Michael Turner
Staffed bag-drop desks typically close 30 minutes prior to short-haul flights and 60 minutes prior to long-haul departures; low-cost carriers frequently require earlier presentation. Self-service drop kiosks open only after a mobile or printed boarding pass has been issued; that issuance window commonly starts 24–48 hours before scheduled departure.
Present government ID or passport and the flight reservation code at the desk; attach an external name tag and place duplicate identification inside the suitcase. Verify mass and size at home: typical economy allowance is 23 kg (50 lb) per piece and premium cabins often allow 32 kg (70 lb). Most carriers enforce a maximum linear dimension around 158 cm (62 in); excess mass or oversize items incur surcharges that generally range from roughly $40 to $300 depending on carrier and route.
Declare restricted contents at the counter: lithium batteries, dry ice, aerosols and certain chemicals require special handling or are prohibited. Bulky sports equipment and large musical instruments may need advance reservation and separate fees. Use TSA-approved locks for flights to/from the United States and retain the issued baggage receipt; photographing the printed tag number speeds any follow-up.
Request through-tagging for itineraries involving connections so a single receipt covers the entire route; allow additional transfer time when changing terminals or carriers. If a hold bag is delayed, file a Property Irregularity Report at the airline baggage office before leaving the airport and keep purchase receipts for interim needs; most carriers provide mobile tracking and publish compensation limits and timelines on official sites.
Pack and prepare: contents, prohibited items, and locking methods for stowed bags
Keep passports, prescription medications, cash, expensive electronics and spare lithium cells inside hand baggage; reserve suitcases and hard-shell trunks for clothing, shoes, bulk toiletries, sealed bottles and non-fragile gear.
Typical international allowance: 23 kg (50 lb) and 158 cm linear (length + width + height). Overweight charges commonly begin above 23 kg; articles over 32 kg (70 lb) often require special handling or are refused. Verify carrier-specific weight and dimension rules before departure.
Allowed, restricted and banned items – exact limits and packing tips
Spare lithium batteries: forbidden in stowed compartments in most jurisdictions; loose lithium-ion and lithium-metal cells must travel inside cabin baggage, terminals taped or in protective pouches. Devices containing installed batteries are usually permitted in stowed trunks if power is switched off and terminals are insulated, but placing devices inside hand baggage reduces risk.
Alcohol: beverages between 24% and 70% ABV commonly permitted in stowed containers up to 5 L per passenger, in retail packaging; contents above 70% ABV are typically prohibited. Store bottles upright inside sealed plastic bags and wrap in clothing or bubble wrap to prevent breakage; travel insurance and receipts help for high-value bottles. For allergic reactions after consumption, see can red wine cause hives.
Sharp items such as knives, ice axes and box cutters must travel in stowed trunks; packing blades in checked cases is allowed when sheathed and secured. Explosives, fireworks, flammable paints, corrosives, oxidisers, compressed gases and toxic substances are banned from both cabin and stowed compartments unless special permissions and packaging are arranged under dangerous goods regulations. Ammunition and firearms require declaration, approved hard-sided cases, and compliance with both origin and destination laws.
| Item | Stowed compartment allowed? | Cabin recommended? | Packing note |
|---|---|---|---|
| Spare lithium batteries | No | Yes | Terminal protection; carry in original packaging or insulated pouch |
| Installed battery devices (laptop, camera) | Usually yes | Preferred | Power off and protect against accidental activation |
| Alcohol 24–70% ABV | Yes (up to 5 L) | No (duty-free exceptions) | Retail sealed bottles recommended |
| Knives, scissors & tools | Yes (sheathed) | No | Secure in hard case to prevent shifting |
| Valuables (jewellery, cash) | Not recommended | Yes | Keep on person or inside hand baggage |
| Aerosols (personal care) | Limited; check airline | Limited (100 ml rule) | Max quantity per canister and total per passenger apply |
Locks, seals and tamper-evidence
Use TSA-approved locks for travel to or through the United States; such locks allow authorised inspection without cutting. Non-TSA padlocks are likely to be cut by security services. Combine a lock with tamper-evident cable ties or numbered tamper seals for visible indication of opening.
For higher security, use a hardened steel cable lock threaded through zippers and internal frame points, then secure seams with tamper tag. Photograph contents and label each bag with name and contact details outside and a copy of itinerary inside. For fragile items, add a packing slip listing contents and mark the exterior “Fragile” using a printed label placed near the handle.
Arrival timing and documents: deadlines, passport/ID and boarding pass rules for hold baggage
Arrive at the terminal 90–120 minutes before short‑haul departures and 120–180 minutes before long‑haul departures if carrying hold baggage.
Bag‑drop and counter deadlines: typical bag‑drop closes 45–60 minutes before short‑haul departures on full‑service carriers and 30–45 minutes on many low‑cost airlines; for long‑haul services expect 60–90 minutes. Airline counters themselves often stop processing passengers 30–60 minutes before departure; gates usually close 10–20 minutes prior. Allow extra time at major hubs during peak hours, public holidays or increased security levels.
Boarding pass requirements: boarding pass (mobile or printed) almost always required before presenting hold items at the bag‑drop desk. Some international routes and certain carriers insist on a printed boarding pass or a scanned QR code; print a copy when travel authorisations, visas or remote airports are involved. If online registration was completed earlier, bring the boarding pass and matching photo ID to the counter; if registration not completed, allocate extra time for on‑site processing.
