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Flight Delay Compensation Under EU261/2004 and UK261

Passengers facing flight delays may have rights to compensation and assistance under EU Regulation 261/2004 (EU261) or its UK equivalent (UK261). These rules can apply when a flight is significantly delayed and certain eligibility conditions are met. This guide explains when compensation may be available, how much can be claimed, and how to submit a claim in a practical, well-documented way.

Eligibility for Flight Delay Compensation

EU261 or UK261 may apply depending on the flight’s departure location, the airline’s operating licence, and whether the journey is covered by the relevant regulation.

When EU261 may apply

• Departing from an EU/EEA airport (including Iceland, Norway, and Switzerland), regardless of the airline’s nationality.
• Arriving into the EU/EEA on an EU/EEA-based carrier (for example, flights arriving from a non-EU country into the EU when operated by an EU/EEA airline).

When UK261 may apply

• Departing from a UK airport, regardless of airline nationality.
• Arriving into the UK on a UK-based carrier (for example, flights arriving from outside the UK when operated by a UK airline).

Delay threshold for compensation

For delay compensation, the most important measure is typically the arrival delay at the final destination. Compensation may be due when the passenger arrives 3 hours or more late, provided the disruption was not caused by extraordinary circumstances and other conditions are satisfied.

Extraordinary circumstances (when compensation may not be owed)

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. Examples can include certain severe weather events or air traffic control restrictions. Whether a situation qualifies depends on the specific facts, and passengers may consider requesting a clear written explanation and supporting evidence from the airline.

Compensation Amounts for Flight Delays

Under EU261/UK261, compensation amounts are generally linked to the flight distance and the length of the delay at arrival. The standard bands are:

• €250 for flights up to 1,500 km
• €400 for flights between 1,500 km and 3,500 km
• €600 for flights over 3,500 km

Under UK261, compensation is typically paid in GBP at the applicable statutory equivalent levels used by UK carriers/regulators.

What distance means in practice

Distance is usually calculated as the great-circle distance between the departure airport and the final destination on the booking. For connecting itineraries, the final destination is typically the endpoint shown on the same ticket or booking reference.

Right to Care and Assistance During a Delay

Separate from cash compensation, EU261/UK261 can require airlines to provide care and assistance when a delay reaches certain thresholds (depending on distance). This can include:

• Meals and refreshments in reasonable relation to waiting time
• Two communications (such as phone calls, emails, or messages)
• Hotel accommodation and transport between the airport and hotel when an overnight stay becomes necessary

If an airline fails to provide required care, passengers may keep receipts and request reimbursement of reasonable expenses.

How to Claim Flight Delay Compensation

A structured claim improves the chances of a faster, more accurate outcome.

Step 1: Confirm the operating carrier and delay at arrival

Compensation claims are typically made against the operating airline (the airline that actually flew or was due to fly the flight), not necessarily the company that sold the ticket. The key is the arrival time at the final destination, not the departure delay.

Step 2: Submit a claim to the airline

Airlines usually provide online forms or customer relations contact channels for EU261/UK261 claims. A claim may include:

• Passenger names as on the booking
• Booking reference/ticket number
• Flight number, date, and route
• Actual arrival delay time (if known)
• Request for compensation under EU261/2004 or UK261 as applicable

Step 3: Keep communication in writing

Written communication helps preserve a clear record of what the airline said, when it responded, and what evidence it relied on (for example, if it cites extraordinary circumstances).

Step 4: Escalate if the claim is refused or ignored

If the airline rejects the claim and the passenger believes the refusal is incorrect, escalation options may be available depending on the route and airline, including alternative dispute resolution schemes where applicable, a national enforcement body in the relevant jurisdiction, or court proceedings where appropriate. The best route depends on the specific facts, the applicable regulation (EU261 or UK261), and the airline’s dispute resolution membership.

Documents and Evidence to Support a Claim

Good documentation is often the difference between a smooth payout and a long dispute. Passengers may keep:

• Boarding pass and e-ticket confirmation
• Booking confirmation showing the itinerary and final destination
• Proof of arrival time (for example, airline notification, airport records, or screenshots from official flight status pages)
• Receipts for meals, transport, and hotel costs if claiming reimbursement for care
• Written messages from the airline about the delay cause and disruption handling

FAQ: Flight Delay Compensation

Is compensation based on departure delay or arrival delay?

For EU261/UK261 delay compensation, the key measure is typically arrival delay at the final destination. A late departure does not automatically mean compensation if the flight arrives less than 3 hours late.

Do connecting flights count as one journey?

When flights are on the same booking to a final destination, the arrival delay is generally assessed at the final destination, not at intermediate stops.

Can compensation be claimed if the airline offered vouchers or miles?

Passengers may consider reading the terms carefully. Accepting vouchers may involve agreeing to conditions. EU261/UK261 compensation is typically payable in money unless the passenger voluntarily agrees to an alternative form such as vouchers.

Does bad weather always mean no compensation?

Not always. Some weather-related situations may qualify as extraordinary circumstances, but the airline may still have duties to provide care. Each case depends on the actual conditions and whether the airline took reasonable measures.

How long does an airline have to respond?

Response times vary by airline and jurisdiction. Passengers may keep records of submission dates and follow up in writing if the airline does not respond within a reasonable timeframe.

Conclusion

EU261/2004 and UK261 can provide valuable protections when passengers arrive at their destination 3 hours or more late, including fixed-sum compensation in many eligible cases and practical assistance during long waits. A successful claim usually depends on confirming which regulation applies, documenting the arrival delay, keeping receipts for reasonable expenses, and presenting a clear written request to the operating airline.