Who qualifies for delay compensation

Four conditions usually need to be met. Missing one generally ends the claim, so it is worth checking in this order before you write to the airline.

  • Arrival delayThree hours or more, measured at your final destination — not at the first stopover.
  • Route coverageDeparted from an EU/EEA/Swiss or UK airport on any carrier, or arrived in the EU on an EU/UK carrier.
  • CauseNot attributable to extraordinary circumstances that could not have been avoided.
  • Check-inYou held a confirmed booking, arrived on time for check-in, and were not travelling free of charge.

How much compensation is due

Amounts are set by flight distance, not by what you paid for the ticket. A €40 seat on a 4,000 km route can generate the same statutory amount as a €900 flexible fare on the same aircraft.

Reference amounts under EU261/2004 and UK261. Exceptions and 50% reductions apply.
DistanceEU261UK261
Up to 1,500 km€250£220
1,500–3,500 km€400£350
Over 3,500 km, EU ⇄ non-EU€600£520
Over 1,500 km wholly within the EU€400Not applicable

A 50% reduction can apply where the airline rerouted you and your arrival delay stayed within set limits. Long-haul flights wholly inside the EU use the €400 band rather than €600. See how compensation amounts are calculated for the full distance-band logic.

The exceptions that most often defeat a claim

Airlines cannot refuse compensation simply because a delay was inconvenient, expensive, or caused by their own schedule. They can refuse where the disruption was caused by an extraordinary circumstance that could not have been avoided even if all reasonable measures had been taken.

  • Severe weather that made the flight unsafe, such as a closed runway or a storm beyond normal seasonal conditions.
  • Air traffic control restrictions or closure of airspace, including strikes by air traffic controllers.
  • Security risks, including an emergency evacuation or a credible threat.
  • Medical emergencies or a disruptive passenger requiring an unscheduled diversion.
  • Bird strikes and foreign object damage, where the airline can show the event was genuinely outside its control.

What is usually not extraordinary

Technical and mechanical faults, crew shortages, late incoming aircraft, turnaround errors, IT failures and ordinary congestion are normally considered part of the airline's ordinary business risk. An airline that describes a technical fault as "extraordinary" is making a claim it has to substantiate.

Rights that apply even when compensation does not

Compensation and care are separate obligations. Even where an airline successfully argues extraordinary circumstances, the right to assistance remains.

  • Meals and refreshments proportionate to the waiting time.
  • Two calls, emails or similar messages at the airline's cost.
  • Hotel accommodation and transfers where an overnight stay becomes necessary.
  • A refund or rerouting if the delay reaches five hours and you choose not to travel.

Keep receipts. If the airline did not provide care, you can usually reclaim reasonable costs afterwards. See the guide to claiming flight compensation and expenses.

How to claim, step by step

  1. Collect the evidence. Booking reference, boarding pass, and the flight number and date. A screenshot of the arrival board or the airline's own delay confirmation is useful.
  2. Confirm the arrival time. Use the airline's flight status page or the airport's arrival log. The delay that matters is touchdown plus taxi to gate at your final destination.
  3. Write to the airline. A single clear letter with the facts, the regulation relied on, the amount claimed, and your bank details. Our claim letter template produces a ready-to-send draft.
  4. Wait for a response. EU261 requires airlines to reply within two months. Keep the acknowledgement.
  5. Escalate if refused. Complain to the national enforcement body for the country of departure, or in the UK to the Civil Aviation Authority.

You do not need a claims company. Claiming directly costs nothing, and any commission you avoid is compensation you keep.

Time limits

Limitation periods differ by jurisdiction and are not harmonised by EU261. In practice, the window ranges from about one year in some countries to five or six years in others, and in England and Wales claims can generally be brought within six years. Do not wait: airlines' record retention and your own evidence both degrade with time.

Frequently asked questions

Is a delay measured on departure or arrival?

Arrival. The three-hour threshold applies to the scheduled arrival time at your final destination. A flight that departs two hours late but makes up the time in the air does not normally generate a claim.

Does a missed connection count?

Yes, if the whole journey was booked as a single contract. The delay is measured at your final destination, not at the point where you missed the connecting flight. See missed connection compensation.

What if the airline offers a voucher?

A voucher is not the same as statutory compensation, and you are not obliged to accept one in place of cash. You can accept a voucher and still pursue the cash amount, though be clear in writing about what you have accepted.

Can I claim for other passengers?

You can usually submit on behalf of passengers who have given you written authority, such as your family on the same booking. Each passenger is entitled to the fixed amount individually.

Official sources