Flight Compensation Claim Letter Template

A good EU261 or UK261 claim letter is short, factual, and evidence-led. It tells the airline exactly which flight, which rule, which amount, and what proof supports the claim.

Quick answer

Use a structured claim letter only after you confirm the route is covered, the arrival delay or cancellation timing qualifies, and the national deadline has not passed. Keep the tone firm, not emotional, and ask for the airline's evidence if it refuses.

Check your flight before writing

Confirm eligibility, likely amount, and weak points before sending the airline letter.

Template Blocks To Include

Subject line

Compensation claim under EU261 / UK261 - [flight number] on [date]

Opening

I am claiming fixed compensation for the disruption to flight [flight number] from [departure airport] to [arrival airport] on [date].

Facts

My booking reference was [reference]. I arrived at my final destination [hours/minutes] late / my flight was cancelled with [notice period] / I was denied boarding despite holding a confirmed reservation.

Legal basis

Based on Regulation (EC) No 261/2004 / UK261, I request compensation of [EUR/GBP amount] per passenger unless the airline can prove an extraordinary circumstance and all reasonable measures taken.

Evidence

I attach the booking confirmation, boarding pass or e-ticket, airline notification, proof of arrival delay, and any relevant correspondence.

Payment request

Please confirm acceptance and payment details within a reasonable response period. If you reject the claim, please provide the specific reason and supporting operational evidence.

Evidence To Attach

Attach enough proof that the airline can decide the claim without asking basic follow-up questions. Keep copies of everything you upload to an airline portal.

Booking confirmation or e-ticket showing the passenger names, route, flight number, and date.
Boarding pass, check-in confirmation, or proof you presented for travel.
Airline delay, cancellation, denied boarding, or re-routing messages.
Proof of final arrival delay, especially for missed connections or late aircraft arrivals.
Screenshots of airline portal submissions and every response from the airline.
Receipts for care expenses if you are also asking for meals, hotel, or transport reimbursement.

Adapt The Wording To Your Disruption

Scenario	What to say
3+ hour delay	Focus on final arrival delay, not departure delay. State when the aircraft door opened or when passengers were allowed to disembark if you know it.
Cancellation	State when the airline notified you and whether the replacement flight arrived close enough to the original schedule to reduce or remove compensation.
Denied boarding	Say you had a confirmed reservation, checked in on time, and did not volunteer to give up the seat.
Missed connection	Explain that the flights were on one booking and measure the delay at the final destination, not the first delayed leg.

Mistakes That Weaken A Claim Letter

Sending only a complaint about poor service without asking for the fixed compensation amount.
Forgetting passenger names, booking reference, bank/payment details, or the regulation you rely on.
Claiming from the wrong airline: use the operating carrier, not only the ticket seller.
Accepting a voucher response without checking whether it settles the cash compensation claim.
Letting the national limitation deadline run while waiting for repeated informal replies.

Write From A Checked Claim

The strongest first letter starts with the right amount, regulation, deadline, and evidence list.

Start the free claim check

Source note

This template follows the practical claim structure used for Regulation (EC) No 261/2004 and UK261 claims: route coverage, disruption facts, fixed amount, evidence, and response request. It is claim-preparation guidance, not legal advice.

Disclaimer

This guide is provided for informational purposes only. FlightClaimGuide does not provide legal advice and recommends seeking independent professional advice for complex legal matters.