What do you do if your checked luggage doesn’t arrive at the baggage claim, or what happens if it shows up damaged? It can be a stressful and confusing experience, but the very first thing you should do is file a Property Irregularity Report, also known as a PIR.
This official form is your ticket to recovering your belongings, but you also need it to claim baggage compensation. Without it, airlines have no formal record of your luggage being mishandled, and that means your claim could be rejected.
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What is a Property Irregularity Report (PIR)?
A Property Irregularity Report (PIR) is the document airlines use to officially record issues with checked baggage, whether it is lost, delayed, or damaged. Filing a PIR is what gets your bag into the airline’s tracking system (like WorldTracer), and it’s the first step toward getting it back or claiming compensation.
You must file the PIR before leaving the airport. If there’s no record, the airline won’t be able to locate your belongings and you won’t be able to file a compensation claim.
In the U.S., the PIR process is overseen by the Department of Transportation (DOT) for domestic flights. For international flights, your rights are protected under the Montreal Convention, which is a global treaty that holds airlines accountable for lost, delayed, or damaged baggage, often allowing claims up to around $2,080 USD (adjusted periodically).
As soon as you realise your bags are missing or damaged, file a PIR immediately before leaving the airport.
Step-by-Step: How to File a PIR in the U.S.
If you arrive at baggage claim, and your luggage isn’t there (or it's damaged), here’s exactly what to do:
- Go to the Baggage Services Desk. Head straight to your airline’s baggage desk, the lost & found or general help desk in the baggage claim area. Look for signs saying “Lost & Found” or “Baggage Services”. In the U.S., this is usually located next to the carousels or in the baggage service office.
- Provide Your Flight & Baggage Details. You’ll need to provide some key travel documents, including your boarding pass, passport or ID, and, most importantly, the baggage tag you received at check-in. This tag includes a barcode the airline uses to trace your luggage.
- Describe your luggage in detail. Be as specific as possible and provide information about the brand, color, size, material, whether it has wheels, if it’s hard or soft shell, and any distinctive features like ribbons, stickers, or straps.
PRO TIP: Take a photo of your bag before your trip. It’s one of the easiest ways to describe it accurately. Also, if your belongings are damaged, this will show what it looked like prior to your flight. - Complete the PIR Form. The agent at the desk will ask you to complete the Property Irregularity Report that will log your baggage issue into the airline’s tracking system. Make sure your personal contact details and destination address (where you want the bag delivered) are accurate and legible. If the form is digital, double-check every field before submitting.
- Get Your PIR Number. Once you’ve filed the PIR, the agent will give you a receipt with a 10-character reference code made up of 10 to 13 letters and numbers. This is your PIR number, and it’s how you’ll track the status of your bag online. Without this code, you won’t be able to follow up or file a successful compensation claim.
- Keep All Documents. Hold onto everything: Your PIR receipt, original boarding pass, baggage tag, and any receipts for essential items you have to buy while waiting for your bag to arrive. You can include these as part of your compensation or insurance claim.
The key here is to stay organized and to act quickly. And remember, filing your PIR before leaving the airport will boost your chances of getting your bag returned quickly and filing a successful claim for compensation.
What is a PIR Number and Why Does It Matter?
When you file your PIR, you will get a unique 10-13 character reference code. This is your PIR number. Think of it as your case ID for the missing or damaged bag. Without it, the airline won’t be able to track your luggage, and you won’t be able to submit a formal compensation claim.
Your PIR number lets you:
- Track your bag’s location in real time using airline systems like WorldTracer.
- File a claim for compensation. Most airlines won’t accept claims without a PIR number.
- Support your travel insurance claim with proof that your bag was reported missing
Pro tip: Take a photo of your PIR receipt or forward it to yourself by email. If it gets lost, contact the airline immediately to request a replacement copy.
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Other Names for a PIR
A Property Irregularity Report (PIR) is the formal, industry-wide term, but you might hear it called by other names. Airlines or passengers sometimes use different labels for the same process:
- Baggage Irregularity Report
- Lost Baggage Report
- Delayed Baggage Report
- Damaged Baggage Report
- Baggage Claim Report (informal)
- Mishandled Baggage Report (MBR)
- Baggage Service Report (BSR)
- File Reference Number / Baggage Report Number (the code you receive after filing)
Don’t let the different terms confuse you. They all refer to the same thing: the official report that gets your missing or damaged bag into the airline’s system.
