If your qualifying flight arrived at its final destination three hours or more late, you may be able to claim fixed compensation under EU261 or UK261. Before using a template, check the departure and arrival route, the operating airline, the delay at the final destination, and the reason for the disruption.

Buying a ticket in the United States, being a U.S. citizen, or flying a European-branded airline doesn't by itself create an EU261 or UK261 claim. The route and operating carrier usually matter more than your citizenship. This is general information, not a legal assessment.

Which rule applies to your flight?

The operating airline is the carrier that operated, or was scheduled to operate, the flight. A codeshare brand, travel agency, or booking website may not be the right recipient for a compensation claim.

Flight situation Rule to check Email approach
Flight departing from an EU, Icelandic, Norwegian, or Swiss airport EU261 generally applies, regardless of the operating airline Use the EU261 template
Flight arriving in the EU from outside the EU on an EU airline EU261 may apply Check the operating carrier and the full itinerary
Flight departing from a UK airport UK261 generally applies Use the UK261 template
Flight arriving in the UK from outside the UK on a UK airline UK261 may apply Check the operating carrier and the full itinerary
U.S. domestic flight or another route that meets neither test EU261 and UK261 generally do not apply Request the remedy offered under the airline's policy or other applicable rules

Routes involving the European Economic Area, Switzerland, or both countries can have additional details. Check Your Europe's air-passenger-rights FAQ before sending a legal claim.

For a connection booked under one reservation, calculate the delay at the final destination shown on that reservation. Separate tickets can be assessed differently, so list each ticket and booking reference clearly rather than assuming the journeys will be treated as one claim.

How much compensation can you request?

Under EU261, fixed compensation is based mainly on route distance and arrival delay, not the ticket price. The amounts below are per passenger.

EU261 route distance Delay at final destination Compensation per passenger
Up to 1,500 km At least 3 hours EUR 250
More than 1,500 km within the EU, or 1,500 to 3,500 km on other covered routes At least 3 hours EUR 400
More than 3,500 km At least 3 hours EUR 600

UK261 uses pounds rather than euros:

UK261 route distance Delay at final destination Compensation per passenger
Up to 1,500 km At least 3 hours GBP 220
More than 1,500 km and up to 3,500 km At least 3 hours GBP 350
More than 3,500 km More than 3 and up to 4 hours GBP 260
More than 3,500 km More than 4 hours GBP 520

If the airline rerouted you, the fixed amount may be reduced by 50% when the replacement flight arrived within the relevant time limit. The limit is two hours for short flights, three hours for medium-distance flights, or four hours for longer flights.

These amounts aren't automatic. The flight must normally have arrived at least three hours late at the final destination, and the airline may avoid fixed compensation if it can show that an extraordinary circumstance caused the delay. The European Consumer Centres Network flight-delay guidance summarizes the distance bands and delay requirements.

Compensation, care, and refunds are different claims

Keep these requests separate in your email:

A delay of less than three hours at the final destination may still trigger meal or hotel assistance, depending on how long you waited before departure and the route distance. Keep itemized receipts and proof of payment if you had to pay for reasonable necessities yourself.

Check these details before writing

  1. Identify the operating airline. Check the booking confirmation and boarding pass, especially when the flight was sold as a codeshare.
  2. Calculate the arrival delay. Compare the scheduled and actual arrival times at the final destination, not just the time the aircraft left the gate.
  3. Check the route test. The departure airport, arrival airport, operating carrier, and connection details determine whether EU261 or UK261 applies.
  4. Ask about the cause. Severe weather, air-traffic-control restrictions, and some strikes external to the airline may be extraordinary circumstances. A routine technical or maintenance problem isn't automatically an extraordinary circumstance. Don't make an unsupported accusation; ask the airline to identify the event it relies on and explain how it affected your flight.
  5. Calculate the amount per passenger. List every eligible passenger and show the total.
  6. Use the carrier's current official claim form or customer-service channel. Don't rely on an old email address copied from another claim.
  7. Save everything. Keep the submitted email, attachments, confirmation screen, case number, and every response.

Useful subject lines for a flight-delay claim

Use a factual subject line. Don't claim that the airline owes EUR 600 until you've checked the distance and the applicable jurisdiction.

EU261 email template

Subject: EU261 compensation claim - [flight number] - [date] - [booking reference]

Dear [operating airline's claims team],

I am requesting compensation under Article 7 of Regulation (EC) No 261/2004 for the following flight:

The flight arrived at the final destination [hours and minutes] after the scheduled arrival time. Based on the route distance, I believe the applicable compensation is EUR [250, 400, or 600] per passenger, for a total of EUR [total amount].

Please assess this claim under EU261 and confirm the result in writing. If you believe an extraordinary circumstance prevents compensation, please identify the specific event, explain how it caused this delay, and state the basis for the decision.

[Optional paragraph: The airline did not provide the required assistance during the delay. I request reimbursement of the attached reasonable expenses for [meals, drinks, communications, or hotel accommodation]. The receipts and proof of payment are attached.]

Please confirm receipt of this claim and provide the case number and next steps for payment. I can provide payment details through your secure official channel.

Kind regards,

[Full name]
[Address, if required]
[Phone number]
[Email address]

UK261 version

Use this version when the itinerary meets the UK261 route rules:

Subject: UK261 compensation claim - [flight number] - [date] - [booking reference]

Dear [operating airline's claims team],

I am requesting compensation under UK261 for the following delayed flight:

The flight arrived at the final destination [hours and minutes] after the scheduled arrival time. Based on the route distance and delay, I believe the applicable compensation is GBP [220, 350, 260, or 520] per passenger, for a total of GBP [total amount].

