EU Flight Claims

You don’t need to hand over 25-35% of your compensation to claim companies. With the right knowledge and preparation, claiming your EU261 compensation directly from airlines is entirely achievable. This comprehensive guide will walk you through every step of the DIY process, from initial eligibility checking to escalating denied claims potentially saving you hundreds of euros in unnecessary fees.

Every year, passengers pay millions in commissions to flight compensation companies for work they could handle themselves. While professional services have their place for complex cases, straightforward EU261 claims are often well within reach of determined passengers. The key is understanding the process, having the right documentation, and knowing how to communicate effectively with airlines.

Step 1: Verify Your Eligibility Under EU261

Before investing time in a claim, confirm your flight qualifies for compensation protection.

Geographic Coverage Requirements

Your flight must meet ONE of these criteria:

Departing from EU Territory:

– Any of the 27 EU member states
– Plus: Iceland, Norway, Switzerland
– Including: Canary Islands, Madeira, Azores
– French overseas territories (Martinique, Guadeloupe, etc.)

Arriving in EU Territory:

– Must be operated by an EU-licensed airline
– Non-EU airlines serving EU destinations don’t qualify for inbound flights

Coverage Examples:

– London to New York (any airline) – Departing EU territory
– Tokyo to Paris on Air France – EU airline arriving in EU 
– New York to London on American Airlines – Non-EU airline arriving in EU
– Frankfurt to Bangkok on Lufthansa – EU airline departing EU

Delay and Compensation Thresholds

Compensation applies when your flight arrives 3+ hours late at final destination:

| Up to 1,500km – € 250
| 1,500-3,500km (within EU) – € 400
| 1,500-3,500km (outside EU) – € 400
| Over 3,500km – € 600

Of critical importance: Arrival time is when aircraft doors open and passengers can disembark, not when wheels touch runway.

Basic Passenger Requirements

– Valid confirmed booking (not standby or staff travel)
– Checked in on time (online or airport)
– Presented at gate as required
– All necessary documents (passport, visas, etc.)

Step 2: Gather Essential Documentation

Strong documentation is your foundation for successful claims. Airlines often deny inadequately supported claims regardless of legal merit.

Primary Documents (Absolutely Essential)

Flight Confirmation:

– Original booking confirmation email
– E-ticket with passenger details
– Booking reference/PNR code

Proof of Travel:

– Boarding passes for ALL flight segments
– Mobile boarding passes (screenshots acceptable)
– Paper boarding passes (don’t discard at destination)

Delay Evidence:

– Airline delay notifications (email/SMS/app notifications)
– Airport departure board photos showing delayed times
– Flight tracking data from apps like FlightAware or FlightRadar24

Supporting Documentation

Written Airline Communications:

– Gate announcements transcribed or recorded
– Crew statements about delay causes
– Customer service explanations (at airport or via phone)
– Rebooking confirmations if applicable

Expense Receipts:

– Meals purchased during delay
– Accommodation if overnight delay
– Ground transportation costs
– Communication expenses (calls, internet)
– Additional expenses directly caused by delay

Pro Tip: Take photos of airport information boards, airline staff interactions, and gate areas. Visual evidence strengthens your case significantly.

Step 3: Research the Delay Cause

Understanding why your flight was delayed is crucial for anticipating airline responses and preparing counter-arguments.

Acceptable Delay Causes for Compensation (Airlines Must Pay)

Technical Problems:
– Engine malfunctions requiring maintenance
– Computer system failures
– Aircraft equipment problems
– Routine maintenance issues

Crew-Related Issues:
– Crew sickness or shortage
– Crew scheduling errors
– Maximum duty time limitations
– Training or certification delays

Operational Problems:
– Ground handling delays
– Fueling problems
– Baggage loading issues
– Airport slot restrictions

Extraordinary Circumstances (May Result in Non-Payment)

Weather Events:
– Severe storms, hurricanes
– Heavy snow or ice conditions
– Dense fog preventing safe operations
– Lightning strikes requiring extensive inspection

External Disruptions:
– Air traffic control strikes
– Airport security incidents
– Government-imposed restrictions
– Natural disasters affecting airports

