Air France: Baggage delay compensation (UK261) — Checklist

Flight Delay Compensation (EU261/2004 and UK261): A Practical Guide

Flight delays can disrupt plans, create unexpected costs, and cause significant stress. Under EU Regulation 261/2004 (EU261) and its UK equivalent, UK261, eligible passengers may be entitled to flight delay compensation and, in many cases, additional assistance such as meals, communications, and hotel accommodation. This guide explains when compensation may apply, how much may be owed, and how to file a claim in a clear, practical way.

Eligibility for Flight Delay Compensation

Flight delay compensation typically depends on three core factors: where the flight departed from, who operated the flight, and how long the delay was at arrival. Eligibility also depends on the reason for the delay, because airlines are not required to pay compensation for certain events considered outside their control.

When EU261 generally applies

• Flights departing from an EU/EEA airport, regardless of airline nationality.
• Flights arriving into the EU/EEA from a non-EU/EEA country when operated by an EU/EEA airline.

EU261 commonly applies to flights connected to EU/EEA airports, including many situations involving flight delays and missed connections where the final arrival delay meets the threshold.

When UK261 generally applies

• Flights departing from a UK airport, regardless of airline nationality.
• Flights arriving into the UK when operated by a UK or EU/EEA airline (in operation-specific scenarios where UK261 is applicable).

UK261 closely mirrors EU261 in structure and passenger rights, including compensation tiers and the airline’s duty of care.

Arrival delay is the key measurement

Under EU261/UK261, the relevant delay is typically the delay at final destination arrival, not the delay shown at departure. Compensation is generally associated with a delay of 3 hours or more at arrival, subject to the cause of disruption and other eligibility requirements.

Extraordinary circumstances may remove compensation entitlement

Compensation may not be payable when a delay is caused by extraordinary circumstances that could not have been avoided even if the airline had taken all reasonable measures. The exact classification depends on the facts, but common categories may include certain severe weather events, air traffic control restrictions, and security risks. Routine technical issues and normal operational challenges are not automatically extraordinary; the airline typically must show that the circumstance meets the legal standard.

Compensation Amounts Under EU261/UK261

EU261 and UK261 set compensation as fixed amounts based primarily on flight distance and the length of the delay at arrival. Amounts are commonly expressed in euros under EU261 and in pounds under UK261, but the legal entitlement is based on the applicable regulation and is often paid in the currency used by the airline or agreed with the passenger.

• Up to 1,500 km: €250
• 1,500–3,500 km: €400
• Over 3,500 km: €600

For some long-haul itineraries, reduced compensation may apply in limited scenarios where the delay falls within certain thresholds. Eligibility and the amount can depend on the final arrival delay and route category.

Right to Care and Assistance During Delays

Separate from compensation, passengers may have the right to care and assistance during qualifying delays. This can apply even where compensation is not owed due to extraordinary circumstances.

• Meals and refreshments appropriate to the waiting time
• Two communications (such as calls, emails, or messages)
• Hotel accommodation and transport to/from the hotel when an overnight stay becomes necessary

When airlines do not provide care directly, passengers typically should keep receipts and request reimbursement in line with reasonable expenses. What is “reasonable” depends on the circumstances and local market rates.

How to Claim Flight Delay Compensation

A compensation claim under EU261/UK261 is usually made directly to the operating airline. The claim should be presented clearly, supported by documents, and framed around the regulation requirements: route eligibility, arrival delay length, and an explanation of why compensation should apply.

Step-by-step claim process

• Confirm eligibility based on departure/arrival location, operating airline, and arrival delay time.
• Collect evidence including booking confirmation and travel documents.
• Submit a written claim through the airline’s online form or customer relations channel, citing EU261/UK261 as applicable.
• Request reimbursement separately for care expenses if the airline failed to provide meals, hotel, or transport where required.
• Keep records of all emails, reference numbers, and responses.

What to include in the claim

• Passenger name(s) as shown on the booking
• Flight number, date of travel, and route
• Booking reference (PNR) and ticket number if available
• Final arrival delay in hours/minutes (based on arrival at destination)
• Bank details or preferred payment method where requested
• Receipts for delay-related expenses (if claiming reimbursement)

Documents to Keep for a Strong Claim

Strong documentation makes it easier to validate flight delay compensation and expense reimbursement. Passengers are generally best served by keeping both digital and paper copies.

• Booking confirmation and e-ticket receipt
• Boarding pass (digital or printed)
• Proof of delay such as airline notifications, airport screenshots, or written confirmations
• Receipts for meals, refreshments, accommodation, and transport
• Proof of payment where receipts are not itemized (where possible)

FAQ: Flight Delay Compensation Under EU261/UK261

Does compensation apply for a delay under 3 hours?

Compensation is generally associated with arrival delays of 3 hours or more, subject to route eligibility and the cause of delay. Shorter delays may still trigger the airline’s duty of care depending on the length of delay and flight distance.

Is a missed connection covered?

Missed connections can be covered when the itinerary is on a single booking and the delay results in an arrival at the final destination that meets the compensation threshold. The key factor is typically the arrival delay at final destination.

Can compensation be refused due to bad weather?

In some cases, severe weather may qualify as an extraordinary circumstance that removes compensation entitlement. Even when compensation is not payable, care and assistance obligations may still apply when the regulation conditions are met.

Does accepting vouchers affect compensation rights?

Acceptance of vouchers can affect rights depending on the terms accepted. Passengers generally should review the voucher agreement carefully before accepting, particularly if it is presented as a settlement of claims.

How long does an airline have to respond?

Response times vary by airline and jurisdiction. A written record of the claim date, reference number, and follow-up communications helps preserve the claim and supports escalation where needed.

Conclusion

EU261 and UK261 provide important protections for air passengers facing significant delays, including fixed flight delay compensation in eligible cases and practical support through the airline’s duty of care. A well-prepared claim typically includes clear route and timing information, supporting travel documents, and receipts for reasonable expenses. When applied correctly, the regulations offer a structured and enforceable path to redress after disruptive travel experiences.