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Top Ten Tips to Prevent Wheelchair Damage on Flights
- jennifer96117
- Dec 27, 2025
- 6 min read
Including tips on what to do if damage happens to your wheelchair
According to DOT data, airlines mishandled 11,527 wheelchairs and scooters in 2023. The possibility of a damaged wheelchair is a big reason why many wheelchair users are afraid to fly, and it is not unwarranted. Airlines treat wheelchairs the same as they treat luggage, and that means that efficiency is usually prioritized over care.
It’s the holidays. Christmas is only days away, and since more people than usual are taking to the sky this week, I thought it would be a good idea to go over a few tips I have learned to help prevent wheelchair damage on flights.
Please note that the laws and regulations that I cover are for the United States only, so if you are not flying in the US, some of these tips may not apply to you.
1. Know Your Rights / Bring a Copy With You
The Air Carrier Access Act (ACAA) protects the rights of travelers with disabilities while flying. It is a part of the DOT’s Air Passenger Bill of Rights, which is a complete list of the rights you have onboard a commercial aircraft as someone with a disability. These rights include “The right to travel with an assistive device or service animal”. This means that:
Airlines must allow assistive devices as carry-ons in the cabin free of charge, consistent with safety rules.
Assistive devices must not count against the passenger’s carry-on limit.
Priority in-cabin stowage (either a closet or a row of seats designated for seat strapping) must be available for at least one normal-sized collapsible manual wheelchair in any aircraft with 100 or more passenger seats.
Manual wheelchairs that cannot be transported in the cabin must be transported in the cargo compartment, consistent with safety and security requirements.
Airlines must accept a battery-powered wheelchair if it fits in the cargo compartment and can be transported consistent with safety and security requirements.
Airlines must also provide for the checking and timely return of assistive devices at the gate for use in the terminal. Should an airline lose, damage, or destroy the wheelchair or other assistive device, the airline must provide compensation in an amount up to the original purchase price of the wheelchair or device.
Some believe that airlines are no longer responsible for damage costs after Trump’s administration paused the enforcement of new airline rules enacted by the Biden administration, but that is not the case. Airlines were responsible for wheelchair damage before the new rules were established.
I recommend reading through all of the bill of rights, and bring a copy with you when travelling. If an airline is breaking the laws set forth by the ACAA and the Department of Transportation, a physical version can help your case.
2. Notify the Airline At Least 48 Hours In Advance
However, I recommend that you call them as soon as you can. You will want to let them know your wheelchair’s make, weight, dimensions, and type of battery. Although the FAA has its own set of battery rules, which you can find here, airlines may have additional requirements. It is always good to check with them first to make sure that your wheelchair battery can be accommodated.
Ask if you will be allowed to gate check. Also, if you need a transfer or aisle chair, make sure that you request one. These chairs are used to transport people from their personal wheelchairs at the gate to their seats inside the plane. If you aren’t able to walk from the gate to your seat, then an aisle chair is a necessity. They should also ask you if you will need help transferring from the different chairs by airline staff, or if you can do it on your own or with the help of a companion.
3. Prepare Your Wheelchair
There are many ways to prepare your wheelchair beforehand, and what you decide to do may depend on whether or not you will be using the wheelchair at the airport. Here are some suggestions:
Take loose (ex: footrests) or valuable parts off the wheelchair, and store them in an extra checked-in suitcase. You can check in a suitcase with medical equipment for free.
If you are unable to take items off the wheelchair that can be easily broken or damaged, label them with fragile stickers. The larger the better.
Tape instructions on how to operate, disassemble, and reassemble the wheelchair somewhere where the ground crew can easily see it. To make sure it doesn’t fall off, tape over the whole paper with clear packing tape.
Some people like to use bubble wrap or foam.
Prepare your battery as directed by the airline, if your wheelchair has one.
4. Gate Check If Possible
Gate check means bringing your wheelchair to the terminal gate and leaving it with the flight attendant before entering the aircraft. This significantly reduces your chances of damage since your wheelchair has less time in the airline’s hands and is not subject to conveyor belts. When you check in your wheelchair with your checked luggage, the wheelchair is treated to the same conveyor belt system as your bag. These conveyor belts are long, fast, and prone to bumping and damaging fragile objects. For example, here is a video of the conveyer system at the Sea-Tac airport in Washington.
5. Check Wheelchair Insurance
If you purchase insurance for your wheelchair, make sure it covers damage from flights. If it does not, see how much the airline would cover if it becomes damaged. The bill of rights states that airlines are required to provide compensation up to the original purchase price. This means that they may not always give you enough money to replace it.
6. Take Pictures of Your Chair Directly Before and After the Flight
This will help your case in the event that your wheelchair does become damaged, and you need to file a complaint with the Office of Aviation Consumer Protection (more info on that below) or file a claim with your insurance. Be sure to take multiple detailed pictures, and make sure to focus on areas of the wheelchair that you think could easily break. Some of these areas may be the battery compartment, foot rest, handles, or joystick.
7. Consider a Rental
If you are capable of using a rental, I always recommend that my clients do so. This way, if the wheelchair gets damaged on your trip, it isn’t your personal one. You may be liable for the damage to the rental, but you won’t be stuck with a broken wheelchair upon your return. You can either rent the wheelchair at a local mobility equipment store next to your home, or you can wait and rent at your destination. If you are going on a cruise, Special Needs at Sea and Scootaround offers wheelchairs, scooters, and powerchairs delivered straight to your cabin or hotel room, whichever is more convenient. They also offer other medical equipment like hospital beds, shower chairs, and more.
If you are renting from a location that is close to home, see if they have any locations at your destination.
8. Look Up Wheelchair Repair Shops or Rental Places at Your Destination
Write down multiple places, including their address and phone numbers. That way, if your wheelchair gets damaged, you will immediately know where to go.
9. If Your Wheelchair is Damaged, Alert the Airline, Then File a Complaint to the Office of Aviation Consumer Protection
If your wheelchair gets damaged, your first step is to contact the airline. Ask for the Complaint Resolution Official (CRO) or a supervisor. The CRO is an expert on disability-related issues and has the power to resolve complaints. However, if that doesn’t work, you will need to contact the Office of Aviation and Consumer Protection to file a complaint. You can do so here. You will need your ticket, itinerary, invoice, flight details, and any supporting documentation.
You can also call the DOT Office of Aviation Consumer Protection’s Disability Hotline at 1-800-778-4838. The hotline is staffed 9-5 on weekdays, EST.
10. TSA Cares
If you are worried about your wheelchair going through security, TSA Cares can help you through the process. TSA Cares “provides information on security procedures aimed to help passengers with disabilities, medical conditions and individuals needing additional assistance to better prepare for the security screening process.” If you would like to request help and your flight is within 72 hours, you can call TSA Cares at (855) 787-2227. For flights outside of the 72-hour window, please use this form.
I hope these ten tips help you. If you are still concerned about travelling with a wheelchair, feel free to reach out! As a travel agent, I can help you find unique itineraries that are specifically accessible to you.
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