact card inside the case.
  • Use a unique, high-contrast sticker or strap ID provided by the service to match the barcode in booking records.
  • Write identification in Latin characters for international routes; include a secondary language if required by local regulations.
  • Photograph exterior and interior contents before handoff; keep photos and receipts for 30 days to support claims.
• Sealing, locks and visible condition
  • Use TSA-recognized locks where inspections may occur; for sealed courier picks use numbered tamper-evident straps or cable ties and note serial on paperwork.
  • Do not overstuff; zippers under strain are a common reason for refusal or damage claims.
  • If item shows pre-existing damage, document with timestamped photos and notify carrier before pickup to avoid liability disputes.
• Prohibited and restricted items (quick checklist)
  1. Prohibited: explosives, compressed gases, most flammable liquids, corrosives, radioactive material, live animals without special permit.
  2. Restricted: firearms (declare, permits required), spare lithium batteries (carry-on only), large quantities of alcohol, perishable food (may require cold chain).
  3. When in doubt, consult the carrier’s hazardous goods list and declare any ambiguous item at booking.
• At-booking confirmations to avoid surprises
  • Confirm piece count, maximum weight per piece, and linear dimension limit with the operator in writing before pickup.
  • Request explicit fees for overweight and oversize in the booking confirmation to prevent surprise debit on pickup.

Follow numeric thresholds, photograph condition, and declare restricted items to reduce refusals and extra charges.

Pricing breakdown and common surcharges: baggage type, distance, speed and customs fees

Opt for per-piece pricing when shipping large, rigid suitcases or sports gear; select per-kilogram rates for multiple soft bags or garments – compare both to find the lower total cost.

Base pricing models: per-piece flat fees, per-kilogram rates and zone-based distance bands. Typical ranges (USD): domestic short-haul (0–150 km) $15–$45 per piece or $0.50–$1.50/kg; regional (150–800 km) $30–$90 per piece or $1.00–$3.00/kg; international (cross-border) $40–$200 per piece or $2.00–$8.00/kg. Minimum charge commonly $20–$50 per booking.

Distance bands often follow zone maps: Zone 1 (0–150 km) base; Zone 2 (151–800 km) +20–60%; Zone 3 (international) +50–300%. Example: a 25 kg shipment charged per kg at $3/kg over 600 km → $75 base; same item as a per-piece rate might be $85–$140 depending on carrier.

Speed premiums: standard economy (3–7 business days) is baseline; expedited next-day or 24-hour service typically adds 25–120% to the base rate. Same-day urban runs can cost $100–$400 extra. Some carriers use fixed express fees (e.g., +$50–$150) rather than percentage multipliers.

Size and weight surcharges: overweight thresholds usually 23 kg and 32 kg. Overweight fee ranges: $20–$75 per bag or $4–$15 per excess kg. Oversize (sum of L+W+H > 158 cm) surcharges typically $30–$200 depending on how far beyond the limit. Fragile-item handling or hard-case protection adds $15–$100; dedicated crates for musical instruments or artwork start at $50 and can exceed $300.

Special-item rates: sports equipment (skis, surfboards) $30–$200; bicycles often $40–$250 including partial disassembly/packaging. Hazardous or battery-powered items (e-bikes, power tools) incur formal restrictions plus handling fees $50–$300 or refusal.

Customs and tax charges: customs brokerage fees range $15–$75 per shipment; deferred clearance may add $10–$50. Duties depend on HS code and declared value, typically 0–25% of value; VAT/sales tax may be 0–25% depending on destination. Carriers offering DDP (Delivered Duty Paid) or prepayment of taxes charge a service fee (2–6% of taxes paid) or a flat $10–$50 processing fee.

Other common surcharges: airport terminal handling $15–$60; remote area pickup/drop-off $10–$150; after-hours or weekend service $20–$100; failed pickup or reattempt $10–$50; storage/holding fees $5–$30 per day after free period. Insurance typically priced 0.5–2% of declared value; minimal premium often $5–$20.

Practical rules to avoid extra costs: weigh and measure items at home (digital scale and tape measure) and use carrier size rules (sum of dimensions and declared gross weight); split heavy loads across multiple packages to stay under overweight thresholds when cheaper; repackage to reduce dimension sum below 158 cm where possible; declare accurate commercial invoices and harmonized codes to reduce brokerage delays; choose standard transit speeds for non-urgent shipments to avoid express premiums.

Tracking, insurance and step-by-step claims process for delayed, lost or damaged bags

Place an active tracker inside checked suitcases and register its ID before airport drop-off: Apple AirTag for broad offline coverage via Find My network, Tile for Bluetooth range, or a GPS tracker with a global SIM (monthly fee $5–$20) for real-time coordinates. Put the tracker in an inner zipped pocket to avoid removal; note AirTag battery ~1 year and GPS units need charging and a subscription.

Record the airline tag number and file that number into the carrier’s tracking page and SITA WorldTracer (https://www.worldtracer.aero). Expect status updates within 24–72 hours when tracking shows “in transit”; if status remains “unlocated” after 21 days many carriers consider the bag lost and begin settlement procedures.

Declare high-value items before check-in or keep them in the cabin. Buy trip insurance that lists per-item and aggregate baggage limits and covers delay reimbursements. Typical card or insurer policies reimburse essentials after a delay threshold (commonly 12–24 hours) with daily caps of $100–$200 and total caps around $500–$1,000; check specific policy wording and file within insurer deadlines. For equipment with serial numbers (cameras, lenses, laptops) log serials and photograph items and packing before travel. For recommended suitcase models and hard-shell options optimized for safaris see best luggage for kenya safari.

Legal liability for international carriage under the Montreal Convention: current limit is 1,288 SDR per passenger for loss, delay or damage (SDR value varies; convert to local currency at time of claim). Deadlines under Montreal Convention: written notice for damaged goods within 7 days of receipt, claim for delay or loss typically within 21 days from date baggage was placed at passenger’s disposal; statute of limitation for legal action is 2 years.

1. At arrival, if a bag is missing or visibly damaged, go to the airline baggage service counter and file a Property Irregularity Report (PIR). Obtain the PIR number and contact details for the local baggage office.

2. Photograph external damage, internal contents, tag stub and boarding pass; keep all receipts for any immediate purchases (toothpaste, clothing, medication). Submit photos and receipts with the PIR number when filing the formal claim.

3. Complete the carrier’s online claim form within the carrier’s published deadline. Attach PIR, boarding pass, baggage tag, passport pages, photos, purchase receipts and a concise itemized list of lost or damaged property with values and serial numbers.

4. File a concurrent claim with travel insurer or card provider if coverage applies; reference the airline PIR number and supply the same documentation. Expect insurer response windows of 14–30 days for initial acknowledgement and 30–90 days for settlement, depending on complexity.

5. For damaged items, obtain repair estimates from certified repair shops; submit repair invoices as part of the claim. For permanent loss, submit proof of ownership and replacement cost documentation. If carrier offers a settlement, compare it to insurer coverage before accepting; acceptance may waive further recovery from the airline.

6. If a claim is denied or the offer is inadequate, escalate to the national enforcement body (civil aviation authority) or file in small claims court. Cite Montreal Convention limits for international itineraries; retain all correspondence, timestamps and certified mail records. Litigation must be initiated within two years from the date of arrival or the date the bag should have arrived.