Template letter
Flight delay compensation claim (UK261)
Checked: 30 October 2026
Sources: UK Reg (EU) No 261/2004 (“UK261”); CAA — Delays (opens in a new tab); CAA — Claiming for costs and compensation (opens in a new tab); GOV.UK air passenger travel guide (summary) (opens in a new tab).
This is general information, not legal advice. Free Legal Advice UK is not a law firm.
When to use this
Use this when your flight arrived at the final destination more than three hours late, UK261 applies to your flight, and you want to claim the fixed compensation from the airline. Claim directly with the airline first. Compensation is not paid automatically.
Official headline amounts (CAA, checked 30 October 2026)
- Under 1,500 km: £220 per person
- 1,500–3,500 km: £350 per person
- Over 3,500 km: £260 if 3–4 hours late; £520 if more than 4 hours late
Airlines do not have to pay this compensation if the delay was caused by extraordinary circumstances outside their control (examples discussed on CAA pages include certain severe weather and air-traffic-control decisions). Care (food, drink, communication, overnight accommodation where relevant) is a separate right and may still apply.
If the airline rejects your claim or does not reply within eight weeks, you can usually escalate to an approved ADR body if the airline is a member, or otherwise to the CAA’s Passenger Advice and Complaints Team (PACT) where that service applies.
What to keep
- Booking confirmation, boarding passes and flight numbers
- Actual arrival time evidence (airline app, airport boards, emails)
- Itemised receipts for any expenses claim (separate from fixed compensation)
- Copies of this letter and all replies
This is a template only. It does not confirm that UK261 applies to your booking or that compensation is due. Free Legal Advice UK is not a law firm. See free legal help.
Letter / email to the airline
[Your full name]
[Your address]
[Your email / phone]
[Date]
Customer relations / claims
[Airline name]
[Claims email or postal address from the airline’s website]
Subject: UK261 delay compensation claim — flight [flight number] on [date]
Dear Sir or Madam,
I am claiming fixed compensation under UK Reg (EU) No 261/2004 (UK261) for a delayed flight.
Booking and passengers
- Booking reference: [ ]
- Passenger name(s): [ ]
- Ticket / e-ticket number(s): [ ]
Flight details
- Flight number: [ ]
- Route: [departure airport] to [arrival / final destination airport]
- Scheduled departure: [date and time]
- Scheduled arrival: [date and time]
- Actual arrival at final destination: [date and time]
- Delay at final destination: [hours and minutes]
- Distance band (if known): [under 1,500 km / 1,500–3,500 km / over 3,500 km]
Claim
The flight arrived more than three hours late at the final destination. I claim £[220 / 350 / 260 / 520] per eligible passenger, totalling £[amount] for [number] passenger(s).
I do not believe the delay was caused by extraordinary circumstances that relieve the airline of paying compensation. If you disagree, please explain in writing and provide supporting detail.
Payment
Please pay by bank transfer to:
[Account name, sort code, account number]
Or confirm another secure payment method.
I enclose copies of: [booking confirmation; boarding passes; delay evidence].
Please confirm receipt and respond in writing. If I do not receive a satisfactory final response within eight weeks, I may escalate the complaint to the airline’s ADR provider or, where applicable, the CAA.
Yours faithfully,
[Your signature]
[Your printed name]
General information. Not legal advice. Checked 30 October 2026 against CAA / GOV.UK.