01
Create a complete tracing report
Give staff your bag-tag number, flight details, contact information and an address where the bag can be delivered. Describe the case precisely: brand, colour, size, material, straps, stickers and any distinctive damage.
A Property Irregularity Report is commonly called a PIR. Photograph the report and bag-tag receipt, and correct any inaccurate details before leaving the desk.
02
Make an unlabelled bag easier to identify
Before travel, put the checked-in passenger’s name on the outside tag exactly as it appears on the booking, together with a mobile number including country code and an email address. Put the same details on a sheet of paper inside the case in case the external tag is torn off.
The airline-issued baggage-tag number is still the bag’s main handling record. An inside contact sheet can help authorised baggage staff connect an unlabelled case to your tracing report and arrange onward carriage, but it cannot guarantee the next available flight.
At baggage reclaim, compare the number and name on the suitcase tag with your bag-tag receipt before leaving. Similar-looking bags can be collected by mistake, so do not rely on colour or brand alone.
03
Keep necessary purchases proportionate
If you are away from home, an airline may reimburse reasonable essentials such as basic toiletries, underwear, simple clothing or laundry. The amount is assessed against your circumstances rather than a universal entitlement.
- Keep dated, itemised receipts rather than card slips alone.
- Avoid luxury replacements and purchases unrelated to the trip.
- Write down why an unusual item was necessary.
- Check whether your airline publishes its own allowance or exclusions.
04
Keep the tracing file useful
Use the airline’s link to confirm that your delivery address, phone number and bag description remain correct. If your accommodation changes, update the file. A personal tracker location can be useful evidence, but it does not replace the airline report or authorise entry into restricted baggage areas.
05
Make the written claim after return
Once the bag is returned, record the delivery date and photograph its condition. Submit the airline’s expense form with the PIR, bag tag, boarding pass and itemised receipts. Keep a copy and proof of the submission date.
If the bag has still not arrived after 21 days, the Montreal Convention allows a passenger to enforce rights as if it were lost. Move to the lost-baggage process unless the airline has already admitted the loss.