What to Do If Your Flight Gets Cancelled or Delayed
Flight disruptions are one of those rites of passage every traveller faces sooner or later. Whether it’s a last-minute cancellation, a creeping delay that keeps stretching into the evening, or a missed connection you never saw coming, the experience can turn a dream escape into a day of airport limbo. But here’s the good news: when you know what to do — and what you’re entitled to — the stress drops instantly.
Airlines follow strict rules around care, rerouting and compensation, especially in regions like the UK and EU where passenger protections are among the strongest in the world. And when you understand those rights, you stop feeling stranded and start feeling in control. According to Eurocontrol, more than 16 million passengers in Europe alone faced major delays last year — so this isn’t rare, it’s reality. Being prepared is one of the best travel skills you can have.
In this guide, we’ll walk through the practical steps to take the moment your flight changes status, plus how to claim compensation, how to get rerouted quickly, and what expenses you can reclaim. Think of it as your calm, collected plan for navigating the chaos — and getting back in the air with minimal fuss.
Step One — Stay Calm and Get the Facts
When your flight suddenly flashes Delayed or Cancelled, the best thing you can do is avoid the rush of guesswork. The first 5–10 minutes are all about gathering accurate information — and doing it faster than everyone else around you.
Check the Airline App First
Airline apps update faster than departure boards or email alerts. This is usually where you’ll see the reason for the disruption, the estimated new departure time, or instructions for self-rebooking.
Sources: British Airways app guidance; Delta Travel Alerts system.
Confirm Whether It’s a Delay or a Cancellation
It sounds obvious, but airlines sometimes shift between the two as they assess aircraft availability, weather and crew hours. A delay means you’re still flying — eventually. A cancellation changes everything, because it triggers rerouting and refund rights under most regulations.
Look for Rebooking Instructions
Some airlines instantly offer alternatives in-app, which lets you grab seats before queues build. Others will ask you to visit the desk. If there’s no guidance, head to both: check the app, join the desk queue, and call the airline at the same time — whichever responds first wins.
Step Two — Know Your Passenger Rights
This is where most travellers feel lost — but once you understand what protections apply, everything becomes far simpler. Your rights depend on where you’re flying, which airline you’re flying with, and where the disruption occurs. Here’s the breakdown.
UK and EU (UK261 / EU261)
If your flight departs from the UK or EU, or you’re flying into the UK/EU on a UK/EU carrier, you’re protected under some of the strongest passenger rights laws in the world.
What you’re entitled to:
Rerouting or a full refund if your flight is cancelled.
Meals and refreshments after a certain delay threshold (typically 2+ hours).
Hotel accommodation if you’re stuck overnight.
Transport between the airport and your hotel.
Compensation eligibility:
You may receive £220–£520 depending on the distance of the flight — as long as the disruption wasn’t caused by extraordinary circumstances (e.g., severe weather, ATC strikes, medical emergencies).
Sources: UK Civil Aviation Authority; EU Regulation 261/2004.
US Regulations
The United States doesn’t require airlines to offer compensation for delays or cancellations unless you’re bumped from an oversold flight. However:
If the airline cancels your flight, you are entitled to a full refund (even for non-refundable tickets).
Many major airlines (e.g., Delta, United, Alaska) voluntarily offer meal vouchers, hotels, or rebooking support, but it varies by carrier.
Source: US Department of Transportation.
Other Regions
Passenger protections vary across Asia, the Middle East and Latin America, and often depend on airline policy instead of law.
Examples:
Singapore Airlines and ANA typically offer hotel stays for overnight delays on long-haul services.
Emirates provides accommodation and meals for long disruptions under its “Dubai Connect” and irregular operations policies.
AirAsia and other low-cost carriers usually have more limited obligations unless local law states otherwise.
When you’re unsure, always check the airline’s Contract of Carriage — it’s the legal blueprint for what they owe you.
Step Three — Rerouting Options (and How to Maximise Them)
Once a cancellation or major delay is confirmed, your next mission is simple: get yourself onto the quickest possible alternative flight. The trick is knowing what’s available — and what you’re allowed to request.
