The EU Regulation 261/2004 is a comprehensive policy designed to protect passengers. It mandates airlines to offer compensation for flights delayed over three hours, cancellations without at least two weeks’ notice, and instances of denied boarding. The compensation ranges from €250 to €600, depending on the flight distance. Additionally, passengers are entitled to care, including meals and accommodation if necessary, while waiting for a rescheduled flight. This regulation applies to all flights operated within the EU, from the EU, or to the EU by an EU-based carrier.

While the U.S. lacks a federal regulation akin to the EU’s for flight delays and cancellations, the Department of Transportation (DOT) requires airlines to adhere to their own compensation policies, which must be clearly communicated to passengers. These policies often cover compensation for significant delays, cancellations, and involuntary bumping from flights. The specifics, however, can vary widely between carriers, making it vital for passengers to review these policies when planning their travels.

Canada introduced the Air Passenger Protection Regulations (APPR) to offer a clear framework for passenger rights. This includes compensation for delays, cancellations, and denied boarding under specific conditions, similar to the EU’s regulations. The APPR outlines minimum compensation levels and standards for treatment, ensuring passengers are adequately informed and cared for during travel disruptions.

India’s Directorate General of Civil Aviation (DGCA) provides guidelines for compensation and assistance to passengers facing flight disruptions. These include refund policies for cancellations made within 24 hours of booking, compensation for delays beyond a certain threshold, and accommodations for affected passengers.

Globally, many countries have developed their regulations or follow international conventions like the Montreal Convention, which outlines airline liabilities and passenger rights at an international level. It’s essential to check with the local aviation authority or the airline’s compensation policy for the most accurate and current information.

Documentation is Key: Keep a record of your flight details, including the scheduled and actual departure times, communications from the airline, and receipts for any additional expenses incurred due to the delay or cancellation.

Know the Policy: Familiarize yourself with the airline’s compensation policy and the relevant local or international regulations before claiming compensation.

Communicate Effectively: When filing a claim, provide all necessary documentation and communicate clearly, concisely, and politely.

Nature of Disruption: Compensation eligibility hinges on whether the disruption was within the airline’s control. Situations like maintenance issues, crew shortages, or technical problems often qualify. However, “extraordinary circumstances” such as severe weather, air traffic control restrictions, or security concerns, which are beyond the airline’s control, generally do not qualify for compensation.

Duration of Delay: The threshold for delays typically starts at three hours, but eligibility can depend on various factors, including the flight distance and specific regional regulations. Some regions may have different thresholds for short-haul, medium-haul, and long-haul flights.

Notification Timeline: The timing of the notification about a cancellation also affects compensation eligibility. Typically, if passengers are informed about a flight cancellation more than 14 days in advance, the airline is not obligated to provide compensation. The closer the notification is to the departure date, especially within 14 days, the more likely passengers are eligible for compensation.

Flight Distance: The principle is straightforward—longer flights typically qualify for higher compensation amounts due to the greater inconvenience and potential costs to passengers.

Delay Duration: Not all delays are treated equally. The longer the delay, the higher the potential compensation, reflecting the increased inconvenience and disruption to passengers’ plans.

Route Specifics: The compensation structure may vary by route. For example, within the EU, flights might follow a specific compensation scale, which could differ from that applied to flights between the EU and non-EU destinations, acknowledging the varied impact of disruptions on different types of journeys.

Now, for the all-important step: claiming your money. Follow these steps:

1. Gather All Relevant Documents: This includes boarding passes, tickets, and any communication from the airline regarding the delay or cancellation.

2. Contact the Airline: Begin by writing a formal letter or email to the airline. Clearly state the flight details, the nature of the disruption, and the compensation you’re seeking.

3. Provide Evidence: Attach all necessary documents to support your claim. Photos, eyewitness accounts, and other proof can bolster your case.

4. Use Online Platforms: Numerous online platforms help passengers claim compensation. These platforms usually charge a fee but can simplify the process. AirHelp or Compensair are one of the best ones.

5. Seek Legal Help: If the airline rejects your claim and you believe you’re in the right, consider seeking legal advice.

Stay Informed: Sign up for flight status updates from your airline. They’ll notify you of any changes, allowing you to act promptly.

Be Polite: A polite, well-worded claim can go a long way. Remember, the customer service representatives are humans too.

Act Promptly: Don’t wait too long to claim. Some regions have time limits on when you can file a claim after the disruption.

Some airlines might offer vouchers, meals, or hotel accommodations in lieu of cash compensation. Remember:

You Can Choose: If you’re eligible for compensation, you can decide whether you want the airline’s offer or monetary compensation.

Calculate the Worth: Sometimes, the vouchers might be more valuable than the cash compensation, especially if they offer future flight discounts.

Apart from the direct compensation for the delay or cancellation, keep track of additional expenses. If you had to book a hotel room, eat out, or arrange alternate transportation, you might be entitled to compensation for these as well.