A bag that does not appear on the carousel can turn the first hour of a trip into a scramble. The useful move is not to wait for the airline to find you: create a record before leaving the airport, keep the paperwork, and separate immediate essentials from a final loss claim.
Report the bag before you leave arrivals
Go to the airline or its ground-handling desk and ask for a Property Irregularity Report, commonly called a PIR. Check that the baggage-tag number, flight, contact details and delivery address are correct. Save the reference number and take a photo of the completed report.
A PIR is not always the final written claim
The airport report starts the tracing process, but airlines may also require a separate written claim through their website or claims channel. Follow the carrier’s instructions and keep the confirmation email. EU guidance says complaints for delayed checked baggage should be made in writing within 21 days from the date the bag is returned; damage claims generally have a shorter seven-day window.
Keep receipts for reasonable essentials
If the bag is delayed away from home, you may need basic toiletries or clothing. Buy only what is reasonable for the circumstances, keep itemised receipts and avoid assuming that every purchase will be reimbursed. Airline policies and the facts of the journey matter.
Make the bag easier to trace
Describe the suitcase accurately: colour, size, material, brand and any distinctive mark. A recent photo can help. Do not put sensitive information on an external label; a name and reliable contact channel are usually more useful than a full home address.
Know when “delayed” becomes “lost”
A bag may be treated as lost when the airline acknowledges the loss or after the applicable tracing period. At that stage, the carrier may ask for a detailed list of contents and proof of value. Be realistic: reimbursement is not the same as replacing every item at its original retail price.
Liability has a limit
EU passenger guidance explains that the airline can be liable for lost, damaged or delayed checked baggage, subject to the rules and monetary limits derived from international aviation law. A declaration of special value made before travel may change the available protection, usually for an additional fee. Travel insurance may cover gaps, excesses or items excluded by the carrier.
Escalate with a clean evidence file
Keep the boarding pass, baggage tag, PIR, written claim, receipts, photos and every response in one folder. If the airline rejects the claim, ask for the reason in writing and check the complaint or alternative-dispute channel that applies to the carrier and route.
The best checklist is short: report at the airport, claim in writing, keep receipts, preserve the baggage tag and follow the deadline. Those steps do not guarantee payment, but they give the airline and any later reviewer a clear record of what happened.
