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?

Older flights may still be claimable, but court time limits and jurisdiction differ. Check the relevant deadline before relying on this template, especially if the flight was several years ago.

UK261 Flight Delay & Cancellation Claim Letter

For flight disruption, start with the compensation checker. Its result can prepare a letter with the relevant conditions and evidence.

Who can use this letter

A passenger checking a UK departure on any airline, a UK arrival on a UK/EU airline, or an EU arrival on a UK airline
For delays, check final arrival time and cause; for cancellations, check notice and offered replacement timings
Where eligibility is uncertain, use an enquiry letter asking for the missing facts rather than asserting a cash award

Before you send it

Use the compensation checker to assess the route, distance, timing and any reduction. Exact boundary cases may need review.
Gather the original itinerary, booking reference, flight number and replacement offer.
Record the stated cause and keep messages and reasonable expense receipts.
Contact the operating airline using its official claims channel.
Review the letter, replace placeholders and keep a dated copy.

From assessment to action

Prepare a letter from your result

Start with the compensation checker to carry your assessment here. You can also use the blank template below.

The template

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

[YOUR NAME]
[YOUR CONTACT DETAILS]

To: [OPERATING AIRLINE] Customer Relations
Date: [DATE SENT]
Subject: UK261 disruption enquiry

Flight: [FLIGHT NUMBER] on [FLIGHT DATE]
Route: [DEPARTURE TO FINAL DESTINATION]
Booking reference: [ADD PRIVATELY BEFORE SENDING]

Dear Customer Relations,

I am contacting you about a delayed flight on the booking above.
Please confirm the relevant arrival and replacement-flight timings.

Please assess my rights under UK261. I am not asserting a fixed amount at this stage. Please confirm the relevant timings, explain the disruption and provide the evidence supporting any reason for refusing compensation.

Please also assess any separate refund or reasonable care expenses shown in my attachments. These are separate from fixed compensation and I have not included them in the figure above. I will identify any refund, replacement travel or other benefits already received.

If you rely on extraordinary circumstances, please explain the specific event and the reasonable measures taken. If you reject my request, please provide a written final response and details of the relevant escalation route.

I prefer any monetary compensation by bank transfer or cheque; please provide a secure way to supply payment details. I have not agreed to accept a travel voucher instead.

Yours faithfully,
[YOUR NAME]

Attachments to check before sending:
- Booking confirmation and passenger names
- Original itinerary and replacement-flight offer
- Airline messages and recorded arrival time
- Receipts for any separately claimed expenses

[REMOVE THIS NOTE: Check every statement, replace all square-bracket placeholders, and remove any request that does not apply. FlightLogic does not send this letter or guarantee eligibility.]

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

If you receive a final rejection or no final response within eight weeks, check the CAA complaints process and the airline’s current ADR membership. Scheme eligibility, fees and deadlines differ. PACT cannot impose a decision on an airline.

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.