How does luggage work at airports

Recommendation: Weigh and tag each bag at home – most carriers set checked-piece limits at 23 kg (50 lb) for economy and allow carry-ons of 7–10 kg (15–22 lb); checked maximum linear size is commonly 158 cm (62 in), carry-on typically 55×40×20 cm. Keep the printed bag tag stub and a photo of the barcode until the item is reclaimed.

Check-in desk cut-offs commonly run 45–60 minutes before departure for domestic flights and 60–120 minutes for international flights; drop bags earlier when connections or peak hours are expected. At the counter staff will attach an airline barcode tag showing the routing three-letter airport codes and a unique identifier used by handlers and tracking systems.

Security screening for checked items uses X-ray and EDS (explosive detection systems); items selected for manual inspection are scanned open and resealed, typically adding 15–45 minutes to processing for the specific piece. After screening, bags are sorted by automated conveyor systems and loaded into Unit Load Devices (ULDs) or containers by ground crews; barcodes are scanned at key transfer points to update status.

For connections, allow a minimum of 45–60 minutes for same-airline domestic transfers and 90–120 minutes for international or interline transfers; short layovers increase the risk of a bag remaining on the origin flight. If a bag does not appear on the carousel within 30–60 minutes after aircraft disembarkation, file a Property Irregularity Report at the airline desk and keep the bag tag receipt; many carriers use the WorldTracer system for tracking and recovery.

Practical packing controls: place valuables, medications and spare batteries in cabin-held carry items; spare lithium batteries must not be stowed in checked pieces. Use a clear internal label with name, phone and email; protect delicate items with padding and spread heavy items near the bag base to meet weight limits. Use TSA-approved locks when passing through U.S.-regulated security to avoid cutting, and remove obsolete airline tags to prevent misrouting.

Preparing and tagging checked baggage at the airline check-in desk

Keep each checked bag at or below 23 kg (50 lb) to fit most economy allowances; single-item limit of 32 kg (70 lb) applies on many international and premium tickets. Maximum linear dimension commonly accepted is 158 cm (62 in) total (length + width + height).

Expect standard domestic first-bag fees roughly $25–35 and second-bag $35–60 on U.S. carriers; overweight charges typically range $100–200 and oversized surcharges often start around $100–200. Have a credit card ready or a prebooked extra-bag allowance to avoid long lines.

At the counter, confirm the printed tag shows the final destination airport code and any connection points; ensure the barcode is visible on the exterior tag. Keep the tag receipt/stub until you collect your bag and photograph the tag plus the exterior of the case for claims evidence.

Remove old routing stickers and attach a clear external ID showing last name and a mobile number. Place a duplicate ID and a copy of your itinerary inside the case so handlers can contact you if the outer tag is damaged or lost.

Lock cases with TSA-approved locks for U.S.-bound flights; be prepared for security staff to open locked cases for inspection. Do not pack spare lithium batteries, e-cigarettes, or portable power banks in checked compartments – airlines require these items in the cabin only.

Declare firearms and declare them at check-in; they must be unloaded, stored in a locked hard-sided case, and packed according to airline and national regulations. Expect to complete a declaration form and pay handling fees where applicable.

If the agent reports overweight, options are: redistribute items into other checked bags, move permitted items to carry-on, pay the overweight fee, or ship surplus by courier. For separate-ticket connections, verify whether the carrier will transfer bags or if you must reclaim and recheck at the connection point.

Quick checklist to present at the desk: pre-weighed bag within limits, old tags removed, external and internal ID present, prohibited items in cabin, declared restricted items (firearms, sports equipment), tag receipt retained and photographed.

What happens to your checked bag from drop-off to aircraft loading

Check the airline’s bag-tracking tool immediately after drop-off and keep the tag number and a photo of the tag until you reclaim your item.

• Tag read and registration: At the counter or first conveyor the barcode or RFID is scanned and the bag ID is linked to the passenger record in the baggage reconciliation system (BRS). Every scan creates a timestamped event (check-in, screening entry, sorter read).
• Security screening: Most checked items pass through inline CT X‑ray hold-baggage screening (HBS). Flags trigger secondary inspection with explosive trace detection (ETD) or manual search; flagged bags are quarantined until cleared, and cannot be loaded otherwise.
• Automated sorting: Tilt-tray sorters, pushers or robotic diverters route items by destination/flight code to flight-specific build-up zones or transfer belts. Misreads or damaged tags can send a bag to a manual hold area for resolution.
• Unit load device (ULD) and dolly build-up: Widebody flights use ULDs (containers/pallets) – assembled, weighed and tagged; narrowbodies typically use carts/dollies. Ground staff consolidate all bags for a flight into the appropriate conveyance.
• Reconciliation and load planning: BRS matches scanned bag IDs to the flight manifest; ground operations add bag weights to the aircraft load sheet. Any mismatch (missing scan, failed screening, unmatched tag) will block the bag from loading until resolved.
• Transfer to stand and loading: Tugs move carts or ULDs to the aircraft stand. Belt loaders place loose items into lower holds; container loaders insert ULDs. Loading sequence follows the load plan to satisfy weight-and-balance and access requirements.
• Special-handling streams: Oversize, fragile, high-value, perishables, pets and dangerous-goods shipments follow separate handling lanes and are logged with special codes; they often require extra documentation and manual checks before loading.
• Common failure modes: Unreadable tags, failed screening, late check-in, missed transfers between aircraft, or weight-limit constraints. Affected bags are removed from the build-up area and placed in a secure hold for investigation.

