What information should a compensation letter for a delayed flight include?

When you are waiting at the airport and find out that your flight has been significantly delayed, you may feel frustrated and confused. A delay can disrupt vacation plans or important business meetings. What many travelers do not know is that you can request compensation from the airline if the flight is delayed by more than 3 hours, with certain exceptions. To recover your money or receive compensation, you need a complete and well-organized claim letter.

Below, you will learn exactly what to write, how to structure the request, and which documents to attach so that your claim has the best chance of success. This information will help you navigate an unpleasant situation calmly and use the rights granted by law.

What is a compensation letter for a delayed flight?

A compensation letter for delayed flights is a written request addressed to the airline, through which you ask for compensation according to the rights established by European legislation.

If you arrive at your destination with a delay of at least 3 hours and the delay is not caused by extraordinary circumstances (such as severe weather or air traffic restrictions), you can claim this compensation. Key regulations, such as Regulation (EC) No. 261/2004, cover all flights departing from the European Union or operated by EU-based airlines. The compensation amount can reach €600 per person, depending on the flight distance.

This right exists as part of measures designed to protect passengers in the EU. Whether you are flying from Romania, Denmark, Poland, Norway, or Bulgaria, the same rules apply if the flight departs from the EU or is operated by a European airline.

Information required in the compensation letter

To ensure that your claim receives attention quickly and to increase the chances of a positive resolution, complete the letter carefully, without omitting important details. Below is the recommended structure with concrete examples.

1. Personal details of the claimant

Always include your personal identification information exactly as it appears on your ticket and official documents:

• Full name

• Home address

• Contact phone number and email address

2. Flight details for which compensation is requested

Provide the following details to facilitate quick verification:

• Flight number (e.g., RO7124, BT123)

• Travel date and scheduled departure time

• Departure and destination airports

• Actual departure and arrival times

3. Description of the delay

Be precise about the duration of the delay. Do not interpret the reasons; present the facts as they occurred:

• Specify the exact difference between the scheduled and actual arrival time (e.g., 3 hours and 25 minutes delay).

• Mention the exact departure and arrival times to support the documentation.

4. Legal basis for the claim

Include a direct reference to the European regulation that grants you the right to compensation:

• Mention Regulation (EC) No. 261/2004.

• Specify Article 7, which establishes the compensation amounts.

  Suggested wording: “I request compensation under Regulation (EC) No. 261/2004, Article 7, because my flight was delayed by more than 3 hours at the destination, without any extraordinary circumstances.”

5. Argumentation for the claim

Help the airline understand why you are entitled to compensation:

• Emphasize that the delay exceeded 3 hours.

• The assessment should be based on the arrival time at the destination.

• Mention the absence of reasons beyond the airline’s control (e.g., no announced weather-related disruptions).

6. Supporting documents

Always attach copies of documents proving the booking and flight delay. This accelerates the process and avoids additional requests for clarification.

Include:

• Airline ticket and boarding pass

• Official communications related to the delay (emails, SMS, screenshots from the airline app)

• Receipts or invoices for extra expenses caused by the delay (food, local transport, accommodation)

Recommendation: Keep all documents, even after the case is resolved, in physical or digital format for any eventuality.

How to structure the compensation letter effectively

A clear structure increases the chances of receiving a prompt response. Use the steps below as a guideline:

• Greeting and introduction
  • Address respectfully: “Dear Airline,”
  • State the purpose of the letter: “I am contacting you to request compensation for the delay of flight RO7124 on July 3, 2024.”
• Present the facts briefly: “Flight RO7124 was delayed by 3 hours and 25 minutes, as shown in the attached documents.”

• Reference to legal rights - Cite Regulation (EC) No. 261/2004, Article 7.
• Specific request
  • State the requested amount based on flight distance:
    • €250 for distances under 1500 km
    • €400 for flights between 1500–3500 km
    • €600 for flights over 3500 km (e.g., transcontinental flights)

• Express expectations for a response: “I look forward to your reply within six weeks from the date of this request.”

• Closing the letter - Use polite closing phrases, such as: “Sincerely,” or “Thank you for your attention.”

• List of attachments - Explicitly list all attached documents.

Practical tips for drafting and submitting

In addition to content, the administrative process plays an important role. Consider the following recommendations:

• Write in a clear, polite, and objective tone.

• Avoid excessively emotional or accusatory language.

• Send the request using the airline’s official contact addresses (email, online form, or registered mail).

• Keep a copy of the request and all documents sent.

  If you cannot manage alone or want to save time, use specialized platforms like AirClaim, where you can upload your ticket online and check eligibility in minutes.

When and how to seek external help

If you do not have time or do not want to handle this process alone, you can rely on specialized companies. They complete the documentation, manage correspondence, and follow the case until payment.

Advantages of using a specialized platform:

• Saves personal time and energy

• Ensures the claim is submitted correctly with all necessary information

• You pay only if you receive the compensation

Key points to remember:

• A percentage of the recovered amount will go to the intermediary firm (usually between 25–30%).

• You can check eligibility and submit the request directly on the website without needing additional legal advice.

Frequently asked questions about compensation letters

What are the mandatory elements?

• Identification details, full flight information, delay duration, reference to the legal framework, and relevant attachments.

How do you determine the requested amount?

• You can claim €250 for flights under 1500 km, €400 for flights between 1500–3500 km, and €600 for flights over 3500 km, according to European Regulation.

What if you do not receive a response or the claim is denied?

• If no reply is received within 6 weeks, or the response is negative, you can file a complaint with the National Consumer Protection Authority or take legal action.

Which documents should you keep?

• All travel documents and all evidence related to the delay, including correspondence with the airline.

Can you claim compensation for flights operated by non-EU airlines?

• Yes, if the flight departs from a country within the European Union.

Prepare your claim following these recommendations, attach supporting documents, and submit everything through the appropriate channel. Traveling informed helps you remain optimistic even in undesirable situations and ensures you recover lost amounts quickly.