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The correct deadline and compensation limit depend on the route, operating carrier, and whether the bag is delayed, formally lost, or damaged. Airport reporting starts the tracing process; it does not always replace the written claim required for reimbursement.
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First, identify which baggage problem you have
The remedy and filing clock depend on what happened after the flight:
- Delayed or missing: The airline has not delivered the bag yet. You can generally seek reasonable, documented necessities bought because of the delay.
- Lost: The airline has treated the bag as irretrievably lost, often after 21 days without delivery under the UK and French procedures described below. A lost-bag claim concerns the bag and its contents, not merely emergency purchases.
- Damaged: The bag or its contents arrived in worse condition. You must preserve evidence and report the damage within the applicable short deadline.
A bag can move from “delayed” to “lost,” so keep the original tracing reference and update the airline when the status changes.
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What to do at the airport
- Go to the baggage service desk. If the bag is missing, contact staff before leaving when practical. The U.S. Department of Transportation (DOT) says passengers should file a baggage claim with the airline as soon as possible; UK guidance likewise says to contact airline staff immediately.
- Give the bag-tag number and a precise description. Provide the tag identifier, color, make, size, distinctive marks, and a description of the contents. Ask staff to confirm the delivery address, telephone number, email address, and any onward travel details.
- Get a PIR or equivalent written reference. Record the report number, the staff member or desk, and the airline’s tracing contact. A photo of the form is useful, but keep the original if given one.
- For visible damage, stop before repairing anything. Photograph the entire suitcase, every damaged area, the baggage tag, and damaged contents. Keep the bag and packaging. Ask the airline whether it wants an inspection or repair estimate before you alter or discard the item.
- Keep every travel record. Save boarding passes, ticket or booking confirmation, baggage-fee receipt, baggage tag, PIR, emails, text messages, and any delivery updates.
Reporting at the airport and seeking reimbursement can be separate steps. The Canadian Transportation Agency specifically warns that a PIR or damage report does not necessarily replace a complaint filed with the airline.
How to handle a delayed bag
Buy only reasonable necessities
While the airline is tracing the bag, purchase necessities that are reasonable for the delay, such as basic clothing and toiletries. Avoid discretionary or luxury purchases unless the carrier has confirmed coverage in writing. The DOT describes recoverable delayed-baggage expenses as reasonable, verifiable, and actual incidental expenses caused by the delay, subject to applicable limits.
Keep itemized proof
Ask for an itemized receipt for each purchase. A bank statement alone may not show what was bought. Note the date, currency, and reason for each expense, and keep a copy of the baggage-delay reference with the receipt. Do not treat an airline’s informal daily allowance as a universal legal cap; eligibility is determined by the rules governing your itinerary.
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Respond to tracing requests and tell the airline if your delivery address changes. If the bag arrives, record the date it was returned because that date can start the deadline for a delayed-baggage claim. Inspect the bag and contents promptly for new damage.
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How to document and claim a damaged bag
Photograph before repair or disposal
Take wide photographs showing the bag’s overall condition and close-ups of torn fabric, cracked shells, broken wheels, handles, straps, zippers, and damaged contents. Include the baggage tag or another image that connects the photographs to the flight. Keep the damaged item available until the airline tells you an inspection is unnecessary.
Separate airline-caused damage from exclusions
Under the DOT framework, an airline is responsible for covered damage that occurred while the bag was under its control, within applicable liability limits. Pre-existing damage and damage caused by improper packing may be excluded. Wheels, handles, straps, and other components cannot be categorically excluded merely because they are components; however, fair wear and tear does not have to be covered.
Obtain repair and value evidence
Ask a repairer for a written estimate when repair is possible. If replacement is necessary, document the item’s age, original purchase price, model, and comparable current value. Receipts, photographs, warranty records, and other proof help establish both the loss and its value.
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Submit the airline’s formal written claim
Use the carrier’s official baggage-claims process, not only a conversation at the airport. Submit online or by the method specified in the airline’s conditions of carriage, and retain the completed form, attachments, submission timestamp, and confirmation number.
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Include the following in one organized submission:
- Passenger name, booking reference, flight numbers, dates, airports, and the operating carrier for the last flight.
- Baggage-tag number and PIR or other incident reference.
- A short chronology: when the bag was checked, when it failed to arrive or was returned, and when damage was discovered.
- An itemized list of lost contents, damage, or delay expenses, with each amount and currency.
- Receipts, photographs, repair estimates, proof of purchase or age, and the baggage-fee receipt.
- The amount requested and the payment details the airline asks for.
Write clearly that the submission is a formal baggage claim and ask the airline to confirm the applicable tariff, treaty, liability limit, and deadline if they are not stated in the carrier’s response. Keep the originals of receipts and photographs.
