What Evidence Do I Need to Claim Flight Compensation?
Learn which documents and proof are essential for EU261 and UK261 flight compensation, and ensure your claim is successful.
In this guide
Essential Evidence for Your Claim
These are the documents that form the backbone of any EU261 or UK261 claim. Without them, the airline can dispute the basics — that you were on the flight, that it was delayed, and by how long.
| Evidence | Description | Notes |
|---|---|---|
| Boarding pass | Proof that you were on the flight | Keep the physical stub or save the digital version as a PDF. |
| Ticket / Booking confirmation | Shows flight number, date, route, and passenger name | The original booking email works. Save it as a PDF rather than forwarding the chain. |
| Flight delay notification | Email or text from the airline confirming the disruption | This is often the single most important document. It shows the airline acknowledged the delay. |
| Airline communication | All emails, letters, or chat logs with the airline about the disruption | Keep everything — even automated replies. They help if the airline later changes its story. |
| Proof of arrival time | Screenshot of flight tracker, baggage carousel photo, or app notification | The 3-hour threshold is measured at arrival. Without proof of when you landed, the airline can dispute the delay length. |
| Passport / ID | Passenger identification | Required for verification if the airline or ADR body asks. A photo of the photo page is sufficient. |
These documents are essential for all claims under EU261 and UK261. Missing any of them can delay your claim or give the airline a reason to reject it outright. Gather them before you submit — not after.
Optional Evidence That Can Help
These items are not required, but they strengthen your claim — especially if the airline disputes your version of events. The more supporting evidence you have, the harder it is for the airline to reject your claim with a vague excuse.
| Evidence | Purpose |
|---|---|
| Photos of boarding area / gate | Supports delay or cancellation claims — shows the gate was closed, empty, or displaying delay information. |
| Receipts for expenses | Meals, transport, or accommodation costs incurred due to the delay. Needed for duty of care reimbursement, not compensation. |
| Witness statements | Fellow passengers or airport staff who can confirm the disruption. Rarely required but useful if the airline disputes your account. |
| Previous delay history | If the same route or airline has recurring issues, this can support a pattern. Not essential for individual claims. |
| Flight disruption announcements | Screenshots of airport monitors, airline app alerts, or PA announcements. Shows the airline communicated the disruption. |
Optional evidence strengthens your case, especially if the airline disputes your claim. A photo of an empty gate or a screenshot of the departure board can be the difference between a paid claim and a rejected one.
How to Collect Evidence
The best time to collect evidence is at the airport, while the disruption is happening. The second best time is right now. Here is how to make sure you have what you need.
Save emails and notifications immediately
Do not wait until you get home. Forward airline emails to yourself and file them in a dedicated folder. Screenshot any SMS or push notifications before they get buried.
Take screenshots of mobile apps or airline websites
If the airline app shows a delay, capture it. These screens change quickly — what is visible today may be gone tomorrow.
Keep boarding passes and tickets safely
Photograph your physical boarding pass as a backup. Paper copies get lost, smudged, or thrown away. A digital copy is harder to lose.
Organise by date and flight number
Name your files clearly: "BA1234-2026-03-15-boarding-pass.pdf". When you are submitting a claim or responding to the airline, you will be glad you did.
Convert paper copies to PDF
Scan or photograph receipts, letters, and boarding passes. A single PDF with all your evidence is easier to submit and harder for the airline to claim they did not receive.
What Airlines Usually Request
When you submit a claim, the airline may ask for specific information — sometimes as a genuine requirement, sometimes as a delay tactic. Knowing what they need in advance means you can include it with your first submission and avoid back-and-forth.
Passenger information
Full name, contact details, and booking reference. This is standard for any claim submission.
Flight details
Flight number, date, departure and arrival airports. Include both scheduled and actual times if you have them.
Delay or cancellation evidence
The airline already has this in their system, but they may ask you to provide it anyway. Your delay notification and arrival time proof cover this.
