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Immediate action: Complete the carrier portal form, upload government ID and itinerary, pay a USD 15 fee per item, and submit at least 24 hours prior to departure to secure an offsite bag slot.
Follow size limits: maximum linear dimension 158 cm; weight limit 23 kg on standard fares, 32 kg on premium. Prohibited items include batteries >100 Wh, lithium devices lacking manufacturer approval, fresh food, and loose cash or jewellery valued above USD 500 unless declared. Enter serial numbers and purchase receipts in the online declaration field.
At drop-off counter present the printed receipt or the QR code from confirmation; staff will scan and attach a numbered claim tag. Retain the six-digit tag number and the confirmation email. If arranging courier pickup, confirm the two-hour collection window and track the shipment via the unique tracking ID.
Insurance standard coverage equals USD 1,000 per piece; optional add-on up to USD 5,000 selectable at checkout. Cancellation terms: cancel up to 24 hours before pickup to receive a full refund; cancellations inside 24 hours incur a 50% fee. File any loss or damage claim within 7 calendar days with photos, original receipts, and the claim tag number.
Pack with a TSA-style lock and two layers of protection: inner sealable bag plus an outer hard shell where possible. Photograph contents and device serial numbers before handover; attach a visible label with mobile number, email and travel date. Weigh cases at home on a bathroom scale and round up to the nearest kilogram to avoid surprise overweight charges at drop-off.
Verify carrier eligibility, size and weight limits – transported baggage
Check the operating carrier’s baggage allowance on the booking record and measure the packed bag including wheels and handles; target at least a 1 kg margin below the published weight limit.
Steps to confirm: 1) Locate the carrier’s baggage policy page using the airline name and flight number; 2) Identify whether the itinerary uses piece-based or weight-based allowance; 3) Note any exemptions tied to fare class, elite status, or aircraft type; 4) In codeshare cases, confirm which carrier’s rules govern checked segments.
Measure length × width × height including protrusions; calculate linear dimension as L+W+H in cm. Typical thresholds used by many operators: cabin bag ~55×40×20 cm and 7–10 kg; standard checked piece 23 kg (50 lb) with an absolute checked maximum of 32 kg (70 lb); maximum linear dimension commonly 158 cm. Items above those numbers trigger overweight or oversize charges.
If weight or size exceeds the published allowance, pre-pay excess online when allowed – online rates commonly run 30–60% lower than airport counter fees. When a single bag exceeds the carrier’s maximum mass, split contents into a second piece or ship the excess via courier with tracking and insurance.
Special-item checks: batteries (note watt-hour limits), e-bikes/e-scooters (usually prohibited or require airline approval), skis and golf gear (may need special booking codes), musical instruments (may require a separate seat or acceptance in cabin). Consult the carrier’s restricted articles page and declare items during check-in when required.
Final verification immediately before departure: weigh the packed case on a reliable scale and reduce load by 0.5–1 kg if close to the limit to avoid rounding differences. Photograph the bag with a visible tape measure and the scale reading to document dimensions and mass in case of dispute at the counter.
| Operator type | Typical cabin | Typical checked | Common linear limit | Surcharge note |
|---|---|---|---|---|
| Full-service international | 55×40×20 cm; 7–10 kg | 23 kg (50 lb) standard; 32 kg (70 lb) max | 158 cm | Overweight charged per kg or fixed fee; first piece often included on select fares |
| Low-cost European | Small free cabin (≈40×25×20 cm) or larger with priority (55×40×20 cm) | Paid per piece, common options 10 kg or 20 kg | 158 cm | Buy checked allowance online to reduce airport surcharge |
| US domestic / regional | 22×14×9 in (56×36×23 cm); many carriers enforce bin fit rather than weight | 23 kg (50 lb) typical; first checked piece often fee-based on economy fares | 158 cm | Overweight/oversize fees apply; weight limits strictly enforced on international connections |
Gather required documents, booking reference and precise baggage measurements
Carry a printed government photo ID, the booking reference (PNR) and a timestamped photo of the assembled bag showing external measurements (Length × Width × Height) with the tape measure touching both outer edges.
- Mandatory documents to have printed and saved digitally:
- Government photo ID (passport for international movements; national ID for domestic).
- Visa or entry permit when applicable (scan of visa page).
- Booking confirmation email and the e‑ticket number (13 digits for airline e‑tickets).
- Air Waybill or consignment note copy (11‑digit AWB or carrier consignment number) when using freight/express services.
- Commercial invoice or receipts for declared goods and high‑value items (item description, HS code, value).
