Free Airline Baggage Claim Letter Template

A written claim letter is the document that turns your airport report into a formal compensation request. It tells the airline exactly what happened, what you lost, what you’re owed, and which law supports your claim. Passengers who submit a structured written claim with documentation and a specific dollar amount recover more than those who rely on phone calls and online forms alone.

This template is free. No email signup. No download gate. Copy it, fill in your details, and send it.

Why a Written Claim Matters

The PIR you filed at the airport is a report, not a claim. It tells the airline your bag is missing or damaged. A written claim tells them what you’re owed and why.

A formal letter matters for three reasons:

It creates a legal record. For international flights, the Montreal Convention requires that complaints be in writing under Article 31. ^[2] A verbal report at the airport doesn’t satisfy this requirement. For domestic flights, a written claim establishes a clear paper trail if you need to escalate later.

It shows you know your rights. Citing the specific regulation — 14 CFR Part 254 for domestic or the Montreal Convention for international — signals to the airline that you understand the legal framework. Claims that reference the applicable law are taken more seriously than vague requests.

It sets a specific amount. A claim without a dollar figure leaves the settlement entirely to the airline’s discretion. Stating a specific, documented amount gives you a starting position for negotiation.

What to Include in Your Claim Letter

Every effective claim letter covers these elements:

1. Your full name and contact information
2. PIR/file reference number from the airport report
3. Flight details: airline, flight number, date, route, booking confirmation number
4. Baggage claim tag number
5. What happened: Lost, delayed, or damaged — state the facts clearly
6. Itemized list of contents with current (depreciated) values
7. Total claim amount — a specific dollar figure
8. The regulation that applies: 14 CFR Part 254 (domestic) or Montreal Convention (international)
9. Supporting documentation listed as attachments
10. A response deadline — 30 days is standard
11. Your preferred resolution: Full reimbursement, repair, or replacement

Template: Domestic Flight Claim Letter

Use this template for flights within the United States. It cites 14 CFR Part 254, which sets the minimum liability at $4,700 per passenger. ^[1]

Template: International Flight Claim Letter

Use this template for flights between Montreal Convention signatory countries. It cites the Convention’s liability cap of 1,519 SDR (approximately $2,025) and the relevant filing deadlines. ^[2]

How to Send Your Claim

The method you use to send your claim matters, especially for international flights where written complaint deadlines are strict.

Best Options (in order of preference)

Certified mail with return receipt (USPS) or tracked courier (FedEx, UPS). This gives you proof of the date the airline received your letter. For Montreal Convention claims with 7-day or 21-day deadlines, proof of delivery date is essential. ^[2]

Email to the airline’s claims department. Faster than mail and creates a digital timestamp. Request a read receipt. Follow up with a mailed copy if the claim involves significant amounts.

Airline online claim portal. Convenient and usually generates a confirmation number. Screenshot the submission confirmation. For international claims, also send a written copy by mail or email to make sure the Article 31 written complaint requirement is met.

What Not to Rely On

Phone calls alone. A phone call isn’t a written complaint. Under the Montreal Convention, verbal reports don’t satisfy Article 31. ^[2] Always follow up a call with a written submission.

Social media. Useful for getting attention, but a tweet or DM isn’t a formal claim. Use social media to escalate, not to initiate.

What to Expect After Filing

Acknowledgment: Most airlines acknowledge receipt within 7 to 14 days. If you don’t receive an acknowledgment within 14 days, follow up.

Processing time: Claims typically take 30 to 60 days to process. Airlines with high claim volumes may take longer, particularly during peak travel seasons.

The first offer: The airline will respond with either an approval, a partial approval, or a denial. Partial approvals are common — the airline may agree to some items but dispute others or apply heavier depreciation than you expected.

Negotiation: If the offer is below your documented claim, respond in writing with a detailed counter-offer. Reference specific items where you believe the depreciation was excessive or the denial was incorrect. You’re not obligated to accept the first offer.

If denied or ignored: You have several escalation options:

• File a complaint with the DOT’s Office of Aviation Consumer Protection at airconsumer.dot.gov. ^[5] The airline must acknowledge within 30 days and respond within 60 days.
• File a claim with your credit card’s travel protection.
• Pursue the matter in small claims court (for amounts within your state’s jurisdictional limit).
• For international flights, you have 2 years from the date of arrival to bring legal action under the Montreal Convention’s Article 35. ^[2]

Filing Deadline Quick Reference

Key Reminders

• A written claim is required for international flights under the Montreal Convention. For domestic flights, it’s the most effective way to secure full compensation. ^[2]
• Cite the specific regulation. 14 CFR Part 254 for domestic. Montreal Convention for international. ^{[1] [2]}
• Include a specific dollar amount. Vague claims get vague offers.
• Attach documentation. Receipts, photos, and itemized lists strengthen every claim.
• Send by a method that gives you proof of delivery date.
• Don’t accept the first offer without reviewing it against your documentation.
• Keep copies of everything you send.