Flight Delay Compensation Claim Letter: Free Template and What to Include

If you need to claim compensation under UK261 for delayed or cancelled flight, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong flight delay compensation claim should include.

What this letter needs to cover

• State the flight number, route, scheduled and actual departure/arrival times
• Calculate the compensation owed under UK261 (£220, £350 or £520 depending on flight distance - the amounts are in pounds, not euros)
• Also claim for reasonable expenses incurred
• Set a 14-day deadline for payment before escalating to ADR

What UK261 actually entitles you to

Under UK261 (the retained version of EU261 following Brexit), you may be entitled to fixed compensation for a delayed or cancelled flight departing the UK, or arriving in the UK on a UK or EU airline — the amount depends on the flight distance and length of delay, ranging from £110 to £520 for delays of 3 hours or more, or eligible cancellations.

What to include before you send it

• Your flight number, date, and the actual delay or cancellation details
• Confirmation of the reason given by the airline, if any
• Your claim for compensation under UK261, referencing the specific amount based on flight distance
• Your booking reference and contact details

What you're owed on top of compensation

Separately from fixed compensation, you're also entitled to care during a long delay — meals, refreshments, and accommodation if an overnight stay is needed — and airlines shouldn't simply leave passengers to cover these costs themselves and hope for reimbursement later.

Frequently Asked Questions

Does this apply to delays caused by weather?
Generally no — severe weather is typically considered an extraordinary circumstance exempting the airline from fixed compensation, though care and assistance obligations may still apply.

How long do I have to make a claim?
Claims can generally be made up to 6 years after the flight in England and Wales (5 years in Scotland), though it's best to claim as soon as possible while evidence is fresh.

[Your Name]
[Your Address]
[Your Postcode]
[Your Email Address]
[Your Phone Number]
[Airline Customer Relations Department]
[Airline Address]
[Airline Postcode]
[Date]

Dear [Name of Airline Contact, or "Customer Relations Team"],

Subject: Claim for Flight Delay Compensation – Booking Reference [Booking Reference]

I am writing to claim compensation under UK Regulation 261/2004 (UK261) for the delay to my flight [Flight Number] on [Date of Flight] from [Departure Airport] to [Arrival Airport].

The flight was scheduled to arrive at [scheduled time] and arrived at [actual arrival time], [Number] hours late. The flight distance is [e.g. 1,500] km, so I am entitled to compensation of £[220 / 350 / 520] per passenger for [number] passengers: £[total].

[Optional: I also enclose receipts for essential expenses of £[Amount] during the delay, because you did not provide the care and assistance required.]

Please confirm within 14 days that you will pay this compensation, and how you will pay it. If you do not, I will refer my claim to [the ADR scheme the airline belongs to / the Civil Aviation Authority].

Yours sincerely,

[Your Signature]
[Your Printed Name]