- Customs forms or export declarations already completed (if shipped internationally) – keep a signed copy.
- Special permits where relevant: CITES, veterinary health certificate, dangerous goods declarations.
- Physical and digital organization:
- Place printed originals in a clear folder; upload PDFs/photos to cloud storage and a smartphone folder named with the PNR.
- Email the carrier/agent a single ZIP with: booking PDF, ID scan, invoice, measurement photos and weight receipt; subject line: “PNR [XXXXXX] – documentation”.
- Booking reference checklist (copy exactly, verify formats):
- PNR: 6 alphanumeric characters (example: ABC123). Use uppercase, no spaces.
- E‑ticket: 13 numeric digits (example: 1234567890123). Include the full number on all correspondence.
- AWB/consignment: airline prefix + eight digits (example: 123‑12345678) or carrier consignment ID; include hyphen for clarity.
- Record agent name, booking date and booking system reference (if provided) on one page with timestamps.
- Measurement procedure (use a rigid tape measure; record metric and imperial):
- Place case upright on a flat surface with wheels down and handles extended to their normal position.
- Measure length: longest external side from edge to edge, include protruding handles if they cannot be removed.
- Measure width: widest external side perpendicular to length, include side pockets if they add >2 cm.
- Measure height: ground to topmost external point (include wheels and feet).
- Record dimensions as L × W × H in centimetres (round each dimension up to the next full centimetre) and in inches (1 in = 2.54 cm, round up to 0.1 in if required).
- Calculate linear dimension: L + W + H and write that number clearly (example: 55 + 40 + 23 = 118 cm).
- Weighing: use a calibrated hanging scale or floor scale. Weigh the packed item twice, record the higher value to one decimal place in kilograms and to the nearest 0.1 lb if asked.
- Include tare note: if weighing inside a crate or pallet, subtract and record crate tare weight with photo of tare label or scale display showing zeroing procedure.
- Photo evidence steps:
- Take one wide shot showing the entire item next to the tape measure laid flat along the measured dimension (tape endpoints visible).
- Take a close shot of the scale display with the item visible.
- Take a shot of the booking confirmation or boarding/consignment tag next to the item to prove association (PNR/e‑ticket visible).
- Name image files: PNR_YYYYMMDD_HHMM_Dims_Weight.jpg (example: ABC123_20250821_0915_55x40x23_22.5kg.jpg).
- Final checklist to present or upload:
- Printed ID + scanned copy (PDF).
- Booking confirmation (PDF) showing PNR and e‑ticket.
- Commercial invoice or receipts (PDF).
- Photos of measurements (3 images) and weight (1 image).
- Any permits or special declarations (PDFs).
- Administrative tip: send the compiled packet to the carrier/agent and save the sent email with delivery/read receipt; if measurements or documents change, replace files using the same filename convention and note the revision timestamp.
Complete the online form: enter shipment details, upload images and select label options
Enter the traveler’s full name exactly as shown on the travel document, add a mobile number with country code and an alternate contact, select pickup and delivery addresses including postal codes, and specify desired pickup date plus preferred time window.
Photo upload requirements
Upload at least two images: one full-view showing the entire item including handle and any existing tag, plus a close-up of serial number or damage when relevant. Accepted formats: JPEG, PNG. Maximum file size: 8 MB per image. Minimum recommended resolution: 1600 px on the longest side. File names should be alphanumeric, use underscore instead of spaces (example: Smith_item01.jpg), and include an item index when submitting multiple pieces. If more than eight images are needed, compress into a single ZIP no larger than 20 MB. PDFs are not accepted.
Label preferences and attachment
Select label type: adhesive printed tag, rigid hard tag, or strap-wrapped tag. Choose printed language(s): English, local language, or bilingual. Enter custom label text up to 40 characters; permitted characters: A–Z, 0–9, space and hyphen. Choose barcode option: barcode plus numeric code, QR only, or both. Select fastening method: adhesive only, zip-tie, 3M strap, or adhesive plus strap (recommended when surface is textured).
Preview and submit: Use the preview screen to confirm all fields and image thumbnails, then save as draft if you need more time; drafts expire after 48 hours. Payment options: card (Visa, Mastercard, AMEX) or PayPal; total cost is displayed before final confirmation. After submission an email with a PDF tag and a numeric reference will be sent, and an SMS with a QR code will arrive when a mobile number was provided. Print the PDF tag at original scale and attach using the chosen fastening method, or present the mobile QR at pickup. Edits are allowed within 30 minutes via the edit link; beyond that contact support quoting the numeric reference. Label changes at pickup may incur additional charges.
