ITA Airways: Baggage delay compensation (Turkey SHY Passenger) — Documents You Need

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

Flight disruption can be stressful and expensive. Under EU261/2004 and the UK version of the same rules (often called “UK261”), some passengers may be entitled to flight delay compensation and additional care such as meals, refreshments, and hotel accommodation. This guide explains when compensation may apply, how much may be available, and how to make a claim in a clear, practical way.

Eligibility for flight delay compensation

EU261/2004 and UK261 can apply depending on the route and the airline. Eligibility generally depends on where the flight departs from, where it arrives, and whether the operating airline is based in the EU/EEA/UK.

When EU261/2004 may apply

• Departing from the EU/EEA (including Iceland, Norway, and Switzerland): EU261/2004 may apply to any airline operating the flight.
• Arriving in the EU/EEA from a non-EU/EEA country: EU261/2004 may apply if the operating airline is an EU/EEA carrier.

When UK261 may apply

• Departing from the UK: UK261 may apply to any airline operating the flight.
• Arriving in the UK from outside the UK: UK261 may apply if the operating airline is a UK carrier.

Delay length and “arrival time”

Compensation is typically linked to the delay at the final destination. The commonly used benchmark is an arrival delay of 3 hours or more at the final destination. “Arrival” generally refers to when at least one aircraft door is opened and passengers are permitted to disembark.

Situations where compensation may not be owed

Even if a flight arrives 3 hours or more late, compensation may not be payable when the disruption was caused by extraordinary circumstances that could not have been avoided even if all reasonable measures had been taken. Whether a particular situation qualifies can depend on the facts and evidence.

Connecting flights and final destination

If the journey was booked as a single itinerary with connections, the relevant delay is usually calculated at the final destination, not at an intermediate stop.

Compensation amounts under EU261/UK261

Under EU261/2004 and UK261, compensation amounts are set and largely depend on the flight distance and total delay on arrival. Amounts are typically expressed in euros under EU261 and in pounds under UK261, but the underlying structure is similar.

EU261/2004 fixed compensation (commonly used bands)

• €250 for flights up to 1,500 km
• €400 for flights within the EU/EEA over 1,500 km, and for other flights between 1,500 km and 3,500 km
• €600 for flights over 3,500 km

UK261 fixed compensation (UK equivalent)

• £220 for flights up to 1,500 km
• £350 for flights between 1,500 km and 3,500 km, and certain UK/EU comparable bands
• £520 for flights over 3,500 km

Care and assistance during long delays

Separate from compensation, EU261/UK261 can require airlines to provide care and assistance during extended delays, which can include:

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

These duties can apply even when the delay stems from extraordinary circumstances.

How to claim flight delay compensation

A passenger who believes the delay qualifies may claim directly from the airline. The most straightforward approach is usually a written claim through the airline’s official customer relations channel.

Step-by-step claim process

• Confirm eligibility: Check route, operating carrier, and arrival delay at the final destination.
• Collect evidence: Keep booking confirmation, boarding pass, and any delay notifications.
• Submit a claim to the airline: Provide flight number, date, booking reference, passenger names, and the claimed amount under EU261/UK261.
• Request a reason for the delay in writing: This can be important if extraordinary circumstances are claimed.
• Keep records: Save screenshots, emails, receipts, and notes of any conversations.

Claiming expenses for meals, hotels, and transport

If care was not provided, passengers may request reimbursement for reasonable, necessary expenses. Receipts and proof that the airline did not provide assistance can strengthen a request.

Time limits

Time limits for bringing a claim can vary by jurisdiction and local rules, and they may depend on whether EU261/2004 or UK261 applies. Passengers typically benefit from acting as soon as possible while evidence is easy to obtain.

Documents to prepare

Having the right documents ready can make a claim smoother and reduce delays in processing.

• Booking confirmation or e-ticket
• Boarding pass (or proof of check-in)
• Flight details (flight number, route, date, scheduled and actual arrival times)
• Written notifications from the airline (SMS, emails, app alerts)
• Receipts for meals, accommodation, transport, and communications (if claiming reimbursement)
• Bank details for payment (where requested by the airline)

FAQ

Does a passenger need travel insurance to claim under EU261/UK261?

No. EU261/2004 and UK261 are passenger-rights regimes that can apply regardless of travel insurance. Insurance may help with additional losses, but it is separate from statutory compensation and care.

Is compensation owed for a delay caused by bad weather?

Not necessarily. If the airline shows the delay was caused by extraordinary circumstances and that it took all reasonable measures to avoid the disruption, compensation may not be payable. Care and assistance obligations may still apply during long waits.

Can compensation be claimed if the airline offered a voucher?

Passengers are not generally required to accept a voucher in place of cash compensation. If a voucher is accepted, it is typically wise for passengers to ensure the terms are clear and that acceptance does not waive other rights unintentionally.

What if a passenger missed a connection due to a late first flight?

If the trip was booked under one itinerary, the relevant delay is typically assessed at the final destination. A missed connection that leads to an arrival delay of 3 hours or more may qualify, subject to route scope and extraordinary circumstances.

Do these rules apply to all airlines?

Coverage is based on route and operating carrier. Flights departing the EU/EEA or the UK are often covered regardless of airline. Flights arriving into the EU/EEA or the UK from outside those areas are typically covered only when operated by an EU/EEA or UK carrier, respectively.

Conclusion

EU261/2004 and UK261 can provide meaningful rights when a flight arrives substantially late, including fixed compensation in qualifying cases and practical support during extended delays. A strong claim generally relies on clear facts: the operating airline, the route, and the delay at the final destination, backed by booking documents and receipts. Passengers who keep records and submit a detailed written request to the airline are typically best positioned to obtain the compensation or reimbursement the regulations allow.