Third-Party Strikes:
– Airport ground handling strikes (if not airline employees)
– Fuel supplier strikes
– Customs or immigration strikes

Investigating Your Specific Delay

Research Methods:
1. Check flight tracking websites for official delay reasons
2. Contact airline customer service for written explanation
3. Research weather conditions at departure/arrival airports
4. Look for news reports about strikes or airport disruptions
5. Check aviation authorities for any relevant NOTAMs

Step 4: Calculate Your Exact Compensation Amount

Distance Calculation:
Use the “great circle distance” method (shortest distance between two points on Earth’s surface). Free online calculators include:
– WebFlyer Distance Calculator
– Great Circle Mapper
– FlightConnections distance tool

Time Calculation:
Document exact delay duration:
– Scheduled arrival time vs actual arrival time
– Use boarding pass times and airline confirmations
– Account for time zone differences

Multiple Passengers:
Each passenger on your booking receives individual compensation:
– Family of 4 on €400 eligible flight = €1,600 total compensation
– Children and infants count as separate passengers
– Include all passengers in single claim letter

Step 5: Draft Your Claim Letter

A well-structured claim letter significantly improves success rates. Airlines take detailed, legally-referenced claims more seriously than generic complaints.

Essential Letter Components

Your Full Name
Your Address
City, Postal Code
Email Address
Phone Number

[Airline Name] Customer Service
[Airline Address]

Date: [Today’s Date]
Subject: EU261 Compensation Claim – Flight [Flight Number] on [Date]
Reference: [Booking Reference/PNR]

Dear Sir/Madam,

I am writing to claim compensation under EU Regulation 261/2004 for the delay of flight [flight number] on [date] from [origin airport] to [destination airport]. This flight arrived [X] hours and [Y] minutes late at the final destination, entitling me to compensation under Article 7 of EU261.

Flight Details:
– Flight Number: [XX####]
– Route: [Origin] to [Destination] 
– Scheduled Departure: [Date & Time]
– Actual Departure: [Date & Time]
– Scheduled Arrival: [Date & Time]
– Actual Arrival: [Date & Time]
– Total Delay: [X hours Y minutes]
– Flight Distance: [Approximate km]
– Passengers Affected: [Number and names]

Under Article 7 of EU Regulation 261/2004, passengers are entitled to compensation when flights arrive more than 3 hours late at their final destination, unless caused by extraordinary circumstances beyond the airline’s control.

Based on the flight distance of [X]km and delay of [X] hours, each passenger is entitled to € [amount] compensation, totaling € [total amount] for all passengers on this booking.

I request payment of € [total amount] to be processed within 14 days to account number [IBAN], account holder [name], with reference “EU261 Compensation [booking reference].”

If this request is denied, please provide detailed written explanation citing specific extraordinary circumstances and evidence supporting your position.

Yours sincerely,
[Signature]
[Printed Name]

Sample Complete Claim Letter

John Smith 
123 Example Street
London SW1A 1AA
john.smith@email.com
+44 7700 123456

Sample Airways Customer Relations
Sample Way, PO Box 789
Randomville UB27 8GB

Date: 25 September 2025
Subject: EU261 Compensation Claim – Flight XA456 on 28 August 2025
Reference: ABC123

Dear Sir/Madam,

I am writing to claim compensation under EU Regulation 261/2004 for the delay of flight XA456 on 28 August 2025 from London Heathrow (LHR) to Rome Fiumicino (FCO). This flight arrived 4 hours and 15 minutes late at the final destination, entitling me to compensation under Article 7 of EU261.

