Wondering what to do when your flight is canceled or delayed? Here’s my guide for navigating your options and get a quick solution
Flight cancelations, delays and last minute changes are happening more and more. Only this year, I had at least a couple of cancellations and several delays (for sure more than 5). While in most cases it’s not fault of the airline and complaining on social media doesn’t help much, it is good to understand what you can really do, act quick and get the proper support and compensation.
On top of that, airlines only do the minimum required by the law to support you in these cases, so its more up to you to know your rights and understand what exactly you can do. This article will walk you through what happens if your flight is delayed or canceled, what your rights are as a traveler, and how to handle the situation smoothly.
What to Do When Your Flight is Delayed
Flight delays are an unfortunate but common occurrence. Depending on the length of the delay, you could be stuck in the airport for hours, or even miss a connection or important event. Here’s what to do if you find yourself in this situation:
Check the reason for the delay
Not all delays are the same, and the reason behind the delay affects your rights as a passenger. If the delay is caused by something within the airline’s control, such as technical issues or staffing problems, you may be entitled to compensation (airport strikes do NOT count). Delays caused by weather or other extraordinary circumstances, however, are usually not compensable.
Stay informed
Keep an eye on updates from the airline. They are required to inform you of any significant changes to your flight schedule, and you can track updates via the airline’s app or the airport’s flight information boards. Don’t hesitate to ask the airline’s staff for further details.
If you book through a platform like Booking.com or Agoda, use the booking code to check out your flight right before you book, a few weeks before departing and a few days before flying. I had an Eurowings flight booked with Booking.com which Eurowings canceled a few weeks in advanced, but Booking.com never informed me. Fortunately, I checked the booking code a few weeks in advanced and was able to do the proper changes, but imagine you find this out when you want to check in.
Read more: A Complete Guide to the best eSIM Cards for Travelers
Know your rights
In the European Union and the UK, under EU Regulation 261/2004, if your flight is delayed for more than two hours, the airline must provide you with food and drinks, as well as access to communication (no matter what is the reason of the delay). If the delay extends overnight, they are required to provide you with hotel accommodation and transportation to and from the hotel. For flights delayed by three hours or more, you may be eligible for compensation, depending on the cause of the delay.
INSIDER TIP: To get these food and accommodation vouchers visit the airline counter when the delay happened. If no counters are available, check the airline website.
I had a delay of over 2 hours with Ryanair and the airline didn’t inform me directly about the food vouchers. However, the website mentioned that once the 2 hour delay is mentioned, my boarding pass serves as a coupon for a few restaurants at the airport.
Rebook or get a refund
If your flight is delayed significantly, you can choose to be rebooked on the next available flight, or, in certain cases, request a refund for the unused portion of your ticket. In the U.S., airlines aren’t legally required to compensate passengers for delays but many airlines will rebook passengers for free on their next available flight.
KEEP IN MIND: If you are missing a train connection or a flight with another booking code because of a delay, you are not entitled to get any compensation. Be aware of this when you book short layovers with different airlines.
What to Do When Your Flight is Canceled
A flight cancellation can be an even bigger headache than a delay, as it might require completely changing your travel plans. Here’s how to handle it:
Speak to the airline
Once you hear that your flight has been canceled, contact the airline directly. You can do this at the airport, but it’s often faster to call customer service or use the airline’s app to rebook (KLM has an excellent WhatsApp service – the best I had so far). Airlines will typically rebook you on the next available flight at no extra charge. Be aware that during busy travel periods, this could mean a significant wait.
INSIDER TIP: You can also ask to rebook for another flight within 7 days. This can be a useful tip if you want to extend your stay.
Read more: The logistics of planning the longest train journey in the world
Request compensation or a refund
In the EU, if your flight is canceled, you have the right to either a full refund or re-routing to your final destination on a later flight. Additionally, if the cancellation was due to the airline’s fault and you were notified less than 14 days before departure, you may be entitled to financial compensation ranging from €250 to €600, depending on the flight distance.
Know your U.S. rights
In the U.S., airlines are not required to provide compensation for canceled flights, but most airlines will offer a rebooking option or a refund for the unused portion of your ticket. However, if the cancellation forces an overnight stay, some airlines will provide hotel accommodations and meal vouchers as a gesture of goodwill. I know it sounds unfair, but the European Union is way better regulated for passenger rights.
Consider travel insurance
Travel insurance policies often cover cancellations and delays. If your flight was canceled due to a covered reason (such as mechanical issues or severe weather), your insurance provider may reimburse you for additional expenses, such as accommodations or meals. Keep also in mind. Most insurances won’t give you a full compensation if the delay happened due to external reasons. Insubuy is a great option for those traveling to the United States
Did you know? If you book a flight with Lufthansa, you have 24 hours to get a 100% cancelation. This has to be done by phone.
Is it worth to buy a flexible ticket?
It ultimately depends on your preferences and travel plans. Flexible tickets are often more expensive, and some airlines won’t provide a full refund unless you have a “valid” reason for cancellation. Make sure to review the cancellation policy carefully before booking. In the end, it’s about assessing how likely it is that your travel plans could be disrupted.
While flexible tickets cost more upfront, the higher price could still be more economical compared to the potential change fees, rebooking charges, or the money lost on non-refundable tickets.