Typical checkpoints and timings

• First scan at check-in/drop-off: 0–5 minutes.
• Screening complete (normal flow): 5–30 minutes; secondary inspection adds 15–60 minutes.
• Sorting and build-up: usually completed 30–90 minutes before departure (varies by airport and aircraft type).
• Final reconciliation and last-load window: often closes 15–10 minutes before pushback for short-haul flights; widebody cutoffs may be earlier.

If your bag misses the flight

• File a Property Irregularity Report (PIR) at the airline desk and keep the PIR reference plus the original tag receipt.
• Use the carrier’s tracking portal – status codes typically indicate screening, in transfer, on cart, on board, or offloaded.
• Airlines usually deliver delayed items to the address on record; retain receipts for emergency purchases and submit them per the carrier’s delay/damage policy.

Items That Trigger X‑Ray Alarms and Security Manual-Inspection Process

Place loose batteries, power banks, liquids over 100 mL, powders larger than 350 mL, sharp tools, and large electronics in separate trays before screening to cut the chance of an alarm and shorten any secondary check.

Typical manual-inspection sequence: operator flags an image, staff ask the passenger to step aside, a search is performed with gloves present, and an explosive trace-detection (ETD) swab may be taken. If a device is requested to power on and fails, security can refuse carriage of that item until cleared. Confiscation follows strict prohibited-item lists; lawful medical or duty-required items usually get documented release or special handling.

To reduce secondary screening time: organize carry items in clear pouches, remove dense clusters (coins, multiple chargers) into separate containers, label medical supplies, and know battery watt-hour ratings. For complex items (strollers, musical instruments), arrive earlier and have ownership or specification documents accessible.

Tracing delayed or misrouted checked bags and completing the airline claim process

File a Property Irregularity Report (PIR) at the airline baggage desk before leaving the terminal; record the PIR/reference number, the agent’s name, and keep boarding pass and bag-tag stubs.

Use the airline app or IATA WorldTracer (https://www.worldtracer.aero/) with the PIR number; expect carrier status updates within 24–72 hours. Typical recovery windows: domestic misroutes often resolved within 24 hours, international within 48–72 hours; after 21 days most carriers treat the item as permanently lost for compensation purposes.

Photograph the exterior and interior of the suitcase, and create an itemized contents list with purchase dates and approximate values. Record serial numbers for electronics and heavy equipment; when claiming tools or appliances, include model pages or reviews such as best ar blue clean pressure washer model reviews to support value and specification.

Keep all receipts for replacement purchases (clothing, toiletries, chargers). Submit claims through the airline’s official online form using the PIR number; attach photos, the itemized list, original purchase receipts and replacement receipts. Retain copies of every submission and all email correspondence.

Observe time limits: many carriers require damage claims within 7 days of baggage return and delay claims filed within 21 days of the scheduled arrival. International liability is governed by the Montreal Convention and measured in SDRs; verify the carrier’s contract of carriage for precise monetary caps and exact deadlines before accepting any settlement.

If the airline’s offer is insufficient, request a written denial or settlement breakdown, then escalate to the airline’s baggage service manager. If unresolved, submit a formal complaint to the national aviation regulator (for example, the U.S. DOT) and file claims with travel insurers or credit-card protections using the same documentation.

For repair or replacement settlements obtain a written estimate and a full payment breakdown (repair cost, depreciation applied, replacement value). When accepting cash compensation, get a signed release referencing the PIR and claim number; preserve that release for any secondary claims through insurance or card benefits.

Packing, labeling, and securing bags to prevent damage and speed processing

Pack heavy items at the base near the wheels and keep each checked case at or below 23 kg (50 lb) to reduce strain on handles, lower center of gravity, and cut the chance of rough handling or overweight charges.

Packing method and internal protection

Place dense/heavy objects (shoes, chargers, toiletry bottles) closest to the wheel end; position fragile items in the center surrounded by soft clothing so they never sit directly against the shell. Use padded pouches or foam inserts for cameras and optics; wrap glass or ceramics in multiple layers of soft fabric plus a thin layer of bubble wrap. Leave roughly 2–4 cm of void at each end to act as shock buffer. Use internal cross-straps and one or two packing cubes to prevent shifting; avoid overstuffing zippers–aim for 90% capacity rather than compression to preserve seams and zippers.

For carry-on organization, use a dedicated padded sleeve for a laptop/tablet and a clear pouch for liquids (each container ≤100 ml) so removal for screening is fast. Consider a business-friendly carry tote such as best travel totes for business with separate compartments for documents and devices.

Labeling, locks, and battery rules

Affix two external durable ID tags (one on the telescoping handle, one on the side) plus an internal paper copy of your contact details and itinerary inside a zippered pocket. Print name, mobile with country code, and an email address; QR-coded contact cards are acceptable backups. Add a high-visibility identifier (bright strap or distinctive cover) to speed reclaim and reduce mistaken transfers.

Use TSA‑approved locks where applicable; for international trips, use tamper-evident numbered seals or reusable cable ties that show if a bag was opened. Do not rely solely on “fragile” stickers–pack for impact instead. Remove spare lithium batteries and power banks from checked cases: carry spares in the cabin only. Follow Wh/pack limits: up to 100 Wh allowed in carry-on without airline approval; 100–160 Wh requires airline approval; over 160 Wh is prohibited on passenger aircraft. Protect battery terminals with tape or original packaging.

Weigh and measure at home with a digital scale and a tape measure: many carriers set checked linear dimensions at 158 cm (length + width + height). Labeling accuracy and correct weight avoid manual handling delays and extra inspections.

For faster screening and fewer alarms, keep small metallic objects and tangled cords organized in a single pouch, avoid nested sealed packages that produce ambiguous X‑ray signatures, and place items flat rather than rolled up in outer pockets. Reinforce case corners with a strip of durable tape or use a hard-shell case for fragile contents to reduce crushing during transfers.