UK261 Flight Delay & Cancellation Claim Letter

Who can use this letter

Your flight departed a UK airport, on any airline
Your flight arrived in the UK on a UK or EU airline
Your flight arrived in the EU on a UK airline
Arrival delay was 3+ hours, or the flight was cancelled with under 14 days' notice
The cause was within the airline's control (technical fault, crew shortage, overbooking) — not severe weather, ATC restrictions, or security threats

Before you send it

Confirm your compensation tier: £220 (up to 1,500 km), £350 (1,500–3,500 km), £260 for 3–4 hour delays or £520 for 4+ hour delays (over 3,500 km).
Gather your booking reference, flight number, date, and route — boarding passes help but are not required.
Note the reason the airline gave for the delay, if any (check departure boards, airline app, or emails).
Address the letter to the operating airline's customer relations or compensation team, not the travel agent or OTA you booked through.
Keep a dated copy of what you send and how you sent it.

The template

Fill in every [BRACKETED] field with your own details before sending — do not send this letter with placeholders still in it.

[YOUR FULL NAME]
[YOUR ADDRESS]
[YOUR EMAIL] · [YOUR PHONE]

[DATE]

[AIRLINE NAME] Customer Relations
[AIRLINE ADDRESS OR "via online compensation form"]

Re: UK261 compensation claim — Booking reference [BOOKING REFERENCE]

Dear Sir or Madam,

I am writing to claim compensation under The Air Passenger Rights and Air Travel Organisers' Licensing (Amendment) (EU Exit) Regulations 2019 ("UK261") for flight [FLIGHT NUMBER] from [DEPARTURE AIRPORT] to [ARRIVAL AIRPORT] on [FLIGHT DATE].

[CHOOSE ONE:]
This flight arrived at its final destination [NUMBER] hours and [NUMBER] minutes after the scheduled arrival time.
— OR —
This flight was cancelled on [DATE CANCELLED], which was less than 14 days before the scheduled departure.

Based on the flight distance of approximately [DISTANCE] km and the delay/cancellation described above, I believe I am entitled to fixed compensation of £[AMOUNT] per passenger under UK261, for [NUMBER] passenger(s) named on this booking: [PASSENGER NAMES].

I am not aware of any extraordinary circumstances (such as severe weather, air traffic control restrictions, or security threats) that would exempt you from this liability. [OPTIONAL: If the airline cited a reason for the delay, add: "Your [app/gate announcement] stated the reason for the delay was [REASON GIVEN], which I do not consider an extraordinary circumstance."]

Please pay this compensation by bank transfer or cheque within 14 days. I do not wish to receive travel vouchers, as UK261 compensation must be paid in cash.

If my claim is rejected, please provide your reasons in writing along with details of your Alternative Dispute Resolution scheme, so that I may escalate the matter if necessary.

Yours faithfully,

[YOUR FULL NAME]
[Signature if posting]

Booking reference: [BOOKING REFERENCE]
Flight: [FLIGHT NUMBER], [FLIGHT DATE]
Passengers: [PASSENGER NAMES]

How to send it

Prefer the airline's own online UK261/compensation claim form if one exists — it routes straight to the right team.
If posting or emailing, address it to "Customer Relations" or "Compensation Claims", not general enquiries.
Send by email or recorded post so you have a timestamp and delivery record.
Keep a copy of everything you send, along with any reference number the airline issues.

If you don't get a response

Airlines typically respond within 4–12 weeks. If you hear nothing after eight weeks, or your claim is rejected and you disagree with the reason given, escalate using our CEDR / Aviation ADR escalation letter or complain to the Civil Aviation Authority. See the full walkthrough in our UK261 compensation guide.

Frequently Asked Questions

Do I need to send this letter by post, or is email fine?

Email is fine, and most airlines prefer their own online compensation form over a posted letter. What matters is that you cite UK261 by name, state your flight details clearly, and keep a dated copy of what you sent.

What if the airline offers vouchers instead of cash?

You are entitled to refuse vouchers. UK261 compensation is a statutory cash entitlement, payable by bank transfer or cheque — vouchers are the airline's preference, not your obligation. Reply stating you require payment in cash.

Can I use this letter for a flight from several years ago?

Yes, within the time limit: six years in England, Wales, and Northern Ireland under the Limitation Act 1980, and five years in Scotland. Older delays can still be worth claiming if you have the booking details.

This template is provided for information only and is not legal advice. FlightLogic is not a law firm and does not guarantee any outcome from using this letter — always check the facts of your own situation and adapt the wording accordingly.

Written by Emma Walsh

Editor, Hotels & Europe

Emma reviews boutique and independent hotels across Europe, alongside British Airways and Oneworld product reviews. She writes FlightLogic's Avios redemption guides.

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