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Flight Delay Compensation Guide (EU261/2004 and UK261)

Flight disruption can be stressful, but European passenger rights laws may offer financial compensation and practical assistance when a flight is delayed, cancelled, or overbooked. This guide explains how flight delay compensation works under EU261/2004 and UK261, who may be eligible, what compensation amounts may apply, and how to file a claim in a clear, step-by-step way.

Eligibility for flight delay compensation

Eligibility depends on the route, the airline, the length of delay at arrival, and the cause of disruption. EU261/2004 (often referred to as EU261) applies to many flights connected to the European Union, while UK261 applies to many flights connected to the United Kingdom. The rules are similar, with UK261 reflecting retained EU law after Brexit for covered journeys.

When EU261/2004 may apply

• Flights departing from an EU/EEA airport, regardless of airline nationality
• Flights arriving in the EU/EEA when operated by an EU/EEA-based carrier

When UK261 may apply

• Flights departing from a UK airport, regardless of airline nationality
• Flights arriving in the UK when operated by a UK-based carrier

Delay threshold that may trigger compensation

Compensation for delay is generally assessed by the arrival delay (time the aircraft door opens at the destination). Under EU261/UK261, compensation may be due when the arrival delay is 3 hours or more, provided the disruption was not caused by extraordinary circumstances.

Extraordinary circumstances that may defeat a compensation claim

Airlines generally do not owe EU261/UK261 compensation when the delay or cancellation was caused by extraordinary circumstances that could not have been avoided even if all reasonable measures had been taken. Commonly cited examples can include some severe weather events, certain air traffic control restrictions, and certain security risks. Operational issues within the airline’s control are less likely to qualify as extraordinary circumstances.

Connections and re-routes

For itineraries with connecting flights booked under the same reservation, the key measure is typically the delay at final destination. If a missed connection leads to an arrival delay of 3 hours or more, compensation may apply if the itinerary is covered by EU261/UK261 and no extraordinary circumstances apply.

Compensation amounts (EU261/2004 and UK261)

EU261/UK261 compensation amounts are generally based on flight distance and the length of delay at arrival. Compensation is typically payable in cash, bank transfer, or other forms offered by the airline, although passengers generally cannot be forced to accept vouchers.

Standard compensation bands (distance-based)

• Up to 1,500 km: €250 (EU261) or the UK261 pound-equivalent amount
• 1,500–3,500 km: €400 (EU261) or the UK261 pound-equivalent amount
• Over 3,500 km: €600 (EU261) or the UK261 pound-equivalent amount

Reduced compensation in certain re-routing scenarios

EU261/UK261 can allow a reduction in compensation in some cases where the airline offers re-routing and the passenger reaches the final destination with a shorter delay than certain thresholds tied to distance. Whether a reduction applies depends on the specific delay and the replacement travel offered.

Right to care: meals, communication, and accommodation

Separate from compensation, EU261/UK261 can require airlines to provide assistance (right to care) during qualifying delays. This may include meals and refreshments, communication (such as calls or emails), and hotel accommodation plus transport to/from the hotel when an overnight stay becomes necessary.

When the right to care may apply

The right to care can be triggered at different delay lengths depending on flight distance. In practice, when a delay becomes significant, passengers can request written confirmation of the disruption and ask the airline how it will provide assistance.

If the airline does not provide care

If the airline fails to provide the required assistance, passengers may be able to claim reimbursement for reasonable and necessary expenses. Receipts and evidence of the delay are important.

How to file a flight delay compensation claim

A compensation claim is usually made directly to the operating airline (the airline that actually flew or was supposed to fly the flight). Many carriers provide online claim forms for EU261/UK261.

Step-by-step claim process

• Collect key flight details: booking reference, flight number, travel date, and route
• Confirm arrival delay: aim to document the actual arrival time at the gate (door opening time)
• Identify coverage: confirm whether EU261/UK261 applies based on the departure/arrival airport and carrier
• Submit a written claim: request compensation under EU261/2004 or UK261, and include passenger names and payment details
• Keep records: save emails, screenshots, and any airline communications regarding the disruption

Claiming for cancellations and denied boarding

EU261/UK261 also covers many cancellations and denied boarding situations. Compensation and refund or re-routing rights may apply depending on notice given, re-routing offered, and the reason for disruption. The same extraordinary circumstances principle may apply to compensation.

Time limits (limitation periods)

Time limits for bringing a claim can vary by country and circumstances. Passengers typically benefit from submitting a claim as soon as possible while documentation is readily available.

Documents to support a compensation claim

Strong documentation can make an airline claim easier and faster to resolve. The following items are commonly useful.

• Booking confirmation and e-ticket itinerary
• Boarding pass (or proof of check-in)
• Receipts for meals, transport, or accommodation (if claiming reimbursement)
• Written disruption confirmation from the airline where available
• Photos or screenshots of airport boards and airline messages showing delay or cancellation

FAQ: flight delay compensation

Is compensation based on departure delay or arrival delay?

For EU261/UK261 delay compensation, eligibility is generally assessed by the arrival delay at the final destination.

Can passengers claim compensation if the flight is delayed due to bad weather?

Compensation may be refused if the cause qualifies as extraordinary circumstances and the airline could not have avoided the disruption even with reasonable measures. The right to care may still apply depending on the situation.

Does compensation apply when a passenger accepts re-routing?

Compensation may still be due if the passenger arrives at the final destination 3 hours or more late and no extraordinary circumstances apply. In some re-routing scenarios, the compensation amount may be reduced if arrival is within certain thresholds.

Can passengers claim both a refund and compensation?

Refund/re-routing rights and compensation are separate concepts under EU261/UK261. Depending on the disruption type and the choices made, a passenger may be entitled to a refund or re-routing, and may also be entitled to compensation if eligibility conditions are met.

What if the airline offers vouchers instead of money?

Airlines may offer vouchers, but compensation is typically payable in money unless the passenger agrees to an alternative form.

Conclusion

EU261/2004 and UK261 can provide meaningful rights when a flight is delayed, including potential compensation for long arrival delays and practical assistance at the airport. A successful claim usually depends on confirming that the flight is covered, that the arrival delay meets the threshold, and that the cause does not qualify as extraordinary circumstances. Keeping clear documentation and submitting a structured claim to the operating airline can improve the chances of a timely outcome.