Common Mistakes to Avoid
When something goes wrong with your checked luggage, it’s easy to rush or overlook the key steps, especially after a tiring journey. But take you time, because even small mistakes can make it harder to get your bag back or claim compensation later.
Based on what we’ve seen, these are the most common baggage missteps.
- Leaving the airport without filing a PIR: This is, by far, the most common mistake we see. Filing a PIR at the airport is the only way to create an official record of your missing or damaged baggage and to get compensated by the airline.
- Giving vague bag descriptions: Saying your bag is "black and medium-sized" won’t help much. Give a full description of what your luggage looked like. Mention the brand, any standout characteristics like stickers or ribbons, details about locks or straps, and even what’s inside.
- Losing your PIR number: That 10-character code is your lifeline. Without it, tracking your bag or filing a claim becomes very difficult. Save it digitally and on paper. If you lose it, contact the airline immediately to retrieve it.
U.S. vs Europe: Is There Any Difference in the PIR Process?
The PIR filing process is virtually the same whether you're flying within the U.S., UK, or the EU. So, no matter where your baggage was mishandled, you will still need to:
- Report the issue immediately at the airport
- Complete a PIR form and get your PIR number
- Follow up with the airline directly or through their baggage portal
The key difference is which regulation protects your rights:
- In the U.S., baggage issues fall under Department of Transportation (DOT) rules for domestic flights.
- On international flights, your rights are protected under the Montreal Convention, which sets rules for compensation globally.
Examples of Airline PIR Policies: Delta, American Airlines & United
Every airline has its own process for reporting and handling lost or damaged baggage, and the timelines and tools can vary. Knowing the differences can save you a lot of stress, especially when it comes to things like reporting deadlines, photo evidence, and compensation for essentials.
Here’s a breakdown of what Delta, American Airlines, and United Airlines state in their baggage mishandling policies.
Delta
If your bags are mishandled by Delta, you must report the issue at the Delta Baggage Service Office (BSO).
For damaged baggage, you must report the issue within 24 hours of arrival for domestic flights and within 7 days for international flights. Hold onto your reference number to begin your damaged baggage claim online. Include any receipts for reimbursement. Delta does not reimburse for normal wear and tear of your checked items..
For delayed baggage, you will need to report the delay at the airport and keep your file reference number. If your bag is found within 5 days, it will be delivered automatically. If delayed more than 6 days, submit a property loss claim online using your reference number. If not located within 21 days, Delta will reach out to discuss reimbursement.
American Airlines
If your luggage was lost or damaged with American Airlines, you can file a delayed or damaged baggage report using a QR code available at the airport or online.
For domestic flights, report delays within 4 hours of arrival (12 hours if using Bags VIP Delivery); and for international flights, report before leaving the airport.
If your bag is delayed more than 5 days, submit an online claim using the 13-character file ID. American’s Central Baggage Resolution Office will attempt to locate your bag. If unsuccessful, a final decision will be made based on liability rules.
You can get reimbursed for essential items purchased because your bag was missing. Submit your receipts, ticket and baggage claim checks, and file ID within 30 days. Any reimbursement you receive will be deducted from the final settlement if the bag is declared lost.
For damaged bags, you should file a report before leaving the airport or within 24 hours (U.S.) or 7 days (international) of receiving your bag. Use your file ID to submit a claim online.
United Airlines
If your bags are lost or delayed following a United flight you can make a report online, through the United app, via chat or text (“BAGS” to 32050), or by calling the Baggage Recovery Center at 1-800-335-2247. After reporting, you’ll receive a file reference number ending in “M.” Bags delayed over 12 hours on domestic flights, 15 hours on shorter international flights, or 30 hours on long-haul international flights may qualify for an automatic bag fee refund.
For damaged bags, you must report at the airport Baggage Service Office. If you notice damage later, you can report it via chat, text, or phone. File within 24 hours for U.S. flights or within 7 days for international. You may be directed to a repair service or asked to file directly with United. Claims must be submitted within 45 days (domestic) or 21 days (international).