Choose pick-up or drop-off slot, select insurance/add-ons and submit payment
Book a pick-up window 48–72 hours before departure; choose drop-off at a partner counter at least 3 hours before flight to avoid missed collection. Weekend or evening windows carry surcharges: typical rates +$8 evening, +$15 weekend; express same-day pickup usually adds +30–50%.
Slot selection and timing
Select a 2-hour window (example: 09:00–11:00). Carrier attempts two collection retries; uncollected shipments move to storage and incur fees: $10/day first three days, then $25/day. If you need exact arrival time, pick a guaranteed slot (additional $12–$20). Note pickup address must match official ID and booking metadata; mismatches trigger manual review and possible delay.
Insurance, add-ons and payment steps
Set declared value equal to replacement cost. Standard liability commonly covers $100–$250 per item; optional coverages reach $5,000. Pricing examples: base premium 1.5%–2.5% of declared value with a $7 minimum; typical deductible $75–$200. Select “total-loss” protection when declared value exceeds $1,000. Preserve itemized receipts and timestamped photos to speed claims.
Add-on options and typical prices: GPS tracking $4–$12, signature-on-delivery $3, fragile-handling $6–$20, hard-case protection $10, TSA-approved padlock $12. Fragile surcharge applies to any piece marked fragile or any piece over 23 kg: surcharge 10–25% of base fare. If you require temperature-controlled handling or expedited transit, expect flat add-on fees starting at $25.
Accepted payments: major cards (Visa, Mastercard, AmEx), Apple Pay, Google Pay, PayPal. 3D Secure/OTP may be required; enable bank authentication before checkout. Verify final total and booking/reference ID on the confirmation screen; save the PDF receipt and a screenshot of the confirmation page. Standard refunds process in 7–21 business days; expedited refunds sometimes available at +$15. Cancellations within 24 hours of booking receive full refund minus a $5 admin fee; later cancellations typically return amounts net of pickup/drop-off and insurance charges.
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Receive confirmation, track bag ID and fix common sign-up errors
Confirm receipt within 30 minutes by checking the confirmation email’s booking code and baggage ID; save a screenshot and print a backup label.
Immediate confirmation and tracking
Typical booking code: 6 alphanumeric characters (example: AB12CD). Typical bag ID: 8–12 digits or mixed alphanumeric shown as barcode/QR. Email usually arrives within 30 minutes; SMS within 10 minutes when a mobile number is supplied. Use the carrier portal to enter booking code plus surname to view status timestamps, last scanned location, and expected collection window. Take note of the timestamp format (UTC vs local) displayed on the portal.
Accepted photo specs: JPG/JPEG or PNG, max 5 MB, recommended 1200×800 px, clear view of the entire item with a measurement tape alongside and the printed booking code visible. Filenames should avoid special characters; use plain ASCII (example: AB12CD_photo1.jpg).
Common errors and precise fixes
No confirmation received: check spam/promotions and any email aliases (example: [email protected]). If payment shows as pending, allow up to 24 hours for gateway processing; otherwise request resend via portal and include booking code, transaction timestamp, and payment screenshot.
Wrong dimensions recorded: upload a new photo showing tape measure and a ruler, include a short note in the portal stating corrected height/width/weight. Photo rejection due to blur: retake against a neutral background with steady lighting and disable camera flash to avoid glare on barcode.
Payment declined: verify card expiry and CVV, complete any 3D Secure prompt, try an alternative card if needed, then retry within 15 minutes to avoid duplicate holds. If duplicate charges occur, submit a support ticket with transaction IDs; typical refund window after verification is 3–7 business days.
Cannot change slot via portal: edits are usually allowed up to 2 hours prior to collection; if past that threshold call the support hotline and provide booking code, preferred new slot, and pickup address to request manual adjustment. Cancellation needed: request within 2 hours to limit penalty risk.
Missing label at drop-off: use the portal to print a backup label and attach it securely, then show staff the booking code screenshot. If staff rejects tag due to mismatch, present the measurement photo and payment receipt immediately.
When contacting support include: booking code, full name, phone, transaction timestamp, last four digits of payment card, clear screenshots (payment, portal status, photo of item). Sample subject line: “Missing confirmation – AB12CD”. Sample body: “Booking AB12CD; name John Doe; phone +44 7000 000000; payment made 2025-08-20 14:05 UTC; attached: payment screenshot, item photo. Request: resend confirmation or manual verification.”
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