Flight Delay / Cancellation Compensation Claim (UK261/2004)
Formal letter claiming compensation and/or a refund from an airline for a delayed or cancelled flight under retained Regulation EC 261/2004 (UK261/2004).
This template was not drafted by a solicitor.
It is an editorial reference based on the official sources we cite. You are responsible for any document you send. For high-stakes matters (court proceedings, large sums, deportation, criminal allegations, child welfare), have a regulated solicitor review or draft your document.
When to use this template
Use this letter to claim compensation from an airline for a flight delay of 3 hours or more on arrival, a cancellation, or denied boarding. The regulation applies to flights departing from any UK airport, or flights to the UK on a UK or EU carrier. Compensation ranges from £220 (under 1,500 km) to £520 (over 3,500 km) depending on distance, subject to extraordinary circumstances exceptions. Claims must generally be brought within 6 years in England and Wales.
When NOT to use this template
Compensation is not payable where the delay or cancellation was caused by extraordinary circumstances the airline could not have avoided (e.g. severe weather, security risk, air traffic control strike). Compensation is also reduced or excluded if you were notified of the cancellation more than 14 days before departure. This template is for compensation claims — use a separate refund template if you simply want a ticket refund for a cancelled flight.
Legal Basis
Retained Regulation (EC) 261/2004 as incorporated into UK law post-Brexit (the 'UK261' rules). Articles 5–7 set out cancellation and delay compensation. The Civil Aviation Authority (CAA) is the UK enforcement body. Claims for compensation may also be brought in the county court.
Before you send
- Not calculating the distance correctly — compensation bands are based on great circle distance between origin and destination
- Accepting travel vouchers without reserving the right to cash compensation — vouchers do not settle your legal entitlement without your explicit agreement
- Failing to claim duty of care costs (meals, refreshments, accommodation) for long delays under Article 9 separately
Common Mistakes to Avoid
- ✗Not calculating the distance correctly — compensation bands are based on great circle distance between origin and destination
- ✗Accepting travel vouchers without reserving the right to cash compensation — vouchers do not settle your legal entitlement without your explicit agreement
- ✗Failing to claim duty of care costs (meals, refreshments, accommodation) for long delays under Article 9 separately
- ✗Not keeping boarding passes and booking confirmations — you need documentary proof of the flight and the delay
- ✗Allowing the 6-year limitation period to expire — file promptly
Build Your Letter
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Letter preview
[YOUR FULL NAME (LEAD PASSENGER)] [YOUR ADDRESS] [YOUR EMAIL ADDRESS] [DATE OF LETTER] Customer Relations / Legal Department [AIRLINE NAME] [AIRLINE'S REGISTERED ADDRESS / CUSTOMER RELATIONS ADDRESS] Booking Reference: [BOOKING REFERENCE] Flight Number: [FLIGHT NUMBER] Flight Date: [DATE OF THE AFFECTED FLIGHT] --- Dear Sir or Madam, **CLAIM FOR COMPENSATION — RETAINED REGULATION (EC) 261/2004 (UK261)** I write to claim compensation under retained Regulation (EC) 261/2004 as incorporated into UK law (commonly referred to as UK261) in respect of the above-referenced flight. **Flight Details** Airline: [AIRLINE NAME] Flight number: [FLIGHT NUMBER] Date: [DATE OF THE AFFECTED FLIGHT] Route: [DEPARTURE AIRPORT] to [ARRIVAL AIRPORT] Booking reference: [BOOKING REFERENCE] Number of passengers affected: [NUMBER OF PASSENGERS CLAIMING] **The Disruption** [DESCRIPTION OF THE DISRUPTION] The flight arrived at the destination more than [ACTUAL DELAY (HOURS)] hours late [OR: The flight was cancelled / I was denied boarding]. **Compensation Claimed** The distance of this route is approximately [ROUTE DISTANCE (KM)] km. Under Article 7 of retained Regulation (EC) 261/2004, I am entitled to compensation of £[COMPENSATION PER PASSENGER (£220 / £350 / £520)] per passenger. Total compensation claimed: £[TOTAL COMPENSATION CLAIMED (£)] ([NUMBER OF PASSENGERS CLAIMING] passenger(s) × £[COMPENSATION PER PASSENGER (£220 / £350 / £520)]). I am not aware of any extraordinary circumstances that would exempt you from this obligation. **Duty of Care** In addition, under Article 9 of the Regulation, I incurred the following out-of-pocket expenses as a result of the delay: [DUTY OF CARE EXPENSES INCURRED (MEALS, HOTEL, ETC.)]. I attach receipts and claim reimbursement of £[TOTAL DUTY OF CARE EXPENSES (£)]. **Payment** Please pay the total sum of £[GRAND TOTAL CLAIMED (COMPENSATION + DUTY OF CARE) (£)] to me within 14 days. If I do not receive payment or a substantive response within that period, I will pursue this claim through the county court and/or refer the matter to the Civil Aviation Authority. Yours faithfully, [YOUR FULL NAME (LEAD PASSENGER)]
Unfilled fields appear as [FIELD NAME]. Review the letter carefully before sending. This template is a starting point — adapt it to your specific circumstances.