Air baggage – delayed, damaged or lost | Claim letter, PIR & Excel | Word/PDF/Excel

Has your checked baggage been delayed, damaged, or lost on your flight? Get professional Swedish claim letters, lists of evidence, and an Excel register to help you document the incident and present a clear claim to the correct airline. The document package is tailored for cases where the Montreal Convention and relevant EU regulations apply. It is not the same as compensation for a delayed flight under EU 261/2004.

Practical use: PIR report, baggage tag, flight number, written claim, receipts for necessary purchases, repair or current value of the damaged bag, and lost baggage contents. Each legal situation has a separate document.

Complete list of customer files

What to do if your bag is missing or damaged

1. Report it immediately at baggage claim. Request a Property Irregularity Report (PIR) from the airline or baggage service. Save the reference and photograph any damage with the baggage tag visible. If it cannot be reported on site, document why.
2. Collect the correct evidence. Save boarding passes, baggage tags, PIRs, emails, receipts for necessary purchases, and photos. Use neutral references in Excel, not full card numbers, personal identification numbers, or copies of passports in a shared register.
3. Choose the right work letter. Document 01 concerns delay and reasonable necessary purchases. Document 02 applies to damage upon receipt. Document 03 is used when baggage can be treated as lost.
4. Send a written claim in a timely manner. A PIR is important evidence but should not be considered a complete written claim for compensation without verification. Use the carrier's official channel and save proof of receipt.
5. Follow up on every actual payment. Record what was claimed and what the airline/insurance actually paid. Document 05 is for responses or rejections; double compensation for the same loss should be avoided.

Three types of baggage problems – three different assessments

Delayed baggage: claim compensation for necessary purchases

If the correctly checked bag does not arrive with the flight, file a PIR immediately and save receipts for clothes, hygiene products, or other necessary expenses. The claim must normally be submitted in writing within 21 days after the baggage is actually returned. The need on the return journey may be less than upon arrival at a holiday destination. Amounts are assessed individually.

Damaged baggage: complain within seven days

For damage to received checked baggage, the general rule is written complaint within seven days of receipt. It is recommended to file a PIR immediately, photograph the damage, and save the baggage tag. Do not compensate yourself with the original full price if the bag's actual value or a possible repair provides a different basis for assessment.

Lost baggage: 21 days or admitted loss

If the airline admits that the baggage is lost, or it has not arrived within 21 days after the day it should have arrived, a claim for the actual value of the baggage may become relevant. Specify items, age, condition, and valuation basis. A lost bag is not assessed at a flat rate up to the full liability limit.

Montreal Convention – what is the compensation limit in 2026?

According to Article 22.2 of the revised Montreal Convention, the normal liability limit for baggage is 1,519 SDR (Special Drawing Rights) per passenger from December 28, 2024. The limit does not apply separately to each bag and is not a guaranteed compensation. The amount in Swedish kronor varies with the SDR rate. In some cases, a special declaration of value at check-in may provide a higher limit. Actual losses, receipts, age, negligence/exceptions, and insurance compensation must be assessed individually.

EU Regulation (EC) No 889/2002 is based on the Montreal Convention and describes the written baggage deadlines. Article 35 of the Montreal Convention normally contains a special two-year deadline for court action. This package does not automatically send a lawsuit or claim to airlines.

Excel tool: nine tabs and clear amount tracking

The tabs are Read Me, Overview, Cases, Baggage, Expenses, Contents, Claims, Contacts, and Evidence. Contents is the inventory list of the lost or damaged items in the bag and their documented current value. The Overview counts registered cases, baggage tags, and evidence, and summarizes actual expenses, claims, and paid amounts.

Tested calculation example: 200 SEK as a claimed amount and 50 SEK actually paid shows 150 SEK as an administrative difference. This does not automatically mean that an additional 150 SEK is legally payable. The test data has been removed from the final file, and empty registers sum to zero. No actual right to compensation is calculated by the program.

Frequently Asked Questions – flight baggage

What does PIR mean?

Property Irregularity Report. It is a report on, for example, a missing or damaged checked bag. It helps as evidence but does not always replace a separate written claim for compensation.

How soon must damaged baggage be complained about?

As a general rule, in writing within seven days after you receive the checked baggage. Report and document the damage at the airport immediately if possible.

How long can I wait to claim for delayed baggage?

If the bag is eventually returned, a written claim normally applies within 21 days from the time the baggage is placed at your disposal. The date of return is important.

Can I claim 1,519 SDR regardless of what happened?

No, this is a normal liability limit per passenger, not a fixed amount. Actual financial loss must be verifiable, and exceptions may apply.

Can I buy clothes if the bag is late?

In some cases, you may receive compensation for reasonable necessary purchases. The assessment depends on, among other things, the purpose of the trip, where the delay occurred, and what items were available.

What happens if the bag does not come back?

When the airline admits loss or the bag is missing for over 21 days from the day it should have arrived, a loss claim may become relevant. Make a correct inventory of the bag and its contents.

Do I have the same right if my carry-on baggage is damaged?

Not automatically. For carry-on baggage, special requirements regarding the airline's liability or negligence may be decisive. The package is primarily tailored for checked baggage.

Can I claim compensation from both insurance and the airline?

Several avenues for compensation may exist, but information and payments must be reported correctly. The same financial loss must not be double compensated.

Do the PDFs work as electronic fillable forms?

No. They are searchable and printable. Use the editable Word versions to fill in your own information.

Sources and product version

Swedish Consumer Agency: Delayed or lost baggage · Swedish Consumer Agency: Damaged baggage · EU Regulation 889/2002 · ICAO: revised liability limits in the Montreal Convention · ARN.

Version 1.0 – AI-assisted legal source review on November 6, 2026. No independent external legal review, regulatory certification, or guarantee of compensation. The package is an administrative aid and does not replace individual advice. Delivery as a digital ZIP will only occur once the product is separately linked to Digital Products and published. This product remains a Shopify DRAFT until further notice.