know your rights

To claim compensation for a delayed flight, check that your flight qualifies under EU 261 or UK 261, gather your booking and boarding details, calculate the amount you are owed, then submit a written claim to the airline — or hand it to a no win, no fee company that does it all for you.

That short version is enough to get started, but the details matter. Below is the complete, practical walkthrough on how to claim compensation for a delayed flight — from working out whether you even qualify, through gathering the right documents, to escalating if the airline drags its feet or says no. Whether you want to do it yourself or let someone else handle the paperwork, you will know exactly what to expect.

Start Your Claim in 2 Minutes

Quick answer: the five steps to claim

1. Check eligibility — was your arrival at the final destination 3+ hours late, and does the route fall under EU 261 or UK 261?
2. Gather your documents — booking confirmation, boarding pass, IDs, and any proof of the delay.
3. Work out how much you are owed — €250, €400 or €600 per passenger, based on distance.
4. Submit the claim — directly to the airline, or through a flight compensation company.
5. Escalate if needed — to the national enforcement body, an alternative dispute resolution scheme, or court.

Each step is explained in full below.

Step 1: Check whether your flight is eligible

Compensation for a delay is not automatic, and not every delayed flight qualifies. Under EU Regulation 261/2004 (and its post-Brexit twin, UK 261), cash compensation depends on three things: how late you arrived, how far you were flying, and whether the cause was within the airline’s control.

The headline rule is the three-hour test: you must reach your final destination three or more hours later than scheduled. This is arrival time, not departure time — and “arrival” means the moment a cabin door opens, not when the wheels touch the tarmac. So a flight that pushes back late but makes up time in the air may not qualify, while one that lands on time but sits on the apron can.

Your flight also has to be in scope. EU 261 covers all flights departing an EU or EEA airport (on any airline) and flights arriving in the EU/EEA on an EU/EEA carrier. UK 261 covers flights to and from the UK on a similar basis.

Finally, the cause must not be an extraordinary circumstance — something genuinely outside the airline’s control, such as severe weather, air-traffic-control restrictions, or a security alert. Routine technical faults, most staff strikes, and crew shortages are not extraordinary, so those delays are payable. The airline carries the burden of proving otherwise.

If your delay turned into a full cancellation, the rules shift slightly — see our guide to flight cancelled compensation for how refunds, rerouting and notice periods change the picture.

Step 2: Gather your documents (checklist)

A claim is only as strong as its evidence. Pull these together before you write to anyone — most are easy to find in your inbox or your airline app.

Documents checklist:

• Booking confirmation — the email or PDF showing your flight numbers, route and booking reference (PNR).
• Boarding passes — paper, PDF or mobile screenshots. These prove you actually checked in and flew.
• Passport or ID of each passenger named in the claim.
• Proof of the delay — the new arrival time, any text or email the airline sent, or a photo of the departure board.
• Receipts for extra costs (meals, taxis, an overnight hotel) if you want to claim those back too.
• The reason given for the delay, if the airline or crew stated one — useful later if they try to blame “extraordinary circumstances”.

Keep everything in one folder. If you later use a compensation company, you will simply upload these — typically your ticket, your passport and an e-signature — and they take it from there.

Step 3: Work out how much you are owed

Compensation is a fixed amount per passenger, set by the distance of your flight rather than the price you paid. That means a delayed budget ticket can be worth far more than the fare itself.

One nuance on the top tier: if your flight was over 3,500 km but the airline rerouted you so you arrived less than four hours late, the €600 can be cut by half, to €300. Multiply your figure by the number of passengers on the booking — a family of four can quickly be owed well over a thousand euros.

Not sure which band you fall into or whether a reroute reduces your figure? You can read more on how the delayed flight compensation amount is calculated for different routes and distances.

Step 4: Submit the claim

You now have two genuine routes, and both are valid. The right one depends on how much time and patience you want to spend.

