How to get lost luggage back from airport

Report a missing bag at the carrier’s baggage office within 2 hours of arrival; present boarding pass and baggage claim tag, demand a Property Irregularity Report (PIR) number and obtain a printed copy or email confirmation.

Enter the PIR and tag number into the airline’s online tracking tool and call the dedicated baggage hotline if status remains unchanged after 6 hours. File a written claim: for international routes submit delay claims within 21 days and damage claims within 7 days, keeping timestamps of every contact.

Documentation to include: PIR number, flight number and date, tag numbers, clear description, itemized list with purchase dates and original receipts, serial numbers and high-resolution photos. Send claims via the carrier’s official portal or certified email and retain delivery/read receipts.

Keep receipts for emergency purchases (toiletries, essential clothing). Many carriers reimburse emergency expenditure against receipts; typical interim allowances range $50–$200 depending on route and airline. Check travel-insurance and credit-card benefit limits and deadlines before submitting duplicate claims.

If the carrier does not deliver the bag within 21 days it is generally treated as permanently missing under international rules; at that point submit a full value claim with invoices and a replacement-cost breakdown. If unresolved after 60 days, escalate to the national civil aviation authority (or the U.S. Department of Transportation for domestic international carriers) attaching the PIR, all correspondence, and proof of value.

Terminal desk: report missing baggage and present these documents

Report the issue at the airline’s baggage service desk in the arrivals hall before leaving the terminal and insist on a written Property Irregularity Report (PIR) with a reference number and the agent’s name.

Required documents and evidence

Must present: boarding pass (original); passport or national ID; the paper or electronic baggage claim tags issued at check-in; flight number and date. Also bring: photos of the bag and tag, purchase receipts for expensive items inside, printed itinerary, and a contact phone number plus a delivery address where items can be left. Keep originals and provide copies on request.

At the desk: exact actions to take

Ask the agent to complete the PIR and read the written entry aloud; confirm the reference code and write it down. Request the expected status update interval and the channel the carrier will use to contact you (SMS, email). If the carrier delegates handling to a ground agent, note that company’s name and direct phone. If you have travel insurance, request a copy of the PIR immediately for your claim file. For damaged items, file a damage complaint within 7 days after you received the bag; for delayed items, submit a delay claim within 21 days after the date the carrier should have delivered the bag. Keep a timestamped photo of the PIR and all submitted documents.

Filing a Property Irregularity Report (PIR): completing the form and key details

Complete the PIR immediately while details are fresh: supply exact flight and tag identifiers, precise timestamps, itemized descriptions with serial numbers, and attach receipts or photos.

Field-by-field checklist

1. PIR reference – note the reference the agent issues and copy it verbatim for all follow-up messages.
2. Passenger details – full legal name (matching booking), two phone numbers with country codes, email, postal address, preferred language and best contact hours.
3. Flight information – airline name, flight number, date, booking/reference code and connection segments (use exact codes as printed on boarding passes).
4. Tag identifiers – list complete tag numbers (not only last digits). Photograph the tag and attach the image file to the report.
5. Last-known location and time – state the specific area (gate/transfer hall/carousel), date and local time in 24-hour format and the timezone if different from the destination.
6. Itemized description – for each container or valuable give brand, model, colour, size, material, distinguishing marks (rips, stickers, ribbon), and serial numbers; avoid vague terms like “small black case”.
7. High-value items – list each separately with serial/IMEI numbers and original purchase details (date, place, price).
8. Receipts and proof of ownership – attach invoices, bank/credit-card statements, warranty cards, or original photos showing the item in your possession.
9. Declared value / claim amount – enter realistic replacement value per item and specify currency; if the form asks about insurance, indicate whether a separate policy exists.
10. Signatures and agent details – sign the form (or approve digital signature), record the name and employee ID of the agent who completed or accepted the PIR, and request a stamped copy if available.
11. Attachments naming – use clear filenames: PIRREF_LastName_Item1.jpg / PIRREF_LastName_Receipt.pdf to simplify processing.

