A delayed flight demands a clear plan of action: claim your on-the-spot care first, gather the evidence, then pursue your financial rights once you are home. In Europe, Regulation EC 261/2004 sets strict obligations for airlines, regardless of the reason given for the delay.
Check Whether Your Delay Triggers Mandatory Assistance
On-the-spot care (meals, drinks, accommodation) is not automatic: it depends on the flight distance and the waiting time announced at the departure airport.
Credit: Departure Terminal at Zhengzhou Airport by Wootang01, CC BY-ND 2.0, via Openverse.
| Flight distance | Minimum delay to trigger assistance |
|---|---|
| Up to 1,500 km | 2 hours |
| Intra-EU flights over 1,500 km and non-EU flights between 1,500 and 3,500 km | 3 hours |
| Over 3,500 km outside the EU | 4 hours |
These rights apply to flights departing from an airport in the EU, Norway, Iceland or Switzerland, as well as to flights operated by a European airline arriving in those countries.
Protect my trip with YupwegoWhat the Airline Must Provide at the Airport
Once the thresholds above are reached, the airline is required to offer you, free of charge:
- Refreshments and meals appropriate to the length of the wait
- Two means of communication (phone calls, emails or faxes)
- Hotel accommodation if departure is pushed to the following day, including return transfers between the airport and the hotel
- Rebooking or a full refund if the delay reaches 5 hours and you decide not to travel
If nothing is offered, go straight to the airline’s desk or its handling agent. You can also pay out of pocket (meals, taxi) and keep your receipts: these expenses can be reimbursed if the airline failed in its duty of care.
The Essential Step: Get a Delay Certificate
Before leaving the airport, ask ground staff for a written delay certificate, ideally made out in your name. Airlines frequently request this document when processing a claim: it is your strongest proof of the delay.
If no staff are available, note the time shown on the departure screens and take a timestamped screenshot as alternative evidence.
What to Keep for Your Claim
A complete file significantly improves your chances of reimbursement or compensation. Start collecting these at the airport:
- Your boarding pass (paper or digital)
- Your booking confirmation with the flight number
- The delay certificate issued by the airline
- All receipts for expenses caused by the delay (meals, accommodation, alternative transport)
- Any messages from the airline (SMS, email, app notification)
- A copy of photo ID for each passenger affected
Store everything digitally (photos on your phone) without waiting until you get home.
Your Right to Flat-Rate Compensation for Arrival Delays
If you arrive at your final destination at least 3 hours late, you may be entitled to flat-rate compensation. The airline can only be exempted if it proves the delay was caused by extraordinary circumstances that it could not have avoided: severe weather, an air traffic control strike, a volcanic eruption or an unforeseeable security threat.
| Flight distance | Flat-rate compensation |
|---|---|
| Up to 1,500 km | 250 euros per passenger |
| Intra-EU flights over 1,500 km and non-EU flights between 1,500 and 3,500 km | 400 euros per passenger |
| Over 3,500 km outside the EU | 600 euros per passenger |
Compensation can be halved if the airline re-routes you and you reach your destination with only a limited delay (under 2 hours for short-haul flights, 3 or 4 hours for longer routes).
How to Claim Your Compensation After the Flight
- Contact the airline in writing (email or online claims form), citing Regulation EC 261/2004, the flight number, the date and the delay recorded on arrival. Attach your supporting documents.
- If you receive no satisfactory response within 60 days, refer the matter to an approved mediator. Since 6 February 2026, mediation is compulsory before going to court. The Médiateur du Tourisme et du Voyage (MTV) is generally the appropriate body for airline disputes.
- If mediation fails, you can report the dispute to the relevant national aviation authority via the official portal droits-passagers-aeriens.aviation-civile.gouv.fr or take your case to the competent court.
You generally have 5 years to file your compensation claim (the statutory limitation period applicable in France).
Travel Delays and Insurance: An Essential Safety Net
The European regulation applies to flights departing from the EU or operated by European airlines. For routes outside this scope (departing from outside the EU with a non-European carrier), legal protections are often far more limited.
Travel insurance can fill these gaps: depending on your policy terms, it may cover additional expenses the airline refuses to pick up, or step in when a delay causes you to miss a connection or lose a pre-booked hotel night. File your claim with your insurer as soon as possible, with your supporting documents ready.
If your delay ultimately becomes a cancellation, read our guide What to Do If Your Flight Is Cancelled for the next steps, including your right to rebooking or a full refund.
If your bags have not arrived with you after the delay, our guide What to Do If Your Luggage Is Lost walks you through the steps to take with the airline and the airport.
FAQ
How long does my flight have to be delayed before I get a free meal?
The airline must provide meals and refreshments from 2 hours of delay for flights up to 1,500 km, from 3 hours for intra-EU flights over 1,500 km and non-EU flights between 1,500 and 3,500 km, and from 4 hours for non-EU flights over 3,500 km. If these are not offered, pay out of pocket and keep your receipts so you can claim reimbursement.
Can I claim compensation if the delay is caused by bad weather?
Generally, no. Extraordinary circumstances such as severe weather or an air traffic control strike exempt the airline from paying flat-rate compensation. However, on-the-spot assistance (meals, hotel if needed) remains due even in these cases.
How much can I claim for a delay of more than 3 hours on a Paris to New York flight?
Paris to New York is over 3,500 km. If you arrive 3 hours or more late and the airline cannot prove extraordinary circumstances, you are entitled to 600 euros per passenger, provided the flight departed from a European airport or was operated by a European airline.
The airline won’t pay for my meal during the delay. What can I do?
Pay for it yourself and keep the receipt. Then send a written claim to the airline with the receipt attached. If they still refuse, you can refer the matter to an approved mediator (compulsory since 6 February 2026 before any court action).
Do I have any rights if my flight from Bangkok is delayed and the airline is not European?
Regulation EC 261/2004 does not apply in this case. Your rights then depend on local law and the airline’s own terms and conditions. Travel insurance with a delay guarantee can compensate for this gap in legal protection.
