How to Request an Airline Refund in Writing
When an airline cancels or significantly changes your flight, the US has a clear rule about refunds. Most of the time the refund should happen automatically, but things get missed, especially when a voucher was offered or a travel site sold the ticket. A short, organized written request makes it easier for the airline to review your case. Here's how.
The DOT automatic refund rule
The US Department of Transportation's refund rule (14 CFR Part 260), in effect since 2024, covers flights to, from, or within the United States, including nonrefundable tickets. The airline must refund the fare, taxes, and fees for unused paid extras to your original payment method when your flight is cancelled or significantly changed and:
- The airline doesn't offer an alternative flight or a voucher or credit, or
- You reject the changed flight, the rebooking, and any voucher, credit, or other offer, or
- You don't respond to an offer and the changed flight leaves without you.
A significant change includes departing 3+ hours earlier or arriving 3+ hours later than scheduled on a domestic itinerary (6+ hours for international), a different departure or arrival airport, extra connections, or a downgrade to a lower cabin.
The refund is due within 7 business days for credit card purchases and 20 calendar days for other payment types. If the airline offers a voucher or credit instead, it has to tell you clearly that you can choose a refund.
What ends the refund right: flying the changed itinerary, accepting the rebooked flight, or accepting a voucher or credit.
Note: through July 7, 2027, the DOT is not enforcing the refund rule when a flight only gets a new flight number and operates without a significant change.
Fees for services you didn't get
The rule also covers some paid extras. If you paid a checked bag fee and the bag arrived significantly late (12+ hours after a domestic flight), or you paid for a service like Wi-Fi or a seat assignment and didn't get it, you can ask for that fee back.
Bought through a travel site?
If a travel agency or booking site was the "merchant of record" for your purchase, you usually send the refund request to that company. The airline has to tell the agency whether you're eligible.
What to include in your written request
- Your name and booking confirmation code, plus ticket numbers if you have them
- Flight numbers, dates, and route
- What happened: cancelled, or the new times compared with the original ones
- What you chose: that you declined the changed flight, rebooking, and any voucher or credit
- What you're asking for: a refund to your original payment method, with the amount you paid if you know it
- The rule you're relying on: 14 CFR Part 260
- Your records: screenshots of the notice, receipts, and your original itinerary
- A reasonable reply date, and a polite note that you may contact the DOT if you don't hear back
Keep it calm and factual. Send it through the airline's refund form or customer relations channel, and keep a copy.
If you don't hear back
Follow up with your original request attached. If the airline still doesn't respond, you can file a complaint with the US DOT.
Related guides: Flight cancelled, Weather delays, Missed connection, United, Southwest. Not sure where to start? Check your flight.
FAQ
Do I have to ask for a refund, or is it automatic? The DOT rule calls it automatic once you decline the alternatives. A written request is still a useful record if the refund doesn't arrive.
I accepted a travel credit. Can I still ask for a refund? Accepting a credit generally ends the refund right. You can still ask, but the airline may treat the credit as your choice.
Does the rule apply to weather cancellations? Yes. It applies to cancellations for any reason.
How long should a refund take? 7 business days for credit cards and 20 calendar days for other payment types.
Create your letter
Delay Draft writes a clear, professional refund request letter you send to your airline yourself. Delay Draft is not a law firm and does not file claims.