Rebooking on the Next Available Flight
Most airlines will automatically place you on the next service they operate, but that doesn’t mean it’s your only option. If the new flight is hours (or even a full day) later, politely ask about alternatives on:
Partner airlines (e.g., Star Alliance, Oneworld, SkyTeam)
Other routes that still get you to your destination
Earlier flights with open seats, even if your app doesn’t show them
Airline staff won’t always offer these proactively — but if you ask, they often can.
Asking for a Change of Routing
UK261/EU261 rules say airlines must get you to your final destination as soon as possible, which includes rerouting you via completely different airports if it’s faster.
For example:
London → Madrid → Lima instead of London → Amsterdam → Lima
Manchester → Dublin → New York instead of waiting for a direct flight
If the airline’s preferred option leaves you stranded for half a day, suggest your own routing — especially if you’ve already found available seats on alliances using tools like FlightConnections or Google Flights.
Knowing When to Request a Refund
A refund is the best move when:
You no longer want to travel,
The earliest rebooking option is too far away, or
You’ve found your own alternative (on a different airline) and want to buy it yourself.
Under UK/EU rules, a full refund includes unused legs of your journey, and in some cases, the return flight if the disruption makes the trip pointless.
Step Four — Claiming Compensation (When You’re Entitled)
Now we get into the part most travellers miss — and the part airlines certainly don’t rush to highlight. Depending on where you’re flying, you may be owed compensation on top of rerouting or a refund. Here’s how to know for sure.
When Delays Qualify
Under UK261/EU261, you may be entitled to compensation if:
Your flight arrives 3+ hours late,
You’re departing from the UK/EU or flying into the UK/EU on a UK/EU carrier, and
The cause wasn’t “extraordinary circumstances.”
Compensation ranges:
Short-haul: £220
Medium-haul: £350
Long-haul: £520
It’s calculated based on distance, not the price of your ticket.
Sources: UK CAA; EU Regulation 261/2004.
How to File a Claim
Most airlines have an official online form — use that first. You’ll need:
Flight number
Booking reference
Boarding passes (screenshots accepted)
Proof of delay or cancellation (your airline app or screenshots of flight status)
Receipts for any expenses
Once filed, airlines typically respond within 30–60 days. If they reject your claim and you believe it’s unfair, you can escalate it to the UK CAA’s dispute resolution bodies or the relevant EU authority.
When Airlines Can Refuse Compensation
Airlines do not have to pay if the disruption was caused by:
Extreme weather
Air Traffic Control strikes
Airport closures
Security incidents
Bird strikes
Medical emergencies onboard
These are classed as extraordinary circumstances, meaning events outside the airline’s control.
However — and this is important — technical faults are not extraordinary unless they’re severe and unexpected. Don’t let an airline fob you off with “technical issues” as a blanket excuse.
Step Five — Essential At-Airport Tips
When everyone around you is panicking, these are the moves that keep you one step ahead — and make sure you get what you’re owed.
Visit the Airline Desk Early
Queues grow fast during mass delays or cancellations. The moment your flight status changes, head straight to the desk (even if you’re also rebooking via the app or phone). Being near the front can mean the difference between a same-day reroute and an overnight stay.
World Locals tip: Airports like Heathrow, Schiphol and Frankfurt have multiple airline desks — sometimes a quieter one is hidden in another terminal or check-in zone.
Ask About Meals, Hotels and Transport
If you’re delayed long enough, airlines must provide care:
Meals and refreshments after a few hours
Hotel accommodation for overnight delays
Transport to and from the hotel
These are legal entitlements under UK/EU rules when the delay crosses specific thresholds, not “perks” the airline can choose to ignore.
What to Keep (Receipts, Boarding Passes, Screenshots)
Documentation is everything. Keep:
Boarding pass
Confirmation emails
Screenshots of flight status changes
All receipts for meals, transport, toiletries, clothing if stranded
This is what you’ll need to claim your expenses or compensation later.