Flight Details:
– Flight Number: XA456
– Route: London Heathrow (LHR) to Rome Fiumicino (FCO)
– Scheduled Departure: 28 August 2025, 10:30
– Actual Departure: 28 August 2025, 14:15
– Scheduled Arrival: 28 August 2025, 14:50
– Actual Arrival: 28 August 2025, 19:05
– Total Delay: 4 hours 15 minutes
– Flight Distance: Approximately 1,435km
– Passengers Affected: 2 (John Smith, Jane Smith)

Under Article 7 of EU Regulation 261/2004, passengers are entitled to compensation when flights arrive more than 3 hours late at their final destination, unless caused by extraordinary circumstances beyond the airline’s control. Based on the flight distance of 1,435km and delay of 4 hours 15 minutes, each passenger is entitled to €250 compensation, totaling €500 for both passengers on this booking. I request payment of € 500 to be processed within 14 days to account number GB29 NWBK 6016 6566 6768 69, account holder John Smith, with reference “EU261 Compensation ABC123.”

If this request is denied, please provide detailed written explanation citing specific extraordinary circumstances and evidence supporting your position.

Yours sincerely,

John Smith

Step 6: Submit Your Claim Through Proper Channels

Preferred Submission Methods

1. Go to euflightclaims.com and click on the relevant link to reach the Official Airline Compensation Form
Most airlines have dedicated online forms:
– Upload all supporting documents
– Save confirmation numbers

2. Where forms are not available, email Customer Relations:
– Use official customer service email
– Send with read receipt request
– CC yourself for records
– Reference email subject line clearly

3. Postal Mail (Only as a last resort):
– Send via registered/recorded delivery
– Keep postal receipts and tracking numbers
– Include return receipt request
– Make photocopies of all documents

Documentation Submission Tips

Digital Submissions:
– Scan documents at high resolution (300dpi minimum)
– Save as PDF files with descriptive names
– Compress file sizes if airline systems have limits
– Include all pages of multi-page documents

File Naming Convention:
– “FlightDelayComp_XA456_28Aug2025_BoardingPass.pdf”
– “EU261Claim_ABC123_DelayConfirmation.pdf”
– Use consistent, descriptive naming

Step 7: Follow Up and Track Response

Timeline Expectations

Initial Response: 2-4 weeks typical
Full Investigation: 6-8 weeks maximum
Payment Processing: 7-14 days after approval

EU261 doesn’t specify airline response timeframes, but most national authorities expect “reasonable” response times

Follow-Up Strategy

**After 14 Days (First Follow-Up):**
“`
Subject: Follow-up: EU261 Compensation Claim – Flight XA456 – Reference ABC123

Dear Customer Service,

I submitted a compensation claim under EU Regulation 261/2004 on [date] for flight XA456 delayed on 28 August 2025.

As I have not received acknowledgment of this claim, please confirm:
1. Receipt of my original claim
2. Current status of the investigation
3. Expected timeline for resolution

EU261 requires airlines to process passenger claims within reasonable timeframes. I request immediate attention to this matter.

Reference: [Original claim reference]
Booking: ABC123

Regards,
John Smith
“`

**After 6 Weeks (Second Follow-Up):**
More assertive tone, mentioning escalation options:

“`
Subject: URGENT: Outstanding EU261 Claim – Flight XA456 – 6 Weeks Overdue

Dear Customer Service,

My EU261 compensation claim submitted on [date] remains unresolved after 6 weeks. This exceeds reasonable response timeframes under European passenger rights law.

Unless I receive substantive response within 7 days, I will escalate this matter to:
– [National Aviation Authority]
– European Consumer Centre
– Alternative Dispute Resolution services

Immediate resolution is required.

Claim Reference: [Reference]
Amount Outstanding: €500

John Smith
“`

Step 8: Handle Airline Responses

Common Airline Responses and Counter-Strategies

1. “Extraordinary Circumstances” Claim

*Airline Response:* “Your delay was caused by extraordinary circumstances beyond our control.”

*Your Counter-Response:*
“`
I dispute your claim of extraordinary circumstances. Under EU261 Article 5(3) and established EU case law, you must provide:

1. Specific evidence proving the circumstance was truly unforeseeable
2. Documentation that all reasonable measures were taken to avoid delay 
3. Proof that the event was outside normal airline operations

Technical problems, crew shortages, and routine operational issues do NOT qualify as extraordinary circumstances per European Court of Justice rulings. Please provide detailed evidence supporting your position or process my compensation claim immediately.
“`

2. “Technical Problem” Excuse

*Airline Response:* “Your flight was delayed due to a technical problem with the aircraft.”