Deadlines: use the rule for your itinerary
File immediately even when you are unsure which period applies. The following periods come from the named government guidance and are not interchangeable worldwide.
| Route or procedure | Damage claim | Delayed-baggage claim | When the bag is treated as lost |
|---|---|---|---|
| UK government air-passenger guidance (updated 25 January 2024) | Written claim within 7 days | Written claim within 21 days | After 21 days of searching, according to the guide |
| International flights under Canadian Transportation Agency guidance (page modified 15 August 2025) | Within 7 days after receiving the bag | Within 21 days after receiving the bag | Check the carrier’s tariff and applicable international rules |
| International carriage governed by the Montreal Convention | Usually 7 days from receiving damaged baggage | Usually 21 days from receiving delayed baggage | The carrier and applicable rules determine the status |
| French Service Public procedure (verified 29 February 2024) | Follow the carrier’s stated process | Necessary-purchase claims require supporting receipts | Bag is treated as lost if not delivered after 21 days |
For domestic Canadian flights, the carrier’s tariff supplies the deadline. For U.S. domestic travel, the DOT materials establish a federal liability framework but do not establish one universal filing deadline in the guidance summarized here. Check the operating airline’s conditions of carriage and file without delay.
What compensation can cover
Delayed baggage
You may claim reasonable actual expenses caused by the delay, supported by receipts and subject to the rules and maximum applicable to the itinerary. The claim is for necessities you actually bought, not an automatic cash payment for inconvenience.
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Formally lost baggage
For a bag determined to be lost, the DOT says the airline is responsible for the bag’s contents, subject to depreciation and liability limits. The airline must also refund the fee paid to transport a lost bag. An inventory with age and purchase-price information is more persuasive than a single estimate for the entire suitcase.
Damaged baggage
Depending on the applicable rules, the airline may repair the bag or reimburse an appropriate amount when the damage occurred under its control. Compensation is not automatically the full retail replacement price: depreciation, condition, proof of value, exclusions, and liability limits matter.
Liability ceilings
For international carriage covered by the Montreal Convention, the DOT page states a maximum of 1,519 Special Drawing Rights (SDR) per passenger. The page displayed an approximate conversion of US$2,175 when accessed in 2026; the dollar equivalent changes with SDR exchange rates. This is a ceiling, not a standard payout.
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For domestic U.S. flights, the DOT states a maximum permitted liability amount of $4,700 per passenger. The actual award can be lower because the passenger must prove the loss and value, and because depreciation and exclusions may apply. Special-value declarations, insurance, and the carrier’s tariff can change the analysis, so verify those terms rather than assuming full replacement value.
If the airline rejects or ignores the claim
- Ask for a written decision. Request the specific reason for denial, the contract or tariff provision relied on, the valuation method, and any missing evidence the airline says it needs.
- Reply with a focused record. Attach the PIR, claim confirmation, photographs, receipts, repair estimate, baggage-fee receipt, and a short timeline. Correct factual errors rather than sending repeated general complaints.
- Escalate through the proper jurisdiction. Depending on the itinerary, options may include the relevant national transport regulator, an ombudsman, an approved alternative-dispute-resolution scheme, or a court or tribunal. There is no single complaint body for every international journey.
- Observe any further limitation period. A regulator complaint may not stop a court deadline. Check the carrier’s contract and the law governing the carriage before assuming that an escalation preserves every remedy.
Common mistakes that weaken a baggage claim
- Leaving the airport without a report or reference when a desk is available.
- Assuming the PIR alone is the formal compensation claim.
- Waiting until the bag is found before checking the written deadline.
- Throwing away a damaged suitcase or repairing it before taking photographs and asking about inspection.
- Submitting rounded totals without itemized receipts or proof of value.
- Claiming premium or discretionary purchases as necessities.
- Assuming the maximum liability limit is an automatic payment.
- Contacting the wrong company on a codeshare itinerary instead of the airline that operated the last flight and the carrier named in the baggage procedure.
- Failing to record when a delayed bag was delivered, which can determine when the claim period starts.
A practical checklist before you submit
- Bag tag and boarding pass saved.
- PIR or equivalent reference recorded.
- Operating carrier and flight details confirmed.
- Delivery address and contact details updated.
- Photos of the bag, tag, damage, and contents stored in more than one place.
- Receipts itemized and matched to dates of delay.
- Repair estimate or proof of purchase and age collected.
- Baggage fee receipt included.
- Written claim submitted through the official channel.
- Confirmation number, timestamp, and a complete copy retained.
- Deadline and any applicable treaty, tariff, or insurance condition recorded.
Official guidance to keep in mind
The DOT’s plain instruction is: “Passengers should file a baggage claim with their airline as soon as possible.” The UK government guide states: “For damage you need to do this within 7 days.” Those statements are useful urgency checks, not proof that identical deadlines apply to every country or route.
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