Business travel baggage: airline rules in Brazil

A checked bag that was not included in the fare, a laptop that has to stay in the cabin, a product sample case over the weight limit. Baggage looks like a detail, but on work trips it creates unplanned costs, airport queues and, sometimes, meetings without the material they need. Business travel baggage deserves a clear rule in the company’s travel policy.

At ArrowTur, which has managed corporate travel since 1989, we often see the same story: the traveler picks the cheapest fare, finds out at check-in that it does not include a checked bag and pays the difference at the airport, almost always at a higher price. Below we cover what the rules of ANAC (Brazil’s National Civil Aviation Agency) say for flights in Brazil, what varies between airlines and how to organize it in your company.

What ANAC guarantees and what each airline decides

The general rules for flights in Brazil are set out in ANAC Resolution No. 400/2016 (in Portuguese). For baggage, the main points are:

• Carry-on baggage: the airline must allow at least 10 kg per passenger free of charge, within the size and number of pieces set in the transport contract. For safety reasons or lack of space on the aircraft, the airline may restrict weight and content and ask for the bag to be checked.
• Checked baggage: it is an ancillary service. Each fare may include one, more than one or no checked bag, and the airline sets the weight, size and price.
• Personal item: according to ANAC’s baggage page (in Portuguese), passengers may also bring a personal item, such as a small bag or backpack that fits under the seat.

Carry-on dimensions and checked baggage prices change from one airline to another and between domestic and international flights. The subject is also under discussion in Brazil’s Congress, so check the fare conditions at the time of purchase, not based on your last trip.

How the fare you choose changes the cost of baggage

Airlines sell fare families with different rules: the most basic ones usually do not include a checked bag, and the most flexible ones usually include one or more. When comparing prices, this matters. A basic fare plus a bag bought later may cost more than a fare that already includes baggage.

Some practical guidelines for the travel policy:

• One- or two-day trips: a carry-on is usually enough. The fare without a checked bag tends to be the cheapest.
• Long trips, trade fairs and technical visits: compare the total price, bag included, before issuing the ticket.
• Extra baggage: when needed, buy it together with the ticket. Paying for a bag at the airport counter usually costs more.
• Legs operated by different airlines: check the rule for each leg, especially on international connections.

Equipment, product samples and work materials

Many business trips involve more than clothes: laptops, projectors, tools, samples, banners, trade fair material. Each one needs some care.

Electronics and valuables

ANAC recommends carrying electronics and valuables in your carry-on or personal item, not in checked baggage. For employees traveling with a company laptop, this also protects data: the device always stays with the traveler. Batteries and power banks have their own safety rules; check ANAC’s list of items not allowed in carry-on baggage (in Portuguese) and the airline’s rules before boarding.

Samples, tools and large items

Work tools may be restricted in the cabin, and large or heavy items are usually charged as special or excess baggage. Tell your agency in advance: it can check the airline’s rule, buy the right allowance and, for large volumes, assess whether shipping by courier is cheaper and safer.

Liquids on international flights

On international flights, liquids in carry-on baggage are subject to a volume limit per container. ANAC explains the rule on its page about liquids on international flights (in Portuguese). Liquid product samples generally need to be checked.

When a bag is delayed, lost or damaged

Even when everything is done right, a bag may not arrive. In these cases, the guidance for the traveler is:

• Report the problem right away at the airline counter in the arrivals area, with the baggage claim tag.
• Deadlines to find the bag: under Resolution No. 400, the airline has up to 7 days on domestic flights and up to 21 days on international flights to return the bag to the address provided. If it is not found, the airline must compensate the passenger within 7 days.
• Emergency expenses: passengers away from home are entitled to reimbursement of expenses while they are without their bag, within limits set by the airline, paid within 7 days of presenting the receipts.
• Damaged or tampered bags: the claim must be filed within 7 days of receiving the bag.

For the company, it helps to agree in advance how the traveler pays for emergency expenses (corporate card or cash advance) and who follows up on the reimbursement claim. Travel insurance may also cover lost baggage on international trips.

What to include in the travel policy

A simple rule prevents most doubts:

• when the company pays for a checked bag (by number of nights, type of trip or destination);
• who approves extra baggage and special items;
• the guideline to buy baggage together with the ticket, not at the airport;
• how to carry company laptops and equipment;
• what to do if a bag is lost and how to report the expenses.

With the rule in writing, travelers know what they can choose and managers can track baggage spending in monthly reports.

Business travel baggage with ArrowTur

At ArrowTur, baggage is part of the quote from the start: we compare fares with and without checked bags by total price, issue the right allowance together with the ticket and advise travelers on equipment, samples and international connections. If a bag is delayed or lost, our team helps the traveler file the report and follows up with the airline, Monday to Friday, 7 a.m. to 7 p.m. (Brasília time), with emergency support outside those hours.

Learn about our corporate travel management, talk to our sales team on WhatsApp or by phone at +55 11 5189-4120, or use our Contact us page.

Read also: Corporate travel insurance: what it covers and when it’s required.

Frequently asked questions

How many kilos can I take in my carry-on?

On flights in Brazil, ANAC Resolution No. 400 guarantees at least 10 kg free of charge, within the size set by each airline. The airline may restrict the weight for safety reasons or lack of space on the aircraft.

Is checked baggage free?

It depends on the fare. Checked baggage is an ancillary service: some fares include it, others do not. Check at the time of purchase and compare the total price.

What should I do if my bag does not arrive?

Report it at the airline counter before leaving the airport, and keep the report and the receipts for emergency expenses. The deadline to find the bag is 7 days on domestic flights and 21 days on international flights.