*Your Counter-Response:*
“`
Technical problems do not qualify as extraordinary circumstances under EU261. The European Court of Justice has consistently ruled that routine technical issues are the airline’s responsibility (Case C-549/07 Wallentin-Hermann).

Only hidden manufacturing defects undetectable during normal maintenance qualify as extraordinary circumstances. Please provide:
1. Technical report detailing the specific problem
2. Evidence this was a hidden defect unknown to the airline
3. Proof the defect was undetectable during routine maintenance

Otherwise, compensation remains due under EU261.
“`

3. Partial Compensation Offer

*Airline Response:* “We’re offering € 150 as goodwill gesture.”

*Your Counter-Response:*
“`
EU261 compensation amounts are legally mandated, not subject to negotiation. Based on my flight distance and delay duration, compensation of € [full amount] is legally required.

I do not accept partial payments or “goodwill” offers. Please process the full compensation amount within 7 days or provide legal justification for the reduced offer citing specific EU261 provisions.
“`

Step 9: Escalate Denied Claims

National Aviation Authority Complaints

Each EU country has designated enforcement bodies:

United Kingdom: Civil Aviation Authority (CAA)
Germany: Luftfahrt-Bundesamt (LBA) 
France: Direction Générale de l’Aviation Civile (DGAC)
Spain: Agencia Estatal de Seguridad Aerea (AESA)
Netherlands: Inspectie Leefomgeving en Transport (ILT)

How to File:
1. Contact authority in airline’s home country
2. Submit original claim documentation
3. Include airline’s denial and your responses
4. Request official investigation

Alternative Dispute Resolution (ADR)

Benefits:
– Free service for passengers
– Legally binding decisions
– Professional mediation
– Faster than court proceedings

Process:
1. Check if airline participates in ADR scheme
2. Submit case through official ADR portal
3. Provide full documentation package
4. Await independent adjudication

Small Claims Court

When to Consider:
– All other methods exhausted
– Claim value justifies court costs
– Strong documentation package
– Clear-cut legal position

Benefits:
– Legally enforceable judgments
– Court costs often recoverable if successful
– Airlines take court proceedings seriously

Common Mistakes to Avoid

Documentation Errors

Losing boarding passes or booking confirmations
Failing to photograph airport information boards
Accepting verbal explanations without written confirmation
Not keeping expense receipts from delays

Claim Submission Problems

Using wrong airline contact information
Incomplete passenger information on multi-person bookings 
Vague delay descriptions without specific times
Missing legal references to EU261 articles

Response Management Issues

Accepting first denial without challenging evidence
Agreeing to vouchers instead of cash compensation
Missing follow-up deadlines and losing momentum
Escalating too quickly without proper documentation

Time Limits: Don’t Delay Your Claim

Compensation claims have varying deadlines across EU countries. A future post will highlight these..

**Strategy:** For multi-jurisdictional claims, file in country with longest limitation period.

The Bottom Line: You Can Do This Yourself!

DIY EU261 claims require patience, attention to detail, and persistence but they’re entirely achievable for determined passengers. The process saves you hundreds of euros in commission while giving you complete control over your case.

Success depends on:
– Strong documentation from day one
– Clear, legally-referenced communication with airlines 
– Persistent follow-up when airlines delay responses
– Strategic escalation when direct negotiations fail
– Understanding your rights under EU law

**Remember:** Airlines have teams working to minimize payouts, but you have European law on your side. Every day you wait to claim is money potentially lost forever due to limitation periods.

Don’t let airlines keep compensation that’s legally yours. With this guide, proper documentation, and determined follow-through, you can successfully claim EU261 compensation without paying commissions to third parties.

Your delay was expensive enough don’t let it cost you twice by paying unnecessary fees for work you can handle yourself.

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Ready to claim your compensation ? Visit euflightclaims.com to start your DIY claim with our free resources.

Why pay commissions on straightforward claims? Use our free tools to handle simple cases yourself.

This Guide is provided for information only. This is not legal advice. Reference to individuals or companies is purely coincidental.