Sources: UK CAA guidance on proof requirements.
Step Six — Fees, Refunds and Travel Insurance
This is the part where travellers often lose money without realising it. Between airline policies, insurance terms and credit card perks, there’s a surprising amount you can reclaim — if you know what to ask for.
Claiming Extra Costs
If your delay or cancellation forces you to spend money you wouldn’t have otherwise spent, you may be able to claim it back. Under UK/EU rules, airlines must reimburse reasonable expenses, which usually include:
Meals and drinks
Transport between airports/hotels
Hotel stays (if the airline didn’t arrange one)
Basic toiletries and essentials
But keep in mind:
They won’t cover “luxury” items (e.g., fine dining or high-end hotels).
They usually won’t cover missed events or prepaid experiences (that’s where insurance steps in).
Sources: UK CAA reimbursement guidelines.
Insurance Coverage
Travel insurance is designed to fill the gaps airlines don’t cover. Policies vary, but you’re often protected for:
Trip delays (usually after 6–12 hours)
Trip cancellation if the disruption causes you to miss connections or key travel segments
Lost accommodation or activity costs you’ve already paid for
New flights if you need to book your own alternative
Good insurers will also cover “travel disruption” caused by weather, strikes or technical issues — especially valuable outside UK/EU regulation zones.
Sources: Aviva and Allianz policy samples.
When Credit Cards Will Cover You Too
Many premium cards (like Amex Platinum, Chase Sapphire Reserve, Revolut Ultra) include built-in cover such as:
Delay insurance (cash payouts after a certain number of hours)
Lost or delayed baggage compensation
Trip cancellation cover
Alternative flight cost reimbursement
These are often automatic — you just need to have paid for the flight with that card. Always check your card’s travel protection section; it can save you hundreds.
Step Seven — Preventing Future Disruption Stress
Flight delays and cancellations will never disappear completely, but you can stack the odds massively in your favour. With the right strategies, tools and habits, you can cut the risk — and the impact — of disruption on your future trips.
Booking Strategies
Some flights are statistically more reliable than others.
Morning departures are less likely to be delayed because the aircraft hasn’t had a full day to accumulate knock-on issues.
Avoid tight connections, especially in hubs known for queues (Frankfurt, Toronto Pearson, JFK). Aim for at least 2 hours for domestic and 3 hours for international transfers.
Choose airlines with strong on-time records on your route — punctuality varies dramatically between carriers.
Sources: OAG On-Time Performance Reports.
Tech Tools and Alerts
A few apps can give you advance warning long before the boards start flashing.
FlightAware and Flightradar24 let you track your incoming aircraft — if that plane is delayed, you will be too.
Airline status alerts (via app or text) often arrive before airport announcements.
Weather monitoring tools like Windy or national meteorological services can hint at problems on your route.
These small checks can give you hours of extra prep time.
Packing and Prep Tips
Being prepared makes the difference between chaos and control.
Keep essentials in your carry-on: chargers, medications, toothpaste, deodorant, a warm layer, and a reusable bottle.
Pack a change of clothes in your cabin bag — life-saving if you miss a connection overnight.
Bring snacks so you’re not dependent on vouchers or closed airport cafés.
Use an eSIM (Airalo, Holafly) so you’re never stuck without data when you need to rebook on the fly.
These tiny habits save hours of aggravation when travel goes sideways.
“Disruptions are one of the few guarantees in modern travel — but they don’t have to derail your entire journey. When you understand your rights, know how to navigate the airport chaos, and have a few smart tools tucked away in your carry-on, a cancelled or delayed flight becomes a hurdle rather than a disaster. The key is staying informed, acting quickly, and keeping everything documented so you’re in the strongest possible position when it comes to rerouting, refunds or compensation.
With a bit of preparation and a calm head, you’ll move through the uncertainty with far more confidence than most travellers around you. Travel throws curveballs, but being ready for them is part of becoming a seasoned explorer — and these skills will serve you from your first trip to your fiftieth.”
