What to Do When Your Flight Gets Delayed or Cancelled

When your flight gets delayed or cancelled, it can disrupt your travel plans, increase your stress levels and leave you unsure about your rights. The positive news is that passengers in many regions are protected by strong regulations, including EC261 compensation rules, which offer support and, in many cases, financial compensation. This guide explains what to do at the airport, what to expect from the airline and how you can also claim compensation for a delayed flight with services like AirHelp.

Step 1: Stay calm and collect accurate information

When you first learn of a delay or cancellation, take a moment to gather the details you need. These will be essential if you later decide to file a claim under EC261 compensation rules or similar regulations.

• Write down your original flight number, departure airport, arrival airport and scheduled times.
• Screenshot any messages from the airline notifying you of the disruption.
• Keep your boarding pass and booking confirmation safe.
• Photograph the flight status displayed on the airport departures board.

The more documentation you have when your flight gets delayed, the more straightforward any later claim becomes.

Step 2: Know your immediate passenger rights

Even before thinking about compensation, passengers are entitled to care and assistance when their flight is delayed or cancelled.

• For significant delays, airlines must provide meals, refreshments and access to communication.
• If an overnight stay becomes necessary, the airline must provide hotel accommodation and transport.
• For cancellations, you can usually choose between a refund and rebooking on the next available flight or a later flight that suits you.
• Always ask the airline to state the reason for the disruption. If the reason is within the airline’s control, your EC261 compensation rights may become relevant.

Keep receipts for any expenses you pay out of pocket because you may later recover those costs.

Step 3: What to do if your flight is delayed

Delays vary in length and impact. Some short delays only affect your schedule slightly, while long delays may trigger both care and support rights and possible EC261 compensation.

• First, confirm how late you will arrive compared to the original arrival time.
• Ask airline staff for the official reason for the delay. Technical problems, staff shortages, and operational errors are often within the airline’s control and may qualify for compensation.
• Check whether the delay is long enough for you to receive refreshments or meal vouchers.
• Remember that compensation is based on flight distance and arrival delay, not only on departure delay.

If your flight gets delayed and your arrival is several hours later than planned, and the airline is responsible, you may have a valid EC261 compensation claim.

Step 4: What to do if your flight is cancelled

A cancellation can be unsettling, but it does not have to cause complete chaos to your plans.

• Request the official reason for the cancellation.
• Ask the airline to explain your options. You usually have the option of a full refund or a new flight.
• If you choose a replacement flight, compare its arrival time with your original schedule. A significantly later arrival may qualify for EC261 compensation.
• Avoid accepting travel vouchers unless you understand the conditions. They may limit your rights.
• Keep documentation and receipts for any extra costs.

Passengers notified less than 14 days before departure often qualify for EC 261 compensation if the airline is responsible. If flights get delayed, then cancelled, the same advice applies.

Step 5: Consider making a compensation claim

If your flight gets delayed and the disruption falls within the rules of EC261 compensation or equivalent legislation, you may be entitled to a fixed monetary amount based on distance and delay length.

• For delays, compensation may apply when you arrive more than three hours late on many routes.
• For cancellations, compensation may apply if the notice period was short and the replacement flight arrives much later.
• Many travellers check their eligibility using services like AirHelp. These services review your flight details, assess whether EC261 compensation applies and help handle the claim process.
• If you submit the claim yourself, you will need your boarding pass, booking confirmation, screenshots of delay or cancellation messages and any extra receipts.
• Airlines may accept, reject or negotiate claims, and the process can take time.

Acting promptly and keeping full documentation if your flight gets delayed increases the probability of success.

Step 6: Practical dos and don’ts

• Do keep all documents, receipts and screenshots.
• Do ask airline staff to confirm the reason for the disruption, ideally in writing.
• Do request accommodation or meals when delays meet the required thresholds.
• Do stay polite and firm. Staff will usually try to help, but may be overwhelmed.
• Do not sign away your rights without reading the terms.
• Do not accept vouchers without understanding the conditions.
• Do not assume you are ineligible. Many passengers qualify for EC 261 compensation without realising it when their flight gets delayed.

Step 7: What happens after filing a claim

Once you file a claim, either independently or through a service:

• The airline reviews your submission and responds.
• If rejected, you can escalate to national enforcement bodies or legal channels depending on the country.
• If approved, you receive compensation based on distance and arrival delay.
• The process can take weeks or months, depending on the airline and case complexity.

A specialist service can simplify the process and communicate with the airline for you.

Step 8: When EC261 compensation does not apply

There are cases where compensation is not available, even though support and care still apply. If your flight gets delayed due to any of the following:

• Severe weather and storms.
• Air traffic control strikes.
• Political instability or security risks.
• Bird strikes.
• Any situation is considered an extraordinary circumstance.

Even when compensation is not possible, the airline must still look after you during the disruption.

Final thoughts

If your flight gets delayed or cancelled it can feel like a major setback, but passengers have strong rights designed to protect them. You are entitled to support, you can request rebooking or refund,s and you may also qualify for financial compensation under EC261 compensation rules. Services like AirHelp can help you verify eligibility and manage the claim if you prefer a more guided process.

By staying calm, gathering the right information and understanding your rights, you can handle any disruption with confidence and ensure you receive everything you are entitled to when your travel plans go off track.

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