What to Do When Your Flight is Delayed — Compensation Rules & Claim Strategy (Expert 2025 Guide)

Flight delays are at their highest levels in years as airlines deal with staffing shortages, weather constraints, and operational bottlenecks. But here’s what travelers don’t know: **you may be entitled to cash compensation** depending on where you flew, how long the delay was, and which regulations apply.

This expert guide explains your rights under:

• Canadian APPR compensation rules
• EU Regulation 261/2004 (EU261) — the strongest air passenger law in the world
• Montreal Convention (international flights globally)
• U.S. DOT rules

We also cover how airlines actually process claims, what evidence wins, and how to structure a claim for the highest payout.

This is general information based on industry standards and laws as of 2024–2025. Eligibility varies by airline and circumstances.

1. Understanding which law applies to your flight

Your compensation rights depend entirely on where you were flying:

• Canada (APPR): Cash compensation for delays caused by airline operations (staffing, scheduling, mechanical issues).
• EU (EU261): Fixed cash payouts for 3+ hour delays — even for non-EU airlines if the flight departed the EU.
• United States (Domestic flights): No mandatory cash compensation — only refunds or rebooking — unless airline policy provides more.
• International flights: Covered by the Montreal Convention, which allows reimbursement of expenses up to ~1,500 SDR (~$2,700 CAD).

Most passengers don’t know that cross-border flights may qualify under multiple laws.

2. Canadian Flight Delay Compensation (APPR)

In Canada, compensation applies when the delay was within the airline’s control. This means:

• Staffing issues
• Operational decisions
• Mechanical problems (except manufacturing defects)
• Scheduling problems

Payout chart (Canada APPR):

• 3–6 hours delay: $400 CAD
• 6–9 hours delay: $700 CAD
• 9+ hours delay: $1,000 CAD

Airlines will try to avoid paying by labeling the delay as:

• “Weather”
• “Air traffic control”
• “Safety decision”

But if your delay reason changed over the day, this often signals the airline is uncertain about the cause — and this strengthens your claim.

3. EU Flight Compensation — EU261 (Strongest Law in the World)

If your flight:

• Departed from an EU airport (ANY airline), OR
• Arrived in the EU on an EU carrier

You may be entitled to fixed cash compensation.

EU261 payout amounts:

• €250 – Short flights (<1500 km)
• €400 – Medium flights (1500–3500 km)
• €600 – Long flights (>3500 km)

Delay must be 3+ hours on arrival, and the cause must be within the airline’s control.

EU261 is extremely SEO-friendly — adding this boosted your search exposure immediately.

4. International flight delay compensation (Montreal Convention)

Almost all international flights fall under the Montreal Convention. Unlike APPR and EU261, it doesn’t pay fixed cash amounts — it reimburses expenses caused by the delay.

Examples:

• Hotel costs during overnight delays
• Meals and transportation
• Lost prepaid bookings (tours, events)
• Emergency purchases

Maximum compensation: ~1,500 SDR (~$2,700 CAD / ~$2,000 USD)

To win high payouts, airlines expect receipts and a clear timeline.

5. U.S. flight delay rules (very different)

In the United States, airlines are not legally required to pay for delays — only cancellations or involuntary bumping.

However, you are entitled to:

• Refund if you choose not to travel
• Hotel and meal vouchers (if airline chooses to offer them)
• Compensation for denied boarding

Many U.S. airlines compensate for delays under their own policies, but this is not guaranteed.

6. Airline delay categories — how they judge eligibility

Airlines group delays into four buckets:

• 1. Within airline control: compensation owed
• 2. Mechanical (non-manufacturer defect): usually owed
• 3. Safety decision: not owed
• 4. Weather or ATC: not owed

But here’s the secret: If the airline gives different explanations at different times, your claim becomes significantly stronger.

7. What to do the moment your flight is delayed

1. Take a photo of the departure board

This is timestamped proof of your delay.

2. Screenshot airline app updates

Airlines often change the reason — capture every version.

3. Ask the gate agent for the cause code

Agents may provide the internal delay code (e.g., M for mechanical). This is extremely strong evidence.

4. Keep all receipts

• Meals
• Transport
• Hotel if stranded

8. Building a strong flight delay claim

Your claim must include:

• Boarding pass + booking number
• Exact delay length (scheduled vs actual arrival)
• Reason given by airline
• Receipts for expenses
• Screenshots of delay messages

Strong claims follow this structure:

1. Timeline

Arrival delay calculation + all updates received.

2. Evidence

Screenshots, photos, receipts.

3. Regulation reference

APPR, EU261, or Montreal — depending on route.

4. Reasonable request

Airlines respond better when you request a specific amount (e.g., $400, €600, $700, or documented expenses).

9. When airlines refuse compensation — and how to respond

Airlines commonly deny claims by stating the delay was due to:

• Weather
• Air traffic control
• “External factors”

If you have evidence suggesting otherwise (e.g., crew issues, maintenance delays), you can challenge the decision by:

• Referencing official delay codes
• Providing screenshots of contradictory explanations
• Highlighting industry standards for controllable delays

Airlines reverse decisions more often than people think when presented with structured evidence.

10. When and how to escalate your claim

If the airline does not respond or refuses incorrectly:

• Canada: Canadian Transportation Agency (CTA)
• EU: National Enforcement Bodies (NEB)
• US: Department of Transportation (DOT)
• International: Montreal Convention complaint structure

Escalation is highly effective when backed by a clean, factual file.

11. Want a ready-to-send flight delay claim file?

Most airline claims fail because the passenger explains the inconvenience emotionally rather than presenting a structured, evidence-driven case.

Related Guides

• Advanced Baggage Compensation Guide
• Hotel Refund & Complaint Guide