Practical tips that matter

• Use exact identifiers: IMEI, serial, barcode and full tag numbers materially improve matching accuracy.
• Describe visual identifiers first (unique scratches, colored tape, tags); two short distinctive details are better than lengthy vague text.
• Attach at least one clear photo of the external appearance and one of any internal label or serial plate; prefer JPEG or PDF files under carrier size limits.
• Number items and cross-reference receipts: Item 1 – receipt A; Item 2 – receipt B, etc., so handlers can link paperwork to possessions quickly.
• If medication or essential equipment is included, mark it plainly on the form and state any urgency or special handling instructions.
• Keep copies: photograph the completed PIR, save sent emails, and store all receipts and photos in a single folder named with the PIR reference.
• Use the PIR reference in every subsequent message or form submission; put “PIR [reference] – LastName” in email subject lines to speed up processing.
• Check carrier deadlines printed on the form or its conditions; failure to observe those time limits can affect entitlement to compensation.

Tracking your bag online and by phone: reference numbers to use and interpreting status updates

Use the PIR (irregularity) reference plus the baggage tag number and the booking (PNR) when checking status; those three identifiers give the fastest, most accurate results.

Key reference numbers

Provide identifiers exactly as printed (include dashes), and supply them in this order to airline staff or web forms for best match.

Interpreting common status updates

Match the status text to the action below and push for the indicated next step when you call or message online support.

Phone checklist: have PIR/claim number, baggage tag number, PNR, flight numbers, exact bag description, current contact phone and address ready; ask the agent for an estimated delivery slot and a written case reference before ending the call.

Daily follow-up protocol: who to contact, what to log, and sample messages

Call the carrier’s baggage service desk and the ground handling office twice daily (09:00 and 18:00 local time) using your PIR and booking reference; maintain a single chronological record until delivery is completed.

Contact sequence and frequency: morning check (09:00) for status updates; afternoon check (18:00) to confirm actions taken that day; if no progress by day 3, request supervisor review; if still unresolved by day 7, open formal claim escalation with the carrier plus insurer. Primary contacts to dial or email: airline baggage service (direct line and baggage-specific email), local handling agent at the arrival terminal, terminal lost & found desk, carrier global tracing/operations office, travel insurer claims desk, and, if relevant, hotel/front desk for delivery coordination. Save carrier web-tracking screenshots and the booking page URL for each check. For temporary replacement purchases consider standard retail options; example product link for automotive care replacements: best car detail pressure washer.

What to log

Mandatory fields per entry: ISO date/time (YYYY-MM-DD HH:MM), contact name, role/title, direct phone or email used, call duration, full text of any voicemail left, written replies with timestamps, PIR number, bag-tag number, booking reference, flight number, current status text exactly as given, promised delivery date/time if offered, delivery attempt records (date, time, courier name, tracking number), compensation offers (amount, reference, expiry), receipts for emergency purchases (item, cost, vendor, currency), serial numbers and photos of high-value items, declared value and purchase proof for claims, insurer claim number, and notes on next action agreed. Keep all entries in a single spreadsheet or dated PDF file; include a running counter for days since first report and a separate column for escalation level (1 = initial, 2 = supervisor, 3 = legal/consumer body).

Sample messages

SMS to baggage desk – “PIR: [PIR_REF]. Booking: [BOOK_REF]. Flight: [FLIGHT_NO]. Current status requested. Please confirm latest location, planned delivery date/time, and contact name handling this case. Phone: [YOUR_PHONE].”

Email to claims – “Subject: Claim update request – PIR [PIR_REF] | Booking [BOOK_REF]. Body: Attached: photos of bag ID, contents list, purchase receipts. Summary: incident reported [YYYY-MM-DD], last status received [STATUS_TEXT] on [YYYY-MM-DD HH:MM]. Requested actions: confirmed delivery window or formal acknowledgement of claim initiation and claim number. Contact: [NAME], [PHONE], [EMAIL].”