Read more: How many blank passport pages do you need to travel to each country
Your Passenger Rights Under European and U.S. Regulations
When it comes to flight disruptions, passengers have clear rights in the EU and similar, though less comprehensive, protections in the U.S.
- EU Regulation 261/2004: This regulation covers flight delays, cancellations, and denied boarding. If your flight is delayed by more than three hours, canceled less than 14 days before departure, or you are denied boarding, you could be entitled to compensation ranging from €250 to €600. This applies to all flights departing from an EU airport or flights into the EU on an EU carrier.
- U.S. Department of Transportation Rules: In the U.S., the rules are less stringent. Airlines must provide passengers with timely updates about delays and cancellations, and if a flight is canceled, the airline must offer a full refund if the passenger chooses not to rebook. However, compensation for delays or cancellations isn’t required unless specified in the airline’s own policies.
How a Private Company Can Help You Navigate Flight Issues
Navigating the complexities of flight compensation can be overwhelming, especially when you’re already dealing with the stress of a canceled or delayed flight.
This is where private companies like AirHelp come in. AirHelp is a service that helps passengers claim compensation for flight delays, cancellations, and denied boarding, particularly when dealing with the complexities of EU law. They take the hassle out of the process by managing your claim for you, ensuring you get the compensation you’re entitled to without having to deal with the back and forth with airlines.
Quick and Easy Process: AirHelp allows you to enter your flight details online, and their team handles the rest. They communicate with the airline on your behalf, submit the necessary paperwork, and even pursue legal action if required—all with minimal involvement from you.
No Win, No Fee: AirHelp operates on a no-win, no-fee basis, which means that you only pay a fee if they successfully recover compensation for you. This makes it a risk-free option for travelers who don’t want the headache of filing claims themselves.
Knowledge of Regulations: AirHelp is familiar with both EU and international passenger rights, meaning they know exactly what you’re entitled to and how to get it. This expertise can be especially helpful if you’re dealing with airlines that are resistant to paying compensation or if you’re unsure of your rights.
Instead of spending hours on the phone with airlines or trying to figure out complicated legal regulations, you can let AirHelp handle the legwork. This is a very easy solution that you can do in a few clicks after your arrival.
Keep in mind to collect following information to smooth your process:
- Copy of the booking confirmation
- Copy of the flight ticket (or screenshot)
Did you have a flight delay?
Visit the AirHelp website, fill the form and let AirHelp check if you are eligible for a compensation or not.
Top Tips for Dealing with Flight Disruptions
- Stay informed – Always monitor your flight status using the airline’s app or website. Early information can help you avoid unnecessary waits at the airport.
- Know your rights – Whether you’re flying within the EU or the U.S., it’s important to understand what compensation or support you’re entitled to in case of delays or cancellations.
- Use compensation services – Services like AirHelp can make claiming compensation easier and more efficient, especially for international flights.
- Be prepared for rebooking – Download the airline’s app and have customer service numbers handy in case you need to quickly rebook your flight.
- Consider a travel insurance – Travel insurances can offer additional protection for delays or cancellations that aren’t covered by airline regulations. The EKTA Travel Insurance is worth to check out.
Read more: What is a Stopover Paid by Carrier?
What Happens When Your Flight Gets Changed or Canceled Weeks in Advance?
While last-minute flight cancellations or delays are often the most stressful, it’s not uncommon for airlines to change or cancel flights weeks—or even months—before your scheduled departure. If this happens, there are still important rights and options available to you that can benefit you.
Notification Period
Airlines are required to notify passengers as soon as they know of any significant changes to flight schedules, particularly if your flight is canceled or rescheduled. If the airline informs you weeks in advance, this is generally due to factors like changes in the flight schedule, aircraft maintenance, or route cancellations. This happens quite regularly and you should not be worried about it when it happens to you – especially if you booked months in advance.
NOTE: If your flight gets changed within a time frame of 15 minutes or less, no compensation is entitled.
Rebooking Options
If your flight is canceled far in advance, most airlines will automatically rebook you on the next available flight. However, the new flight might not fit your schedule. In this case, you can:
- Accept the new flight: If the new flight time is convenient, you can confirm your seat on the rescheduled flight.
- Request a different rebooking: If the new flight is unsuitable, most airlines allow you to request an alternate flight that works better for your itinerary, often at no extra charge.
Refund Rights
If the flight change or cancellation is too disruptive and the rebooking options don’t suit your needs, you have the right to request a full refund for your ticket. According to EU Regulation 261/2004, if the airline cancels your flight and you choose not to accept the rebooking, you are entitled to a full refund, even if the cancellation happens weeks in advance.
In the U.S., airlines are also obligated to provide a refund if the flight is canceled and the passenger chooses not to fly, regardless of the reason for cancellation.
INSIDER TIP: I tend to book flights months ahead. Once I get a mention of a delay or cancellation, I leave my confirmation to this connection open until the last minute in case I want to do a last minute cancellation or extend my stay. Keep in mind. Once you accept the new booking, your ticket conditions from the booking remain.
Compensation for Cancellations
While cancellations announced weeks in advance may not trigger compensation in most cases. There are instances where you might still be eligible, particularly if you were notified less than 14 days before the departure in the EU. If the airline cancels or significantly changes your flight within that two-week window and the cause is within their control, you may be entitled to compensation on top of the refund or rebooking. However, to be honest, this happens very very rarely.
