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Flight Delay Compensation (EU261/2004 and UK261): Eligibility, Claim Amounts, and How to Claim

Flight delays can disrupt plans, create unexpected costs, and add stress to travel. Under EU Regulation 261/2004 (EU261) and the UK equivalent (UK261), many passengers may be entitled to fixed compensation and reimbursement or care in specific situations. This guide explains when flight delay compensation may apply, how much compensation may be available, and how a passenger can make a claim in a practical, legally accurate way.

Eligibility for flight delay compensation under EU261 and UK261

EU261 and UK261 provide passenger rights when a flight is delayed and the airline is responsible, unless the airline can show that the delay was caused by extraordinary circumstances. The rules apply differently depending on the departure airport, the operating airline, and the arrival location.

When EU261 may apply

• Departing from an EU/EEA airport (including Iceland, Norway, and Switzerland): EU261 generally applies regardless of the airline’s nationality.
• Arriving into the EU/EEA on an EU/EEA-licensed airline: EU261 may apply even if the flight departs from outside the EU/EEA.

When UK261 may apply

• Departing from a UK airport: UK261 generally applies regardless of the airline’s nationality.
• Arriving into the UK on a UK-licensed carrier: UK261 may apply even if the flight departs from outside the UK.

Delay length required for compensation

For fixed compensation, the key threshold is typically an arrival delay of 3 hours or more at the final destination. The delay is measured at the time at least one aircraft door is opened and passengers are permitted to disembark.

Extraordinary circumstances (when compensation may be refused)

Compensation may be refused if the airline can prove the delay was caused by extraordinary circumstances that could not have been avoided even if all reasonable measures had been taken. This is fact-specific. In practice, airlines commonly cite events such as severe weather or air traffic control restrictions. A passenger can still request evidence and may challenge the refusal where appropriate.

Connecting flights and final destination

For journeys involving connections booked under a single reservation, the arrival delay is assessed at the final destination. A short delay on the first leg can still lead to compensation if it causes a missed connection and the arrival at the final destination is 3 hours late or more.

Compensation amounts for flight delays

EU261 and UK261 provide fixed compensation bands based primarily on flight distance and the length of the delay. The amounts below are the standard compensation levels widely associated with arrival delays of 3 hours or more, subject to eligibility and extraordinary circumstances.

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

In some long-haul scenarios involving delays of certain lengths, EU261/UK261 can allow a reduction to 50% of the compensation amount. Whether a reduction applies depends on the route category and the total length of the delay at arrival.

Care and assistance during a delay (meals, hotel, and communication)

Separate from fixed compensation, EU261 and UK261 can require airlines to provide care and assistance during qualifying delays. This may include meals and refreshments, hotel accommodation where an overnight stay becomes necessary, transport between the airport and hotel, and access to communication (such as phone calls or emails), depending on the circumstances and delay duration.

If an airline does not provide care when required, a passenger may be able to claim reimbursement for reasonable expenses. Receipts and proof of necessity are important.

How to claim flight delay compensation

A passenger typically claims directly from the operating airline (the airline that actually operated the flight), even if the booking was made through a travel agent or as part of a package. The claim process is usually handled online via the airline’s customer relations or compensation portal.

Step-by-step claim process

• Confirm the arrival delay: Identify the scheduled arrival time versus the actual arrival time at the final destination.
• Check applicability: Confirm whether EU261 or UK261 applies based on departure/arrival location and the operating airline.
• Identify the cause: Note what the airline communicated about the reason for the delay, and keep any written notices.
• Submit the claim to the operating airline: Include booking details and clearly request compensation under EU261/UK261.
• Keep records of all correspondence: Save claim reference numbers, emails, and screenshots.
• Escalate if rejected: Where appropriate, a passenger may use an alternative dispute resolution scheme (if available), a national enforcement body, or consider legal action within the applicable limitation period.

What to include in the claim

• Passenger names as shown on the booking
• Flight number and date of travel
• Booking reference (PNR) and ticket details
• Departure and arrival airports, including any connections under the same booking
• Actual arrival delay at the final destination
• Request for compensation under EU261/UK261 and the applicable band based on flight distance

Documents to prepare for a successful claim

Airlines generally request proof of travel and booking details. Having documents ready can help a claim move faster and reduce back-and-forth.

• Boarding pass or e-boarding pass (if available)
• Booking confirmation showing passenger names and itinerary
• Proof of delay (airport screens photos, written delay notice, or airline emails/texts)
• Receipts for expenses (meals, transport, hotel) if seeking reimbursement for care
• Bank details for payment of compensation where requested by the airline

FAQ about flight delay compensation

Does a passenger qualify if the delay is less than 3 hours?

Fixed compensation is generally associated with arrival delays of 3 hours or more at the final destination. However, care and assistance obligations may apply at shorter delay thresholds depending on flight distance and waiting time.

Is compensation automatic?

Compensation is not typically automatic. A passenger generally must submit a claim to the operating airline, and the airline may request documentation.

Can a passenger claim compensation and expenses?

Fixed compensation and reimbursement of certain reasonable expenses can be separate rights. A passenger may be entitled to claim compensation for a qualifying delay and also seek reimbursement where the airline failed to provide required care, provided the expenses are reasonable and supported by receipts.

What if the airline says the delay was caused by extraordinary circumstances?

If an airline refuses compensation due to extraordinary circumstances, a passenger can request further details and any available evidence supporting that position. If the passenger disagrees with the refusal, escalation options may be available depending on the route and airline.

Who pays compensation when there is a codeshare?

Claims are generally made against the operating airline, not necessarily the airline that sold the ticket under its flight code.

Conclusion

EU261 and UK261 can provide valuable rights when a flight arrives 3 hours late or more and the airline is responsible, including fixed compensation and, in many cases, care and assistance during the disruption. A well-prepared claim supported by clear travel documents, proof of delay, and receipts for reasonable expenses can help a passenger pursue flight delay compensation efficiently and confidently.