Free airline delay refund & compensation letter template
Use this template to claim delay compensation, a refund of your ticket, and out-of-pocket expenses such as meals and hotels after a delayed or cancelled flight. Send it to the airline's customer relations team and keep a copy.
Who this letter is for
Claim compensation and a refund after a delayed or cancelled flight. It is written in the formal register companies, landlords and card issuers expect, and it records the facts, the remedy sought and the deadline in a way that supports any later escalation to an ombudsman or the courts.
How to use this template
- 1Gather your booking reference, flight number, scheduled and actual arrival times.
- 2Download the free template and insert your flight details in the opening paragraph.
- 3Itemise your claim: statutory compensation, ticket refund and receipted expenses.
- 4Attach boarding passes and receipts, then send to the airline's customer relations address.
- 5Allow 14 days, then escalate to the aviation ombudsman or regulator in writing.
What to include before you send it
- Include your booking reference, flight number and date in the first line.
- Attach boarding passes and receipts for food, transport and hotels.
- Give a 14-day deadline and say what you will do next if ignored.
The rights you are relying on
UK261 / EC261 in the UK and EU, US DOT refund rules for cancellations and significant delays, and the Australian Consumer Law guarantee of services within a reasonable time.
The letter template
[Your name] [Your address] [Email address] · [Phone number] [Date] Customer Relations [Airline name] [Airline address] Re: Delay compensation and refund claim — booking [REF], flight [FLIGHT NO] on [DATE] Dear Sir or Madam, I was booked on flight [FLIGHT NO] from [DEPARTURE] to [DESTINATION] on [DATE], scheduled to depart at [TIME]. The flight was [delayed by X hours / cancelled] and I finally arrived at my destination at [TIME], [X] hours later than scheduled. I am writing to claim: 1. Statutory delay compensation of [AMOUNT], as the delay was within your control and was not caused by extraordinary circumstances. 2. A refund of [AMOUNT] for [the unused portion of my ticket / seat and baggage fees I paid for services not provided]. 3. Reimbursement of [AMOUNT] in reasonable expenses incurred as a direct result of the delay (meals, transport and accommodation). Receipts are attached. Total claimed: [TOTAL]. Please confirm in writing within 14 days of the date of this letter and pay the amount to [bank details / original payment method]. If I do not receive a satisfactory response within that time, I will escalate my claim to [the relevant aviation ombudsman / regulator] and consider recovering the sum through the small claims process, including interest and costs. Yours faithfully, [Your name] Enclosures: booking confirmation, boarding passes, receipts.
Frequently asked questions
- How much flight delay compensation can I claim?
- Under UK261/EC261 compensation is fixed by flight distance and the length of the delay, typically £220 to £520 per passenger for delays of three hours or more that were within the airline's control.
- How long does an airline have to reply?
- There is no universal statutory deadline, but 14 days is the accepted industry standard and the deadline used in this template. After that you can escalate to the ombudsman.
Have it drafted around your case
Keep the free template, or for £0.59 our drafting desk prepares it with your names, dates, sums and evidence — with an email version, a follow-up notice and a step-by-step plan.
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