Receipts for extra costs
Only if you are claiming duty of care reimbursement (meals, hotel, transport) in addition to compensation. These are separate entitlements under EU261/UK261.
Save time with a Claim Package
A Claim Package includes pre-structured claim letters that already reference the required information in the format airlines expect. You fill in your details, attach your evidence, and submit — no guessing what the airline wants to see.
Examples of Complete Claims
These examples show what a well-documented claim looks like. Notice that the more complete the evidence, the faster the claim is resolved — and the higher the compensation for long-distance flights.
| Route | Evidence Included | Compensation | Time to Payout |
|---|---|---|---|
| London → Paris | Boarding pass, booking confirmation, email delay notification | €250 | 3 weeks |
| Madrid → Berlin | Boarding pass, booking confirmation, expense receipts, airline email chain | €400 | 5 weeks |
| Dublin → New York | Full documentation + prior airline responses + flight tracker screenshot | €600 | 6 weeks |
| Amsterdam → Rome | Boarding pass, booking, gate photo, delay notification | €400 | 4 weeks |
| Berlin → Istanbul | Boarding pass, booking, airline chat log, arrival time screenshot | €400 | 7 weeks |
Well-documented claims are resolved faster and are more likely to succeed. The Dublin → New York claim included prior airline responses — meaning the passenger had already been through one round of correspondence and could show the airline's own acknowledgment of the delay. That makes the case very hard to reject.
FAQ
What documents are essential for EU261 claims?
The essentials are: your boarding pass or e-ticket, booking confirmation, delay or cancellation notification from the airline, proof of your actual arrival time, and any correspondence with the airline. These five items cover the core of any EU261 or UK261 claim. Without them, the airline can dispute the basics — that you were on the flight, that it was delayed, and by how long.
Can I submit digital copies only?
Yes. Airlines and ADR bodies accept digital copies — PDFs, screenshots, and email forwards. You do not need to send original paper documents. In fact, digital copies are preferable because they are easier to organise, submit, and keep as backup. Just make sure screenshots are legible and PDFs are not corrupted.
Do airlines accept app screenshots?
Yes. A screenshot of the airline app showing a delay, a flight tracker app showing arrival time, or an airport departure board is all valid evidence. The key is that the screenshot clearly shows the relevant information — flight number, date, and delay duration or actual arrival time. Take screenshots as soon as possible, before the information changes.
Are receipts for expenses required?
Only if you are claiming duty of care reimbursement (meals, hotel, transport) — which is separate from compensation. Under EU261/UK261, you are entitled to both compensation for the delay and reimbursement for reasonable expenses. Compensation does not require receipts. Expense reimbursement does.
What if I lost my boarding pass?
You can still claim. Your booking confirmation and e-ticket serve as proof that you were booked on the flight. If you checked in online, the check-in confirmation email works. Some airlines can also verify your boarding through their system using your booking reference. Do not let a missing boarding pass stop you from filing.
Can I submit a claim without all the evidence?
Yes, but a claim with missing evidence is more likely to be rejected or delayed. At minimum, you need something that shows you were on the flight and that it was disrupted. If you are missing proof of arrival time, use a flight tracker screenshot from FlightRadar24 or FlightAware — these are widely accepted by ADR bodies.
How long should I keep the evidence?
Keep everything until your claim is fully resolved and you have received payment. In some cases, that means holding on to documents for up to the limitation period in your country (1–6 years depending on jurisdiction). Store digital copies in a dedicated folder — they take up no physical space and could be the difference between winning and losing a dispute.
Is evidence required for DIY or Claim Package claims?
Evidence is required regardless of how you claim. The regulation does not change based on who submits the paperwork. The difference is that a Claim Package tells you exactly which documents to gather and how to present them, which reduces the risk of missing something critical.
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This guide is provided for informational purposes only. FlightClaimGuide does not provide legal advice and recommends seeking independent professional advice for complex legal matters.