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Flight Delay Compensation Guide Under EU261/2004 and UK261

Passengers departing from the EU, or flying into the EU on an EU/EEA/Swiss carrier, may have rights to flight delay compensation and assistance under EU Regulation 261/2004 (EU261). Passengers departing from the UK, or flying into the UK on a UK or EU carrier after Brexit, may have similar rights under the UK’s retained version of the rules (UK261). This guide explains when flight delay compensation may apply, how much passengers may be entitled to, and how to make a claim in a practical, step-by-step way.

Eligibility for flight delay compensation (EU261/2004 and UK261)

Compensation for a delayed flight is generally linked to the length of delay on arrival, the flight distance, and the cause of the disruption. The rules apply to many common passenger journeys, but eligibility depends on route and airline.

When EU261 may apply

• Flights departing from the EU/EEA/Switzerland: EU261 typically applies regardless of the airline.
• Flights arriving in the EU/EEA/Switzerland: EU261 typically applies when the operating carrier is an EU/EEA/Swiss carrier.

When UK261 may apply

• Flights departing from the UK: UK261 typically applies regardless of the airline.
• Flights arriving in the UK: UK261 typically applies when the operating carrier is a UK carrier (and, in many practical situations, may overlap with EU261 depending on route and carrier).

Arrival delay threshold typically required for compensation

Under EU261/UK261 principles, compensation for delay is generally considered when a passenger arrives at the final destination 3 hours or more later than scheduled. “Arrival” is typically measured by the time at least one aircraft door is opened and passengers are permitted to disembark.

Extraordinary circumstances and when compensation may be denied

Airlines may refuse compensation if the delay was caused by extraordinary circumstances that could not have been avoided even if all reasonable measures had been taken. Whether a situation qualifies depends on the facts. Passengers may still be entitled to care and assistance even when compensation is not payable.

Connecting flights and final destination

For itineraries involving connections booked under a single reservation, eligibility is usually assessed based on the delay in arrival at the final destination, not the delay of the first leg alone. Missed connections caused by an initial delay may therefore be relevant if they result in arriving 3+ hours late overall.

Compensation amounts (EU261/2004 and UK261)

When compensation is due under EU261 or UK261, the amount is generally based on flight distance. Under EU261, amounts are typically expressed in euros. Under UK261, the amounts are normally presented in pounds sterling, aligned with the UK framework.

• Up to 1,500 km: typically €250 (EU261) or the UK equivalent under UK261.
• 1,500–3,500 km: typically €400 (EU261) or the UK equivalent under UK261.
• Over 3,500 km: typically €600 (EU261) or the UK equivalent under UK261.

In some scenarios, the compensation may be reduced by 50% where the airline offers an alternative routing and the arrival delay stays within certain time limits based on distance. The specific reduction depends on the passenger’s rerouting and the resulting delay at the final destination.

Right to care and assistance during a delay

Separate from compensation, passengers may be entitled to care and assistance during qualifying delays. This can include meals and refreshments, and where necessary, hotel accommodation and transport between the airport and accommodation. Eligibility generally depends on delay length and flight distance, and on the airline’s responsibilities at the time.

When an airline does not provide care directly, passengers who reasonably purchase essentials may seek reimbursement, keeping spending proportionate and retaining receipts.

How to claim flight delay compensation

A flight delay compensation claim is normally made to the operating carrier (the airline that operated the flight), not necessarily the company that sold the ticket. A practical approach is to submit a written claim with complete supporting documents and clear timelines.

Step-by-step claim process

• Confirm applicability: check whether EU261 or UK261 applies based on departure/arrival and carrier.
• Confirm arrival delay at final destination: document the scheduled vs actual arrival time.
• Identify the flight distance band: determine which compensation category may apply.
• Submit a claim to the airline: use the airline’s online form or customer relations email and keep copies.
• Request reimbursement for care (if applicable): attach receipts for meals, transport, and accommodation if the airline did not provide them.
• Escalate if refused: consider the airline’s complaint process and any applicable alternative dispute resolution (ADR) or regulator guidance for the jurisdiction.

Claim wording and what to include

A clear claim typically includes: passenger name(s), booking reference, flight number, travel date, route, scheduled and actual arrival time, and a request for compensation under EU261/2004 or UK261 as applicable. Where the airline cites extraordinary circumstances, passengers may request a written explanation and any evidence relied upon, while keeping communications polite and factual.

Documents to prepare

Strong documentation helps support a flight delay compensation request and any reimbursement claim.

• Boarding pass or confirmation of check-in
• Booking confirmation and itinerary showing connections (if any)
• Proof of delay: airline notifications, emails/SMS, airport screenshots, or timestamps
• Receipts for meals, refreshments, taxis, hotels, and other necessary expenses
• Written records: notes of announcements, queue times, and staff instructions

FAQ

Does compensation apply to short delays?

Compensation is generally associated with arriving at the final destination 3 hours or more late, if the delay was not caused by extraordinary circumstances. Shorter delays may still trigger assistance rights depending on the situation and length of wait.

Is compensation based on departure delay or arrival delay?

It is typically assessed based on arrival delay at the final destination. A flight may depart late but arrive with a smaller delay, or depart near on time but arrive significantly late.

Can passengers claim if they accepted vouchers or meals?

Receiving care such as meals or refreshments generally does not remove compensation rights where compensation is otherwise due. However, passengers should read any documents offered at the airport carefully to ensure they are not unintentionally waiving claims.

Do passengers have rights if the airline blames weather or air traffic control?

Airlines may treat severe weather or air traffic control restrictions as extraordinary circumstances. Compensation may be denied in those cases, but passengers may still be entitled to care and assistance depending on the delay and circumstances.

Who pays compensation for codeshare flights?

Claims are generally directed to the operating carrier that ran the flight, even if the ticket was sold under another airline’s code.

Conclusion

EU261/2004 and UK261 can provide meaningful protections when a flight is delayed, including potential compensation for long arrival delays and practical support such as meals and accommodation. Passengers improve their chances of a smooth outcome by confirming which regulation applies, documenting the arrival delay at the final destination, keeping receipts, and submitting a clear claim to the operating airline.