Escalation to supervisor – “Subject: Supervisor review requested – PIR [PIR_REF]. Body: Two-week escalation summary attached (call log, status updates, receipts). Action requested: assign a case manager, provide firm delivery commitment within 48 hours or written compensation proposal with reference number. Contact availability: [DATES/TIMES].”

Insurer notification – “Policy: [POLICY_NO]. Claim: PIR [PIR_REF], Booking [BOOK_REF]. Summary: reported [YYYY-MM-DD]; attached: call log, receipts for emergency purchases totaling [AMOUNT CURRENCY], photos, serial numbers. Request: confirmation of claim intake and next-document checklist with submission deadlines. Preferred contact: [EMAIL]/[PHONE].”

Claiming interim expenses and baggage compensation: receipts to keep and method for calculating eligible amounts

Keep original receipts for essential replacement purchases (toiletries, underwear, one change of clothes) and submit them within 21 days to qualify for interim reimbursement.

• Which receipts to retain (originals strongly preferred)
  • Immediate essentials: itemised paper receipts for toiletries, basic clothing, and sanitary products; annotate purpose if not explicit.
  • Replacement of valuables: proof of purchase or bank statements for electronics, jewellery, sunglasses; include serial numbers and photos of the item and packaging.
  • Service receipts: laundry, alteration, emergency repair (shoe sole, broken strap) with date/time and vendor contact details.
  • Transport and accommodation (if carrier policy covers emergency hotel/transport): original invoices showing tax ID and dates.
  • Payment evidence: credit-card or bank statements if merchant issued e-receipt only; highlight the specific transaction.
  • Currency conversion證: receipts showing currency used and exchange rate, or your bank card statement showing the converted amount and date.
  • Scans/photos: high-resolution image of each original receipt as backup; store files with filenames: YYYYMMDD_vendor_amount.
  • Item valuation support: receipts for comparable items or current retail screenshots when originals are unavailable for higher-value claims.
• Documentation to include with the claim form
  • Boarding pass stub and baggage tag number (if applicable).
  • Official claim reference assigned by the carrier or handling agent.
  • Contact details and a short statement of what was replaced and why (dates and necessity).

1. Stepwise calculation method
   1. List all eligible receipts and group by category (essentials, electronics, services). Sum each category in original currency.
   2. Convert foreign currencies using the carrier’s stated rate or the transaction date bank rate; include the source of the exchange rate on submission.
   3. Apply per-item and per-day limits that the carrier or insurer sets. Example: carrier policy allows $75 per day for essentials up to 3 days → cap = $225. Reimbursement = min(total essentials, cap).
   4. Apply overall liability ceiling where applicable. For many international journeys the legal maximum for baggage-related claims is 1,288 SDR (use UN/IMF SDR rate on claim date to convert to local currency).
   5. If claiming depreciation for damaged items, submit original purchase price, age, and a standard depreciation table; final payout often equals actual cash value, not replacement cost.
2. Worked example
   • Receipts: toiletries $60, clothing $140, laundry $20 → total $220.
   • Carrier per-day essentials cap $75, allowable days 3 → essentials cap = $225; clothing often treated as essentials if necessary for travel.
   • Reimbursement calculation: min($220, $225) = $220 payable (subject to overall liability limit and supporting documentation).
   • If travel was international and payment will be converted against SDR limit: convert $220 using the SDR exchange rate published for claim date to confirm it is under the 1,288 SDR ceiling.

• Practical tips to maximise acceptance
  • Submit originals; where not possible, include notarised copies or bank card statements and explain why originals are unavailable.
  • Match receipt dates to travel dates and show necessity (e.g., no overnight items available at destination).
  • Keep consolidated one-page summary: date, vendor, amount (local and converted), receipt reference number; attach scans in the same order as the summary.
  • For small immediate purchases, consider a compact waterproof waist pack to protect receipts and essentials: best running waist pack waterproof.
  • Retain originals until claim is settled and for the legal limitation period (international claims typically have a two-year limitation under the applicable convention).