Option A — Claim directly with the airline

Write to the airline in writing (email or their online claim form is best — keep a copy). State clearly:

• Your flight number, date and booking reference.
• That you are claiming under EU Regulation 261/2004 (or UK 261).
• Your arrival delay in hours.
• The compensation amount you are owed and for how many passengers.
• Your bank details for payment.

Be polite, factual and brief. Attach your boarding passes. Set a reasonable deadline for a reply — many passengers give 14 to 28 days — and note that you will escalate if you do not hear back.

Option B — Claim through a compensation company

If you would rather not chase the airline, a flight compensation company such as FlyHelp will handle the entire process. You upload your ticket and passport, add an e-signature, and the team checks eligibility, calculates the amount, files the claim, answers the airline’s objections, and — if it comes to it — represents you in court. They work on a success fee, so it costs you nothing unless they recover your money.

Airline-specific claim notes

Different carriers run their claims differently, and knowing the quirks helps. KLM, for example, asks passengers to submit through its own claims channel and can be slow to respond to EU 261 requests; our dedicated guide to klm claim compensation walks through exactly how the airline handles delay and cancellation claims and how long it tends to take.

Smaller carriers can be just as worthwhile. If you flew with Luxembourg’s flag carrier, the luxair compensation form page explains how to lodge a Luxair delay or cancellation claim and what evidence the airline expects. The same EU 261 thresholds apply regardless of the airline’s size.

Step 5: If the airline refuses or ignores you

Plenty of valid claims are rejected first time or simply go quiet. Do not take a “no” as the final word — there is a clear escalation ladder.

1. Send a firm follow-up. Reference your original claim, restate the regulation and your delay, and challenge any “extraordinary circumstances” excuse — remember the airline must prove the cause was outside its control.
2. Go to the national enforcement body (NEB). Every EU country has one; in the UK it is the Civil Aviation Authority. They oversee airline compliance and can review your case.
3. Use an ADR scheme. Many airlines belong to an alternative dispute resolution body — an independent service that settles disputes without court. Decisions are usually binding on the airline.
4. Take it to court. As a last resort, you can bring a small claim. This sounds daunting but is often straightforward, and a strong, well-documented case frequently settles before a hearing.

A compensation company can carry you through every rung of this ladder, including court representation, without you lifting a finger.

How long does it take?

Realistically, set your expectations by the route you choose.

• Straightforward direct claim: a cooperative airline may pay within a few weeks to a couple of months.
• Disputed claim: if the airline rejects or stalls, escalation through an NEB or ADR scheme can take several months.
• Court action: can add months more, though many cases settle once a claim is filed.

The variation is wide because so much depends on the airline. The clock on your right to claim is more generous: time limits run from two to three years in most countries, up to six years in England and Wales and five in Scotland, so you usually have plenty of time — but the sooner you start, the fresher the evidence.

DIY vs FlyHelp: which is right for you?

If your case is clean and the airline is responsive, doing it yourself costs nothing but a few emails. If the airline pushes back, or you simply do not want the hassle, a no win no fee delayed flight service removes all the risk — you only pay out of money you would not otherwise have seen.

Start Your Claim in 2 Minutes

Frequently Asked Questions

What documents do I need to claim flight delay compensation?

You need your booking confirmation (with the booking reference), your boarding passes, and ID or passport details for each passenger. It also helps to keep proof of the delay — the new arrival time or any message from the airline — and receipts for meals, transport or a hotel if you want those costs back. Through a company, you typically just upload your ticket, passport and an e-signature.

How long does a flight compensation claim take?

It depends on the airline. A cooperative carrier might pay a direct claim within a few weeks to a couple of months. If the airline rejects or ignores you and the case goes to a national enforcement body, an ADR scheme or court, it can take several months. Your right to claim usually lasts two to six years depending on the country, so there is rarely a rush to file.

Should I claim directly with the airline or use a compensation company?

Both are valid. Claiming directly is free and works well when the airline is responsive and the case is clear-cut. A compensation company is the better choice if the airline refuses, goes silent, or you simply do not want the admin — they handle everything on a no win, no fee basis, including court representation, so you only pay if they actually recover your money.