Flight delays are an inevitable part of air travel. Whether due to technical issues, bad weather, or air traffic control, a delayed flight can disrupt your plans and cause considerable stress. However, knowing what to do in the moment, understanding your rights, and taking the right steps afterward can help you navigate the situation smoothly—and sometimes even get compensated for your inconvenience.
1. The First Steps: Stay Calm and Get the Facts
When you first learn that your flight is delayed, stay calm. Delays can be minor or significant, and your best tool is accurate information. Here’s what to do immediately:
• Check the airline app, departure board, or website for updated departure and arrival times.
• Ask a gate agent or airline representative for the cause of the delay. Politely request this information in writing, if possible.
• Keep your documents—boarding pass, booking confirmation, and any delay notifications. These will be useful later if you decide to make a compensation claim.
2. Understand Your Rights: When Care and Compensation Apply
In the European Union (EU)
If you’re flying from the EU or with an EU-based airline arriving in the EU, you may be protected under Regulation EC 261/2004. This law grants air passengers compensation if their flight is delayed for more than three hours upon arrival, provided the delay is within the airline’s control (such as technical faults or staffing issues).
Depending on the flight distance, compensation can be:
• €250 for flights under 1,500 km
• €400 for flights between 1,500 and 3,500 km
• €600 for flights over 3,500 km
Additionally, after two to four hours of waiting, the airline must provide:
• Meals and refreshments
• Access to communication (e.g. phone calls or emails)
• Hotel accommodation and transport if the delay requires an overnight stay
In the United Kingdom
Post-Brexit, the UK introduced similar legislation called UK261. The rules mirror the EU regulation in most respects, including eligibility criteria and compensation amounts.
In the United States
Unlike the EU, U.S. regulations do not require airlines to offer financial compensation for delays. However, passengers may be entitled to a refund if the delay is long and they choose not to travel. Airlines may voluntarily offer food, hotel stays, or rebooking, but this varies by carrier and situation.
Other Countries and the Montreal Convention
For international travel, the Montreal Convention may apply. It allows passengers to claim reimbursement for damages caused by long delays, such as missed connections, hotel stays, or meals, up to a capped amount. However, unlike EU laws, it doesn’t guarantee fixed compensation and usually requires detailed proof of losses.
3. While Waiting: Make the Most of the Delay
Delays can stretch on for hours. Here’s how to make the time more manageable—and productive.
• Ask for care: If the delay exceeds two hours, politely request refreshments or meal vouchers.
• Find a comfortable spot to rest, preferably near a charging station and display screen.
• Use the time wisely: Catch up on work, stream a movie, or read a book.
• Keep track of all receipts for food, transport, or hotel stays in case you can claim reimbursement later.
Also, if the delay means you’ll miss a connection, contact the airline immediately to reschedule. They are usually obligated to rebook you on the next available flight at no additional cost.
4. After the Delay: Collect Evidence and Stay Proactive
Once your flight finally departs and you arrive at your destination, take a few minutes to gather the information you’ll need for a claim:
• Actual departure and arrival times
• Your boarding pass and booking reference
• Written or verbal confirmation of the reason for the delay
• Receipts for all expenses incurred due to the delay
If you’re eligible under EU or UK law, and the delay was longer than three hours upon arrival, you may be entitled to compensation even if you eventually reached your destination.
5. Filing a Compensation Claim
You can choose between two paths: filing directly with the airline or using a third-party service.
Filing with the Airline
Most airlines have online forms to submit claims. Provide all documentation and clearly state that you’re seeking compensation under the applicable regulation (EC 261, UK261, or the Montreal Convention). Response times vary, and you may need to follow up more than once.
Using a Service Like AirHelp
If you’d rather avoid the paperwork or don’t want to deal with the airline directly, services like AirHelp can handle the process for you. They assess whether your flight qualifies for compensation, manage communication with the airline, and even take legal steps if needed. These services typically work on a “no win, no fee” basis, meaning they only charge a percentage if they succeed in getting you compensated.
6. Common Pitfalls to Avoid
Here are some mistakes to steer clear of when your flight is delayed:
• Don’t throw away boarding passes or receipts. You may need these as evidence later.
• Avoid signing away your rights by accepting vouchers or compensation on the spot without understanding the terms.
• Don’t assume you’re not eligible—check the rules carefully or ask an expert.
• Act within deadlines. Some jurisdictions allow you to claim compensation up to three years after the flight, but this varies.
7. When Can’t You Claim?
There are situations where compensation may not apply:
• Delays caused by extraordinary circumstances such as extreme weather, airport strikes, or political instability.
• Flights that land less than three hours later than originally scheduled (in the EU/UK context).
• Delays outside the geographical scope of the applicable regulation.
Even if no fixed compensation is due, you may still be eligible for care, refunds, or reimbursement of incurred expenses.
8. Why Knowing Your Rights Matters
Flight delays are more than just annoying—they often cause missed events, extra costs, and lost time. Yet many passengers remain unaware of their rights or believe the process of claiming compensation is too complicated. In fact, millions of euros go unclaimed every year.
Being informed transforms you from a passive traveller into an empowered one. A few minutes spent collecting evidence, understanding your entitlements, and submitting a claim can make the difference between a frustrating delay and one that ends with a fair payout.
9. Final Tips at a Glance
| Situation | What to Do |
| Flight delayed? | Get details from airline staff and app |
| Delay over 2 hours? | Request food, water, and communication access |
| Overnight delay? | Ask for hotel and transport |
| Delay over 3 hours on EU/UK flight? | Check eligibility for up to €600 compensation |
| Have expenses? | Keep receipts for all additional costs |
| Want help claiming? | Consider a trusted service like AirHelp |
Flight delays can’t always be avoided, but how you respond to them makes all the difference. Know your rights, stay organized, and take action—and you may turn a frustrating situation into one that ends with both compensation and peace of mind.