Please assess this claim under UK261 and respond in writing. If you rely on an extraordinary circumstance, please identify the specific event and explain how it caused the delay.

[Optional paragraph: I also request reimbursement of the attached reasonable expenses because the required assistance was not provided during the delay.]

Please confirm receipt, provide a case number, and explain the payment process through a secure official channel.

Kind regards,

[Full name]
[Address, if required]
[Phone number]
[Email address]

The UK Civil Aviation Authority's delay guidance lists the current UK compensation bands and assistance rules.

U.S.-only flight delay request template

Use this template for a U.S. domestic flight or another itinerary that doesn't meet the EU261 or UK261 route tests. Don't insert EU261 language or demand a fixed euro amount.

Subject: Flight delay reimbursement or policy review - [flight number] - [date]

Dear [airline's customer-service team],

I am writing about the delay to flight [flight number] from [departure airport] to [destination] on [date].

Please review this disruption under your current delay, reimbursement, and customer-service policy. I request [reimbursement of reasonable documented expenses, rebooking assistance, a travel credit, or a refund if I didn't travel and the applicable refund rules cover this situation].

The relevant receipts and booking records are attached. Please explain which remedy applies, what additional documentation you need, and when I should expect a response.

Kind regards,

[Full name]
[Booking reference]
[Phone number]
[Email address]

For an ordinary U.S.-only delay, there isn't a general EU261-style fixed cash amount to demand merely because the flight arrived late. Airline commitments may offer meals, hotel accommodation, rebooking, or another remedy, but the terms depend on the carrier and the circumstances. A refund question is separate, particularly if you didn't travel after a cancellation or significant itinerary change.

What to attach and what to protect

Attach readable copies of:

An airport-board or tracking screenshot can support your timeline, but it may not establish the cause of the disruption. Don't edit screenshots or state a cause you can't verify.

Avoid sending a full card number, online-account password, unnecessary identity documents, or bank information through an unverified email address. Provide payment details only through the airline's official claim portal or another verified secure process.

Follow-up email if the airline does not respond

Fourteen days is a practical follow-up point, not a universal legal deadline for every airline or country.

Subject: Follow-up: [original subject] - [booking reference or case number]

Dear [claims team],

I submitted a flight-delay compensation claim on [date] for flight [number], booking [reference]. Please confirm that you received the claim and provide the current case number or status.

The original documents are attached again for convenience. If the claim is rejected, please state the specific reason and identify any extraordinary circumstance on which you rely.

Please respond in writing.

Kind regards,
[Full name]

Send one clear follow-up before escalating. Repeating the same email several times is less useful than adding missing evidence or correcting the route and arrival details.

Response to a rejection

Subject: Request for reconsideration - [flight number] - [case number]

Dear [claims team],

Thank you for your response dated [date]. You rejected my claim because [quote or summarize the reason].

Please reconsider the decision because [give the specific factual correction, such as the final arrival time, the operating airline, or evidence showing that the stated cause did not affect this flight]. The attached records support the following timeline: [brief timeline].

If you maintain the rejection, please explain the precise event that caused the delay and how it qualifies as an extraordinary circumstance under the applicable passenger-rights rules.

Kind regards,
[Full name]

Don't describe a weather or air-traffic-control explanation as false unless you have reliable evidence. Ask the airline to connect the stated event to your flight.

If the airline refuses or ignores the claim

For an EU261 claim, check the national enforcement body connected with the incident and any available alternative dispute resolution scheme. For a cross-border consumer dispute, the European Consumer Centres Network may also explain the appropriate route. Start with Your Europe's passenger-rights guidance.

For a UK261 claim, check whether the airline belongs to an approved ADR scheme. The Citizens Advice guidance on delayed or cancelled flights explains the ADR and Civil Aviation Authority complaint routes.

Keep your original claim, the airline's final response, and proof of submission. Any court filing deadline depends on the applicable country and facts, so don't assume that a 14-day email request preserves a legal claim indefinitely.

Common questions

Can a U.S. resident claim EUR 600 for a delayed flight?

Possibly, but residence doesn't decide eligibility. A flight departing from the EU, or an arrival into the EU on a qualifying EU airline, may fall under EU261 even when the passenger lives in the United States. Check the route and operating carrier first.

Does a three-hour departure delay automatically qualify?

No. Fixed compensation is generally based on arrival at the final destination. A long wait before departure may create a separate right to meals, accommodation, or ticket reimbursement, depending on the applicable rules.

What if the airline says the delay was caused by bad weather?

Weather can be an extraordinary circumstance, but ask the airline to identify the event and explain its effect on your flight. A routine technical or maintenance problem isn't automatically an extraordinary circumstance under EU passenger-rights guidance.

Can I claim expenses as well as fixed compensation?

You may be able to request both when the applicable rules require assistance and you paid reasonable costs because the airline didn't provide it. List those expenses separately and attach itemized receipts.

Is the airline required to answer within 14 days?

There is no single 14-day response deadline that applies to every claim and jurisdiction. Use 14 days as a reasonable follow-up checkpoint, then check the relevant ADR, enforcement, or court route and its deadlines.

What official guidance should I check?

Use these sources before sending a claim:

Confirm the operating carrier and final arrival time, check the route test, and then send the shortest template that matches the rule.