Flight delays are among the most frustrating aspects of modern travel. Whether you’re a frequent flyer or someone taking a rare trip, having your plans thrown off course by a late departure or arrival can lead to stress, missed connections, lost reservations, and extra expenses. Fortunately, there are clear steps you can take when a delay occurs – both to manage the immediate situation and to protect your rights as a passenger.
This article outlines what to do when your flight is delayed, including how to handle the waiting period, what support to expect from airlines, and how to claim compensation if you’re eligible under legal regulations such as those applied in the EU, UK, and other jurisdictions.
1. Stay Calm and Gather Information
The first and most important step is to stay calm. Delays can be caused by many factors – technical issues, bad weather, air traffic control, or operational constraints. As soon as you learn that your flight is delayed, check for updates:
• Ask airline staff for the estimated delay time and the reason.
• Use the airline’s app or website for live updates, as these are often faster than announcements at the airport.
• Monitor departure boards frequently.
Make note of the flight number, the scheduled departure and arrival times, and any information provided by the airline, as this may be useful if you later choose to claim compensation.
2. Understand the Duration and Cause of the Delay
Not all delays are treated equally. The length and cause of the delay often determine your rights as a passenger. While some delays are minor inconveniences, others can have more significant consequences – such as missing an onward connection or arriving at your destination late at night.
In the European Union, for example, passengers are protected under EU Regulation 261/2004, which establishes rights in case of long delays. If your flight is delayed by more than 3 hours upon arrival and the delay was not caused by extraordinary circumstances, you could be entitled to financial compensation.
3. Know What You’re Entitled to During a Delay
Airlines are required to care for their passengers during extended delays, particularly under EU law and similar protections in countries like the UK or Canada. Depending on how long the delay lasts, you may be entitled to:
• Meals and refreshments, typically provided as vouchers.
• Access to communication, such as phone calls or internet.
• Accommodation and transport between the airport and hotel if the delay requires an overnight stay.
For instance, in the EU, if your flight is delayed by 2 hours or more (for short-haul flights), you are already entitled to basic assistance. For longer flights, the threshold increases slightly.
4. Document Everything
While waiting, start documenting the experience:
• Take screenshots of delay notifications.
• Keep boarding passes and any receipts for expenses such as food, transport, or accommodation.
• If the airline staff gives you a written explanation of the cause of the delay, keep it.
• Note the actual departure and arrival times.
These documents can be crucial if you later file a compensation claim or seek reimbursement for extra costs.
5. Check if You’re Eligible for Compensation
Under certain legal frameworks, you may be eligible for compensation. In Europe, the compensation amount depends on the flight distance and the length of the delay upon arrival:
• €250 for flights under 1,500 km delayed by 3+ hours.
• €400 for flights between 1,500 km and 3,500 km delayed by 3+ hours.
• €600 for flights over 3,500 km delayed by 4+ hours.
However, airlines are not obliged to compensate you if the delay was caused by extraordinary circumstances, such as severe weather, security threats, or air traffic control strikes. But if the airline could have avoided the delay through better planning or maintenance, you may be entitled to compensation.
You can submit a claim directly through the airline, but if you find the process complicated or if your claim is denied without clear justification, services like AirHelp can support you in asserting your rights and securing the compensation you’re legally owed.
6. Keep an Eye on Connecting Flights
If your journey involves connections and the delay makes you miss a subsequent leg, your rights depend on how your ticket was booked:
• Single booking (same airline or partner airlines): The airline is responsible for rebooking you at no extra cost.
• Separate bookings: You may not be entitled to rebooking or compensation for the missed flight.
In such cases, always inform the airline staff as early as possible. The earlier they are aware, the more options they have to rebook you.
7. Rebook or Request a Refund (If Needed)
For long or indefinite delays, you might prefer not to travel at all. If your flight is delayed by 5 hours or more, EU regulations entitle you to withdraw from the flight and request a full refund for the ticket (for the part of the journey not made). You may also be entitled to a return flight to your original point of departure if applicable.
Some airlines also allow free rebooking, especially if the delay is caused by internal issues rather than weather or air traffic control. Ask the airline about your options.
8. Know Your Rights by Country or Region
Passenger rights vary by country and jurisdiction. For example:
• EU & UK: Very strong passenger protection laws; compensation possible for delays of 3+ hours.
• United States: Airlines are not legally required to compensate passengers for delays, though some offer compensation voluntarily.
• Canada: Under the Air Passenger Protection Regulations, travelers may be entitled to up to CAD 1,000 depending on the reason and length of delay.
If you’re flying internationally, check which laws apply based on your departure airport, destination, and airline. In some cases, international agreements such as the Montreal Convention may offer additional protection for out-of-pocket expenses.
9. Use Your Time Productively
While waiting, there are things you can do to make the experience more manageable:
• Charge your devices and use the airport Wi-Fi to stay informed or entertain yourself.
• Explore lounge access if you have a travel credit card or frequent flyer status.
• Contact hotels, car rental agencies, or tour operators if your plans will be affected.
• Check travel insurance policies to see if you’re covered for additional costs incurred due to the delay.
10. File a Claim After the Trip
Once your trip is complete, and if the delay was significant, take time to file a claim. You can do this directly through the airline, typically via a form on their website. Be prepared to upload boarding passes, receipts, and any documentation showing the reason and duration of the delay.
If you don’t receive a satisfactory response or if you prefer a faster, more straightforward process, consider using a compensation service. Companies like AirHelp specialize in handling flight delay and cancellation claims, often working on a no-win-no-fee basis. They deal with the legal complexities and airline negotiations on your behalf.
Conclusion
Flight delays are inconvenient, but knowing what to do when they happen can make a significant difference in how you experience them. From understanding your rights and documenting the delay to seeking assistance and claiming compensation, there are many proactive steps you can take.
Whether you manage the claim on your own or turn to a support service, don’t leave your rights unclaimed. In many cases, travelers are legally entitled to financial compensation for delayed flights – a fact too few passengers take advantage of. Knowing the rules and acting promptly is the best way to turn a frustrating situation into a manageable one.