Passport and ID specifics: domestic trips normally accept government‑issued photo ID (driver’s licence, national ID); several countries mandate upgraded credentials (for example, REAL ID compliance for U.S. federal travel). International travel requires a valid passport; many destinations require at least six months’ validity beyond the return date and one or two blank visa pages. Schengen area entry commonly requires passport validity for three months after departure and issue within the previous ten years–verify country rules before travel.
Visas, eTA/ESTA and other travel authorisations must be presented at the counter if required for entry. Name on ticket, boarding pass and passport must match exactly; minor name mismatches can lead to refusal to accept hold items. For transit connections that require immigration clearance, allow extra time and confirm whether re‑checking hold baggage is necessary at the transfer airport.
Document handling tips: keep passport/ID and boarding pass in an easily reachable pocket; place visa pages or printed authorisations together. If travelling under a group or business reservation that uses a different surname format, carry supporting ID (e.g., corporate letter, itinerary) to avoid delays at the bag‑drop desk.
Kiosk vs. counter: step‑by‑step tagging, weighing and paying for hold baggage
Recommendation: Prefer the kiosk for 1–2 standard hold bags up to 23 kg (50 lb); use the airline counter for oversize items, bags over 23–32 kg (50–70 lb), special handling (sporting equipment, pets), missing travel documents or kiosk failures.
At the kiosk – tagging and payment: 1) Scan passport or enter booking reference at the screen; 2) select number of hold bags and any special items; 3) choose fare allowance or paid extra bags – kiosk will calculate fees instantly; 4) pay by chip card, contactless, or mobile wallet (cash rarely accepted at kiosks); 5) collect printed bag tags and payment receipt; 6) attach tag to the primary handle using the provided strap/loop so the barcode faces outward; 7) proceed to the automated bag drop desk or staffed belt for final weighing and transfer.
At the counter – manual processing: 1) Present passport/ID and booking reference at the agent desk; 2) place each bag on the scale while the agent confirms size and weight; 3) agent prints and affixes the official tag, provides a baggage receipt (retain this stub for tracking); 4) pay any fees at the desk by card/cash where accepted; 5) request a written record of charges and the tag number if bags are high‑value or fragile.
Weighing rules and surcharge examples: Standard economy allowance commonly 23 kg (50 lb); premium cabins often permit 32 kg (70 lb). Typical fee examples: first extra bag domestic $25–$40, transatlantic $60–$150; overweight 23–32 kg surcharge $75–$200; items >32 kg often require cargo handling and higher fees. Carriers calculate either flat surcharges per bag or per‑kg rates – expect higher penalties at the counter than prepaying online.
Tag placement, fastening and fragile items: Attach the printed tag to the main external handle, loop through twice and fasten the supplied strap. For soft‑sided bags place the tag in an external pouch; for hard‑shell suitcases thread the strap through both handles. Apply a visible “FRAGILE” sticker at the front and inform the agent at drop if special handling is requested. Keep the tag stub and receipt until collection.
Avoiding overweight penalties: Use a handheld luggage scale before arriving; redistribute weight between two bags if one exceeds allowance; consider swapping dense items into carryon items under cabin rules. When fees are unavoidable, prepay online or at the kiosk to save 10–50% versus airport counter rates on many routes.
Payment methods and dispute handling: Kiosks accept major cards and contactless wallets; counters accept cards, cash and sometimes airline vouchers. If a discrepancy appears between kiosk and agent totals, request a supervisor and retain all receipts and tag numbers for later claims.
Additional resources: For protection of valuable gear consider a liability policy: best personal liability umbrella policy. For compact weather protection during transfers see best portable sports umbrella.
After drop-off: retain the bag tag, track status and file delayed or damaged claims
Retain the bag tag receipt and boarding pass; photograph tag barcode, receipt front and back and the suitcase exterior before leaving the counter.
Tracking and expected timelines
- Enter the bag tag number or PIR reference in the airline app or the IATA WorldTracer portal; updates usually appear in 2–24 hours for domestic flights and 24–72 hours for international sectors.
- Monitor carrier SMS/email alerts for status codes such as Loaded, In Transfer, Arrived or Delivered; keep barcode and tag photos for identity confirmation during follow-up.
- If no status change in 24 hours for domestic operations or 72 hours for international operations, report at the airline baggage desk or call the carrier’s baggage helpline and provide tag number, flight number, arrival airport and contact details.
- Record the Property Irregularity Report (PIR) code issued at the airport; that code is required for any formal claim and for WorldTracer tracking.
Filing delayed or damaged claims
- File a PIR at the arrival airport before leaving; obtain the PIR code, staff contact and a paper copy of the report.
- Damaged items: submit a written claim to the carrier no later than 7 days after receipt of the bag. Include PIR code, tag number, flight details, clear photos of damage, original purchase receipts or repair estimates and boarding pass.
- Delayed items: submit a written claim to the carrier no later than 21 days after the date the bag was delivered. Attach PIR code, tag number, an itemized list of emergency purchases with original receipts (clothing, toiletries, medication, phone charger) and boarding pass.
- Do not discard damaged articles until airline inspection completes; retain packaging, tags and broken parts as evidence.
- Provide a concise itemized inventory with estimated values and serial numbers for electronics when available; include bank details or preferred payment method and full contact information for settlement.
- Liability limit under the Montreal Convention for international carriage is 1,288 Special Drawing Rights (SDR) per passenger for baggage claims; carrier contracts may specify local limits for domestic travel.
- Keep originals of all receipts and a complete copy of the claim submission and correspondence. Typical carrier response time ranges from 2–6 weeks; if no satisfactory reply after 30 days, escalate to the carrier’s customer relations, the national aviation authority, or file through travel insurance or small claims court.
