EU261 Claim Letter: How to Put Your Flight Delay Request in Writing

A long delay or cancellation is frustrating. Putting your request in writing helps the airline review your booking, flight times, and what you are asking them to consider. Delay Draft helps you prepare a clear EU261-style claim letter that you send to the airline. We do not file claims for you, and we are not a law firm.

This page is general information only. Whether EU Regulation 261/2004 (EU261) may apply depends on your itinerary, the cause of the disruption, and other facts. Delay Draft does not decide that for you and does not promise any payout, refund, or approval.

What an EU261-style letter usually includes

Airlines process written requests more easily when the facts are complete and dated. A useful letter often covers:

Your full name and contact email
Booking reference (PNR) and ticket number if you have it
Flight number, date, and route (departure and arrival airports)
Scheduled departure and arrival times vs. actual times (or cancellation notice)
How late you arrived at your final destination, if that is relevant to your request
The reason the airline gave you at the gate, in the app, or by email
What care (meals, hotel, transport) was offered or what you paid yourself, with receipts if you have them
A clear ask: what you want the airline to review under EU261 or its customer-care process

Keep the tone factual and polite. Attach evidence rather than relying on a phone call alone.

When EU261 may apply

EU261 is Regulation (EC) No 261/2004 on air passenger rights. In broad terms, passengers often look at it when:

The flight departs from an airport in the EU, EEA, or Switzerland, on any airline; or
The flight arrives in the EU/EEA/Switzerland from outside on an airline licensed in the EU/EEA/Switzerland

Whether the regulation covers your trip still depends on the route, the operating carrier, delay length, and cause. Connecting itineraries and codeshares can be more complex. Check your boarding pass and booking against official guidance; Delay Draft does not determine eligibility.

People commonly consult EU261 after a long delay at arrival, a cancellation, or denied boarding. That does not mean a fixed amount is owed in every case.

Care during the wait vs. other remedies

EU261 distinguishes between care while you wait and other remedies that may apply after a long delay or cancellation. Care can include food and drink in proportion to the wait, and hotel plus transport when an overnight stay is needed—again depending on delay thresholds and circumstances.

Separate from care, the regulation sets fixed compensation amounts by flight distance for certain long delays and cancellations that are within the airline’s control. Airlines may argue extraordinary circumstances (for example severe weather or air traffic control decisions). Whether those arguments succeed is fact-specific. Delay Draft never promises money, refunds, or that the airline will accept your letter.

If you choose not to travel after a long delay, refund or re-routing options may also arise under the regulation. Confirm details for your flight with the airline and official EU/national enforcement sources.

Documents to attach

Before you send anything, gather what you can:

Boarding pass or e-ticket
Booking confirmation with PNR
Screenshots of delay or cancellation notices (app, email, airport board)
Notes on the reason staff or the app gave you
Receipts for meals, hotel, and ground transport if you paid out of pocket
Photos of gate screens or delay boards if helpful
Any prior email or chat with the airline about this flight

Keep copies of everything you send and of any reply.

What Delay Draft does

You enter your flight details in the form at DelayDraft.com.
We generate a clear, dated letter organized around those facts.
You send the letter to the airline yourself.

We are Delay Draft LLC (Texas). We are not a law firm and we do not file claims, negotiate with airlines, or guarantee outcomes. Pricing on the site is typically $9.99 for 1–2 people on the same letter, or $24.99 for 3–6 people—confirm current pricing when you check out.

Questions about an existing letter order: claims@delaydraft.com.

Create your EU261 claim letter

Organize your flight delay or cancellation request without guessing the wording. Create your Delay Draft letter at DelayDraft.com—then send it yourself. No promises of payouts or approvals; you stay in control of what goes to the airline.

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