Flight cancelled or delayed: what to do and how to claim (2026)
You're at the airport, you look at the screen, and your flight says "cancelled" or "delayed". Your connection is in trouble, you might lose a hotel night you already paid for, and you have no idea if the airline owes you anything or if it's just bad luck. The good news: in many cases you do have concrete rights, and knowing them before it happens saves you an argument at the counter.
This guide summarizes what you're entitled to depending on where you fly, and the exact steps to claim without wasting time.
First: whose fault is it?
This changes everything. Airlines distinguish between:
- Causes within their control: technical issues with the aircraft, crew shortages, overbooking, operational errors. This is where you have the most rights.
- Extraordinary circumstances: bad weather, strikes unrelated to the airline, airport closures, security risks. Here cash compensation usually doesn't apply, though assistance (food, hotel) is still required in many cases.
Flying to or from Europe: EU Regulation 261/2004
It's the most protective passenger rights law in the world. It applies to flights departing from an EU airport (any airline) and flights arriving in the EU operated by an EU airline. If your flight is cancelled, delayed 3+ hours on arrival, or you're denied boarding due to overbooking, you may be entitled to:
- EUR 250 for flights up to 1,500 km.
- EUR 400 for intra-EU flights over 1,500 km, and other flights between 1,500 and 3,500 km.
- EUR 600 for flights over 3,500 km outside the EU.
These amounts are per passenger and can be cut in half if the airline rebooks you on an alternative flight that arrives with only a small delay. On top of the compensation, you're entitled to mandatory assistance while you wait: food and drink, two phone calls or emails, and accommodation if you need to stay overnight.
Flying within the US
The system is different: federal law does not require cash compensation for delays or cancellations, except for involuntary denied boarding due to overbooking (which does have tiered compensation based on wait time). However:
- If your flight is cancelled and you choose not to travel, you're entitled to a full refund, even on "non-refundable" fares.
- Several major airlines voluntarily committed (published on the Department of Transportation's dashboard) to provide meals, hotel, and transport when a cancellation or long delay is their fault.
- It's worth checking the airline's published "customer service plan" before arguing at the counter — that's where they list exactly what they promise.
Everywhere else
Several countries have their own rules similar to Europe's (for example, the UK's post-Brexit version, or regulations in Brazil and Canada). If you're not sure what applies, check the airline's contract of carriage directly and the civil aviation authority of the flight's origin or destination country.
What to do in the moment, step by step
- Ask for the reason in writing. Airline staff must inform you of the cause of the cancellation or delay; write it down or ask for it printed or by email.
- Keep every receipt. Meals, hotel, extra transport: if the delay was the airline's fault, those reasonable expenses are usually reimbursable.
- Don't sign or accept anything "in exchange for waiving claims" without reading it. Some airlines offer vouchers on the spot; you can accept them, but they're not always mandatory or the only option.
- Take a photo of the flight information screen showing the status and time, in case you need to prove it later.
- File a claim with the airline first, in writing, with flight number, date, and what you're entitled to under the applicable rule.
- If they don't respond or refuse without cause, you can escalate to the relevant regulator (in the EU, the national aviation authority of the departure country) or use a claims service.
How to protect yourself beforehand
- Avoid very tight connections (under 90 minutes at large airports is risky).
- If you have an important connection (cruise, event, unrelated flight), add a buffer day if you can.
- Check whether your travel insurance covers delay/cancellation expenses — not all do.
- Keep your booking and full itinerary accessible from your phone, not just printed.
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AuditorTravel is an automated, AI-based informational tool and this article is informational, not legal advice. Amounts and rules can change; always confirm with the airline and the relevant regulator before filing a claim.