Flight delayed 3 hours — how to write a claim letter to the airline

If your flight arrived at its final destination three hours or more late, you may be able to claim a fixed sum under UK261. Compensation is not automatic — you normally need to claim the airline. A clear written claim helps when the portal is unclear, you need a paper trail, or you are chasing a slow reply.

Before you write: quick eligibility checks

1. Coverage — Flights departing a UK airport are generally covered on any operating airline; many arrivals into the UK/EU are covered when operated by a UK or Community/EU carrier. Scope: legislation.gov.uk — Article 3; summary: CAA Delays.
2. Final destination delay — For a single booking with connections, what usually matters is arrival lateness at the end of that journey, not only the first leg.
3. Amount band (per person, CAA Delays table): under 1,500 km → £220; 1,500–3,500 km → £350; over 3,500 km and 3–4 hours late → £260; over 3,500 km and more than 4 hours → £520.
4. Extraordinary circumstances — the airline may refuse fixed compensation if it proves this defence (CAA — Am I entitled?).

What to put in the claim letter

Use the airline’s portal if you can. If you write instead (or attach a letter), include:

• your name, address, and contact email/phone;
• booking reference, flight number(s), date, and passenger names;
• scheduled vs actual arrival at final destination, and delay length;
• the distance band and amount claimed (band × passengers);
• any cause you were told at the airport or later;
• a short request for payment under UK261 / retained Reg 261/2004;
• a polite deadline (for example 14–28 days) and that you will escalate to ADR/PACT if needed;
• a list of attachments (boarding passes, delay SMS/emails, expense receipts if claiming care costs separately).

Keep the tone factual. You do not need legal jargon.

Suggested structure

1. Header — your details and the airline claims address / “claims team”.
2. Subject — booking ref + flight number + “UK261 delay compensation claim”.
3. Facts — route, scheduled/actual times, delay at final destination.
4. Claim — amount and legal basis (UK261 fixed compensation).
5. Cause — what you were told; ask them to confirm if they rely on extraordinary circumstances.
6. Care / expenses (optional) — if you incurred costs after care thresholds.
7. Next steps — bank details or preferred refund method; escalation note.

Free interactive draft: UK261 letter preview. Project template: templates/uk261-airline-claim.md.

After you send it

• Note the date and keep a copy.
• If ignored for more than eight weeks, or you get a final rejection you disagree with, escalate via the airline’s ADR or CAA PACT where applicable (CAA Delays).
• DIY first keeps more of any award than many claim companies (they typically take a cut). See our affiliates disclosure for possible future partners — we have not joined any yet.

Related reading

• How to claim UK261 flight delay compensation
• Extraordinary circumstances — what the CAA says
• CAA flight compensation amounts 2026

Claim Helper — templates and guidance only. Not legal advice.

Open the UK261 letter preview →