When something happens to your checked bags, and you need to make a damaged, delayed, or lost luggage claim, the airline won't just take your word for it. You need proper documentation.
But what does that involve? The requirements are slightly different for each mishandled baggage scenario. Here, we'll take you through everything you need to be successful with your baggage compensation claim.
Key Takeaways
Click each item to mark as read
- 1✓
No PIR = no claim. File it at the airport baggage desk before you leave the terminal.
The PIR takes 5-10 minutes and is legally required to start any compensation process under the Montreal Convention. It's the only document you cannot retrieve after the fact.
- 2✓
Your baggage tag is proof the airline had your bag - keep it until your claim is fully closed.
The baggage tag number connects your suitcase to your booking in the airline's system. If the tag was removed or lost in transit, that detail itself can support your case.
- 3✓
Save every receipt during a delay - even small purchases count toward your reimbursement.
Airlines require itemised receipts, not estimates. Screenshots, email confirmations, and card records are usually accepted alongside paper receipts. Photograph them immediately.
- 4✓
For lost bags, list every item inside with estimated values - this is your primary evidence.
Without proof of contents, airlines can dispute your claimed loss. Even a typed list with honest approximate values is far better than submitting nothing.
- 5✓
Photograph damage at the airport before you leave - timestamped photos are your best evidence.
Take multiple angles of all damage, then photograph your PIR form alongside the bag. Time-stamped images from your phone are treated as the strongest independent evidence in disputes.
Your Complete Claim Document Checklist
Documents required for all baggage claims
Core documents every airline will ask for
Regardless of whether your checked baggage is lost, delayed, or damaged, there's a core set of documents the airline needs:
- 1. Property Irregularity Report (PIR) - This is the official report filed at the airport's baggage services counter (or online) immediately after the flight. It logs the baggage issue and generates your case number.
- 2. Boarding pass or flight confirmation - Confirms your travel details and links you and your bags to the affected flight.
- 3. Baggage tag (luggage receipt) - The sticker or receipt issued at check-in, which is used to track your bag in the airline's system.
What you need for delayed baggage claims
The focus with delayed baggage claims is on reimbursement for essential items. These are the basic clothing and toiletries you need to purchase to get through the time spent waiting for your bags. In general, you have up to 21 days from receiving the bag to make your claim.
PIR reference number - Confirms the airline acknowledged the delay and started tracing your bag.
Receipts for necessary purchases - Airlines typically reimburse reasonable expenses, such as toiletries, basic clothing, and phone chargers or adapters.
Proof of travel purpose or destination - This helps airlines assess what purchases were reasonable. For example, the attire you need for a business trip may be more expensive than what's needed for a holiday. It also matters whether you're at home or away.
Note: Airlines expect expenses to be reasonable and proportionate. Buying essentials for a 1 or 2-day delay is usually reimbursed, but luxury purchases are not.
Documents needed for lost luggage claims
These tend to be the most complicated baggage claims because the airline has to assess the value of everything in your lost bag. Here's what to expect to submit:
PIR reference number - Aside from linking you to the baggage mishandling, the PIR confirms when the bag went missing. Most airlines declare a delayed bag lost when it hasn't been found for 21 days.
Detailed inventory of bag contents - A list of items inside your bag, including estimated value, age, and description.
Proof of ownership for high-value items - High-value items are things like designer clothing and electronics. You prove the value with receipts, credit card statements, product photos, and warranty records.
Receipts for recent purchases - If available, actual store or online receipts will help ensure you get the maximum value for your lost items. Comb through your emails for invoices, and you can also ask stores to re-print more recent purchases.
Airline lost baggage claim form - The PIR is not the same as a baggage compensation claim form. Most often, this form can be completed on the airline's website.
Note: Airlines usually reimburse based on depreciated value, not the full retail price for older items. You'll get a higher amount if you can prove the purchase price rather than rely on estimates.
What you'll need for damaged luggage claims
Damage claims require proof that the issue occurred during the flight, so reporting the issue immediately is crucial to claim success. Many airlines require that the damaged luggage PIR be filed at the airport or within 24 hours. The Montreal Convention, which applies to international flights, allows 7 days.
Required documents:
PIR or damage report filed at the airport - The sooner you let the airline know, the more likely your claim is to be approved.
Photos of the damage - Clear images showing cracks, broken wheels, torn fabric, or missing parts. It's recommended that you take a "before" photo right before you check your bag to prove when the damage happened.
Proof of purchase - This is sometimes required to prove damage or loss of the bag's contents.
Repair estimates or invoices - Airlines may ask for a quote from a repair shop or proof of replacement cost.
Be prepared that airlines may deny claims for:
- Normal wear and tear
- Pre-existing damage
- Minor cosmetic issues
Tips to strengthen your baggage claim
Obviously, the goal is to get the baggage compensation you deserve. Here's what successful passengers do:
File a PIR immediately at the airport.
Take photos of your luggage before and after travel.
Keep receipts for everything you buy during delays.
Avoid packing valuables in checked baggage.
Store digital copies of important documents and proof of ownership.
Know the applicable passenger and baggage rights to get what you're owed.
CTA: And if you want to improve your chances of success further, partner with BagHelp. Our baggage experts will ensure you get the maximum reimbursement. Start here.
The proper documentation gets your baggage claim approved
While you need to report the mishandled baggage to the airline, your work doesn't stop there. You need to prove your claim, and you do that through documents, receipts, and photos.
Whether your bag is delayed, damaged, or lost, the key steps are the same:
File a PIR, keep your documents as proof, and submit your claim within the required deadlines.
With the right paperwork in place, you'll be in a much stronger position to recover your losses quickly.
FAQs
Most airlines accept digital copies or photos of receipts, as long as the details are clearly visible. Screenshots of online purchases or emailed receipts are usually sufficient, but keeping originals can help if the airline requests further verification.
You can still submit a lost baggage claim without receipts, but compensation may be reduced. Airlines may estimate the value based on item type, age, and typical market value, rather than reimbursing the full amount.
Generally, no. Airlines accept documents in major languages (such as English, Spanish, or French), especially for international claims. However, it's possible that your airline may request translated versions if the documents are unclear or in less common languages.
If required documents are missing, the airline may request additional information or place your claim on hold. In some cases, incomplete submissions can lead to delays or partial compensation rather than full reimbursement.