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Flight Delay Compensation (EU261/2004 and UK261): What Passengers Can Claim and How to Claim It

Flight delay compensation is available to many passengers when a flight arrives significantly late and the airline is responsible under EU261/2004 or UK261. These rules set clear passenger rights for delays, cancellations, and denied boarding on eligible flights. This guide explains eligibility, compensation amounts, the claim process, what documents to prepare, and practical answers to common questions.

Eligibility for flight delay compensation

Flight delay compensation may be owed when a passenger arrives at the final destination at least 3 hours late and the delay was within the airline’s control. Eligibility depends on the route, the operating airline, and the cause of the delay.

Which flights qualify under EU261/2004

• Flights departing from an EU/EEA airport (including Iceland, Norway, and Switzerland) on any airline.
• Flights arriving into the EU/EEA when operated by an EU/EEA carrier.

Which flights qualify under UK261

• Flights departing from the UK on any airline.
• Flights arriving into the UK when operated by a UK carrier.

Delay threshold and arrival time rules

For flight delay compensation, the key time is the arrival time at the final destination, typically measured when at least one aircraft door opens and passengers are permitted to disembark. If arrival is 3 hours or more late, compensation may be due unless the airline can show the delay was caused by extraordinary circumstances.

When compensation may be refused (extraordinary circumstances)

Airlines may deny flight delay compensation if the delay was caused by extraordinary circumstances that could not have been avoided even if all reasonable measures had been taken. Common examples can include certain severe weather events, air traffic control restrictions, and airport closures. Issues that are generally within the airline’s control—such as many technical faults, resourcing problems, or operational disruptions—may still allow a claim, depending on the facts.

Connecting flights and final destination delays

For itineraries with connections booked under a single reservation, the delay is assessed against arrival time at the final destination. A short delay on the first leg can still lead to compensation if it causes a missed connection and the passenger arrives 3+ hours late overall.

Compensation amounts under EU261/2004 and UK261

EU261/2004 and UK261 provide fixed compensation bands based mainly on flight distance, and in some cases the length of the delay on arrival.

• €250 (or the UK261 equivalent in pounds) for flights up to 1,500 km
• €400 (or the UK261 equivalent in pounds) for flights within the EU/EEA over 1,500 km and for other flights between 1,500 km and 3,500 km
• €600 (or the UK261 equivalent in pounds) for flights over 3,500 km

On some long-haul routes, compensation may be reduced by 50% where the airline offers rerouting and the arrival delay falls within specific limits set by the regulation. The entitlement depends on the exact flight distance, routing, and arrival delay.

What to do during the delay: right to care

Separate from flight delay compensation, passengers may be entitled to care and assistance (sometimes called the “right to care”) while waiting, depending on delay length and flight distance. This can include meals and refreshments, communications, and—in some cases—hotel accommodation and transport between the airport and accommodation when an overnight stay becomes necessary.

If the airline does not provide appropriate care, passengers may be able to seek reimbursement for reasonable expenses, supported by receipts.

How to claim flight delay compensation

A flight delay claim is typically made directly to the operating airline. The claim should be clear, well documented, and based on EU261/2004 or UK261 as applicable.

Step-by-step claim process

• Confirm eligibility by checking route coverage (EU261/2004 or UK261) and whether arrival was 3+ hours late.
• Identify the operating airline (the carrier that flew or was scheduled to fly the aircraft), as that is usually responsible.
• Submit a written claim through the airline’s official webform or customer relations address, requesting compensation under EU261/2004 or UK261.
• Include supporting details such as booking reference, flight number, date, route, and actual arrival delay.
• Keep records of all correspondence and note response times.

What to write in the claim

A strong flight delay compensation request typically includes: passenger names, booking reference, flight details, the length of the arrival delay at the final destination, and a clear statement that compensation is requested under EU261/2004 or UK261 (whichever applies). Where the airline cites extraordinary circumstances, the claim should ask for specific evidence of the cause and what reasonable measures were taken.

If the airline rejects the claim

If an airline denies flight delay compensation, passengers may consider escalating through the airline’s complaints escalation process and, where applicable, an approved alternative dispute resolution body or a national enforcement body. The appropriate route depends on the airline and the journey, and passengers should keep all documentation for any escalation.

Documents to prepare for a flight delay claim

Good documentation improves the likelihood of a successful flight delay claim. Passengers should keep copies (screenshots or PDFs) of key items.

• Booking confirmation and itinerary showing the passenger’s route and final destination
• Boarding pass (if available) or proof of check-in
• Evidence of delay such as airline emails/SMS, airport display photos, or arrival time records
• Receipts for meals, hotels, and transport where care was not provided
• Written communication with the airline, including claim submission confirmation

FAQ: flight delay compensation under EU261/2004 and UK261

Does a delay have to be at departure or arrival?

For flight delay compensation, the key measure is the arrival delay at the final destination. A long departure delay does not automatically guarantee compensation unless it results in arrival 3+ hours late, subject to extraordinary circumstances.

Can passengers claim if they accepted refreshments or a voucher?

Receiving care such as meals or refreshments does not usually remove the right to claim flight delay compensation. Compensation and the right to care are separate entitlements.

Is compensation available for missed connections?

Connecting itineraries booked under a single reservation may qualify if the passenger arrived at the final destination 3+ hours late and the airline was responsible for the disruption, subject to extraordinary circumstances.

Does EU261/2004 apply after Brexit?

EU261/2004 continues to apply to eligible flights involving EU/EEA airports under the EU framework, while the UK applies a parallel regime known as UK261 for eligible UK-related flights.

How much compensation can passengers claim?

Compensation is typically fixed at €250, €400, or €600 (with UK261 equivalents in pounds) depending on flight distance and, in some cases, the delay after rerouting.

Conclusion

Flight delay compensation under EU261/2004 and UK261 can provide meaningful reimbursement when passengers arrive 3 or more hours late on an eligible flight and the airline is responsible. A successful flight delay claim is usually built on clear eligibility, accurate flight details, and strong supporting documents. By understanding passenger rights, compensation amounts, and the correct claim process, travellers can pursue what the regulations provide in a practical and well-supported way.