How to claim UK261 flight delay compensation in the UK

Not legal advice. This article is general information and a pointer to letter templates only. Claim Helper does not act as your solicitor, representative, or claims management company. Outcomes are not guaranteed. Compensation depends on the facts and whether the airline can prove extraordinary circumstances. Prefer the airline’s official claim form where available. Official guidance: CAA — Delays.

If your flight arrived at its final destination three hours or more late, you may be able to claim a fixed sum from the airline under UK passenger rights rules known as UK261 (UK Reg (EU) No 261/2004 as retained in UK law). The amount is based on distance — not on what you paid for the ticket.

This guide walks through a practical DIY path: check coverage, gather evidence, claim the airline first, then escalate if needed.

Step 1: Check whether UK261 is likely to apply

In broad terms (always check the official sources for your route):

Flights departing a UK airport are generally covered on any operating airline.
Many flights arriving in the UK (or EU) are covered when operated by a UK or Community/EU carrier.

Scope is set out in Article 3 of the retained Regulation: legislation.gov.uk. The CAA summarises passenger delay rights here: Delays.

Self-transfer (separate tickets) is different from a single connecting booking — each ticket is usually assessed on its own, and missing a second separate ticket may not create the same “final destination” delay claim.

Step 2: Confirm the delay at the final destination

For compensation, what usually matters is how late you arrived at the end of the booked journey (for a single booking with connections), not only how late you left the first airport. CAA guidance explains connecting bookings on the Delays page.

Rough rule of thumb for delay compensation: arrival ≥ 3 hours late at final destination, unless extraordinary circumstances apply.

Step 3: Note the CAA compensation band

Distance	Delay	Amount per person
Under 1,500 km	≥ 3 hours	£220
1,500–3,500 km	≥ 3 hours	£350
Over 3,500 km	3–4 hours	£260
Over 3,500 km	More than 4 hours	£520

Source: CAA — Delays. Use a great-circle distance estimate if you are unsure of the band.

You may also have had a right to care (food/drink, communication, overnight hotel) after shorter delay thresholds — that right applies regardless of the reason for the delay, once the care thresholds are met.

Step 4: Extraordinary circumstances — the usual defence

Airlines do not have to pay fixed compensation if they prove extraordinary circumstances and that they took reasonable measures. The CAA lists examples that are likely to qualify, including severe weather, strikes unrelated to the airline (e.g. ATC or airport staff), security risks, terrorism/sabotage, political unrest, and certain hidden manufacturing defects.

Ordinary technical faults are generally not extraordinary — see the CAA’s discussion on Am I entitled to compensation?.

If the airline rejects you, ask for a clear written explanation of the cause and why it was extraordinary.

Step 5: Claim the airline first

Compensation is not automatic. Use the airline’s claims portal or form if it has one; otherwise email or write so you have a record (CAA — Claiming).

Include:

booking reference, flight number, passenger names;
scheduled vs actual arrival at final destination;
the amount claimed (band × passengers);
the cause you were given;
evidence (boarding passes, delay notices, receipts for any expenses).

You can draft a structured letter with Claim Helper’s free UK261 letter preview.

Step 6: If rejected or ignored — ADR or PACT

If you get a final rejection you disagree with, or the airline takes more than eight weeks, the CAA says you can escalate to the airline’s Alternative Dispute Resolution (ADR) body, or to the CAA’s Passenger Advice and Complaints Team (PACT) if the airline is not in ADR (CAA Delays).