Picture the scene: the students pick up their hand luggage, walk through the arrivals door and… one of them can’t see their suitcase on the belt. At that moment, there is one single action that changes everything: ask for the PIR before leaving the airport. Without that piece of paper, legally it is as if the suitcase had never travelled.
What is the PIR and why is it the “ID card” of your claim? Everything you need to know
The Property Irregularity Report (PIR) is the official document issued by the airline or the airport operator that formally certifies that a suitcase has not arrived, has arrived late or has been damaged. Without this document, there is no valid claim.
The PIR does two things at once: it activates real-time baggage tracing through the international WorldTracer system —the database that connects all the airports in the world— and it is recorded as the essential legal proof for the travel insurance or the airline to pay compensation.
If the student walks through the exit door into the airport hall without the PIR, they can no longer ask for it at that desk. From that moment on, the claim is seriously weakened or simply unviable.
Suitcase missing at the airport? How and where to request the PIR, step by step
This is where most mistakes are made, especially on group trips with teenagers. The PIR cannot be requested by phone, cannot be requested days later and is not processed at the departures check-in desk.
The exact place is the “Baggage” (Baggage Claim) desk, or the airline’s own desk, inside the baggage reclaim area, before going through the exit door. Once there, you need to show the boarding pass and the baggage tag, which is the sticker with the barcode that is usually attached to the ticket or shown on your phone.
At the desk, they will ask you to describe the suitcase: colour, brand, material, size and any identifying detail such as coloured wheels, a strap or a padlock.
Once processed, the PIR is handed over in paper format or as a PDF. It is essential to keep this document safe straight away and take a photo of it, because the reference number it contains will be the locator used for all later steps.
Tip for teachers: before setting off on the trip, ask each student to have on their phone a photo of their suitcase and another of the baggage tag. In the chaos of the moment, having these images to hand saves time and avoids mistakes in the description.
The PIR is also processed if the suitcase arrives broken, with broken wheels or with damaged contents. Don’t assume it is a minor flaw: with the PIR, this damage is documented and you can claim for the repair or the corresponding compensation.
When can you claim for a lost suitcase? Critical deadlines you can’t afford to miss
Having the PIR is only the first step. The formal claim must be submitted within very strict deadlines set by the Montreal Convention, the international treaty that regulates the liability of airlines. Once these deadlines have passed, the right to claim lapses.
If the suitcase has arrived damaged, you have 7 days from the date of the flight to submit the written claim to the airline.
If the suitcase has arrived late but has arrived, you have 21 days to claim for the essential expenses you have had to cover.
From day 21 without receiving the suitcase, it is officially considered lost, and the maximum compensation under the Montreal Convention is approximately 1,400 euros per passenger.
Special attention on end-of-year school trips: if the trip lasts 7 days or more, the deadline for claiming for damage may expire while you are still travelling. In that case, contact Valua Travel from the destination so we can handle the claim without missing the deadline.
Suitcase delayed during the school trip? What the insurance covers while you wait
The travel insurance included in the trips organised with Valua Travel covers the essential items you need to buy while you wait for your suitcase: clothes, a toiletry bag, basic footwear.
For the reimbursement to be effective, you must keep all the receipts for emergency purchases, as they are essential for the reimbursement.
Purchases must be reasonable and proportionate, because the insurance does not cover luxury clothing or non-essential items.
You must always attach the PIR number to the reimbursement request, as without it the insurer will not process the compensation.
And most importantly: notify Valua Travel as soon as possible so that our team can help you manage communication with the insurer without you having to do it alone from the destination.
Teacher in charge of the group? Quick protocol if a suitcase is missing
On an end-of-year school trip, the teacher or group leader is the key figure at this moment. The student, especially if they are a minor, may not know how to act under the pressure of the airport.
Before the trip, ask all students to have on their phone a photo of their suitcase, a photo of the baggage tag and Valua Travel’s phone number saved in their contacts.
At the arrival airport, before giving the signal to leave, do a quick check: have all the suitcases appeared? If one is missing, a group leader accompanies the student to the baggage desk. Nobody leaves until they have the PIR in hand.
After the airport, keep a digital copy of the PIR —photo or PDF— in the trip’s WhatsApp group or send it to Valua Travel. That way, if the paper copy is lost, there will always be a backup.
Baggage problems on the end-of-year school trip? Travel with peace of mind with Valua Travel
When you book your end-of-year school trip with us, you are not alone in the face of an incident. Our team makes sure that no student leaves the airport without the PIR, and we handle communication with the insurer and the airline so that you can enjoy the trip with your students without worries.
For more information about our end-of-year school trips and the cover included, get in touch with us.