If your bag hasn’t arrived after 5 days, you can escalate to a lost bag claim. Include detailed descriptions, receipts, and a photo ID. Compensation is capped at $4,700 for U.S. flights and $2,080 for international. Interim reimbursements are deducted from final settlements.
What Happens After You File a PIR
Once your PIR is submitted, your baggage details are entered into WorldTracer, which is the global system used by most airlines to search for and track lost luggage. The system scans multiple airports and airline databases to try to locate your bag.
If your bag is found, the airline will usually contact you directly and arrange to deliver it to the address you provided on the PIR form. Delivery times vary, but most bags are returned within a few days.
If your luggage hasn’t been located within 21 days, it’s officially classified as lost under international aviation rules. At that point, you become eligible to claim compensation, not just for the missing bag itself, but also for:
- Essential purchases made while waiting (e.g. clothes, toiletries)
- The value of the bag and its contents
Keep all receipts, your PIR number, and any documents related to your travel. These are critical for filing a successful claim.
How AirAdvisor Can Help When Your Bag Goes Missing
Chasing airlines, filling out claims forms, and checking the status of your missing bag can feel overwhelming, especially after a long journey. That’s exactly why thousands of travelers turn to AirAdvisor.
We take over the hard work:
- Monitor your PIR and follow up with the airline for updates
- Handle your compensation claim from start to finish
- Ensure your rights are enforced under U.S., international, and Montreal Convention laws
We know what information to include, how to present your case, and what deadlines to meet, so you don’t miss out on what you’re owed.
And here’s the best part: We work on a no-win, no-fee basis. That means you don’t pay us anything unless we win your case.
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Frequently Asked Questions about PIRs
In most cases, you’ll need to file a PIR at the airport before you leave. This creates the official record airlines use to start locating your bag. However, some airlines like American and United offer online baggage reporting portals. If you do file online, make sure you:
- Get your PIR number
- Take a screenshot of the completed form
Online filing can work, but it’s always safest to report the issue in person at the airport whenever possible.
No, a PIR is just the starting point. It tells the airline your baggage was delayed, damaged, or lost, but it doesn’t automatically trigger compensation.
To get reimbursed, you’ll need to:
- File a formal compensation claim
- Include your PIR number
- Submit receipts for essentials you purchased (if applicable)
- Explain the impact of the loss or delay
The PIR builds your case, but you still need to follow up.
If you're already home (or at your hotel) when you discover damage, don’t panic, but act fast. Most U.S. airlines require damage to be reported within 24–48 hours of receiving your bag.
Here’s what to do:
- Contact the airline’s customer service team
- Provide your boarding pass, baggage tag, and PIR number (if you filed one)
- Submit clear photos of the damage
- Keep the damaged item, in case they ask to inspect it
- If you had to pay for repairs or a replacement, keep those receipts too.
Even if you didn’t report the damage at the airport, you can still claim, as long as you act within the deadline and have proper evidence.
At AirAdvisor, we’re here to guide you every step of the way. Our legal and claims specialists understand how the airlines work, and more importantly, how to hold them accountable.
Start your claim today and let AirAdvisor handle the restYour luggage may be missing, but your rights don’t have to be.Check Your Flight
Sources:
1. Delta Airlines – Lost or Damaged Baggage Policy: https://www.delta.com/ca/en/baggage/delayed-lost-damaged-baggage
2. American Airlines – Delayed, Lost or Damaged Bags:
https://www.aa.com/i18n/travel-info/baggage/delayed-or-damaged-baggage.jsp
3. United Airlines – Baggage Issues: Lost, Delayed or Damaged: https://www.united.com/en/us/baggage/bag-help
4. WorldTracer – Global Baggage Tracking System: https://wtrweb.worldtracer.aero
5. UK Civil Aviation Authority (CAA) – Baggage Complaints & Passenger Rights:
https://www.caa.co.uk/passengers/resolving-travel-problems/delays-and-cancellations/baggage-delays-or-losses
6. Montreal Convention (1999) – International Air Passenger Rights: https://www.icao.int/secretariat/legal/List%20of%20Parties/Mtl99_EN.pdf
7. U.S DOT - Air Passenger Rights: https://www.transportation.gov/airconsumer/fly-rights
