How to Claim Flight Compensation Step by Step

Confirm you are eligible

Check three things: (a) did the flight depart from an EU/UK airport, or arrive in the EU/UK on an EU/UK carrier? (b) did you arrive at the final destination 3+ hours late, or was the flight cancelled with less than 14 days notice, or were you denied boarding against your will? (c) are you within the limitation period for your jurisdiction (1–6 years depending on country)?

Gather your evidence on the day

Photograph the departures board showing the delay. Keep your boarding pass (paper or screenshot). Note the actual gate-open / wheels-down arrival time — EU261 uses arrival (door open) not landing. If denied boarding, request the written denied boarding notice. Keep all receipts for meals, hotels or transport caused by the disruption.

Calculate the amount you are owed

Use the route distance: €250 for flights up to 1,500 km; €400 for 1,500–3,500 km; €600 for over 3,500 km. For connecting itineraries, the distance is from your origin to your final destination. For long-haul non-EU flights where you were re-routed, the amount may be halved to €300 or €400 if you arrived within 4 hours.

Submit a formal claim to the airline

Write a clear email or letter citing EU Regulation 261/2004 (or UK261 for UK departures). State: flight number, date, route, scheduled departure, actual arrival time, the disruption type (delay / cancellation / denied boarding), the amount owed, and your bank details. Set a 14-day payment deadline. Send to the airline's official compensation address — not a general customer service inbox.

Wait — and document everything

Allow 6–8 weeks for the airline to respond. Keep copies of all correspondence. If the airline responds with a rejection, read it carefully — many rejections cite extraordinary circumstances vaguely or incorrectly. A rejection is not the end.

Challenge a rejection

Write back disputing the rejection. If they claim extraordinary circumstances, ask for specific evidence: what was the extraordinary event, when was it discovered, what measures did the airline take? Blanket rejections without evidence are challengeable. Give them a final 14-day deadline before escalation.

Escalate to ADR or national enforcement body

If the airline refuses or ignores you after 8 weeks total, escalate. In the UK: CEDR (approved ADR) or file in small claims court. In Germany: SÖP. In France: Médiateur du Tourisme et du Voyage. In the Netherlands: Geschillencommissie Luchtvaart. ADR is free for consumers and takes 3–6 months.

File in small claims court (if needed)

Small claims is a last resort but very effective. Airlines often settle before the hearing. In England and Wales, file via MCOL (Money Claims Online) for claims up to £10,000. Court fees are recoverable if you win. Most judges are familiar with EU261 — the law is well-established.