Passenger Rights at a Glance

The European Union’s Regulation 261/2004 sets rules for compensation when flights are delayed or canceled. Passengers departing from an EU country—or flying with an EU-based carrier—may be entitled to cash compensation if delays exceed three hours and aren’t due to extraordinary circumstances such as severe weather.

How Compensation Is Determined

The amount depends on flight distance and the length of the delay. For simplicity, this calculator assumes full compensation when the delay crosses the threshold. The formula looks like this:

$\mathrm{Comp}=\mathrm{Base}\times \mathrm{Eligibility}$

Where Base is €250 for flights under 1500 km, €400 for distances between 1500 and 3500 km, and €600 for longer trips. Eligibility is 1 when the delay exceeds three hours (or four for long-haul) and no extraordinary circumstances apply.

Using the Calculator

Enter the one-way flight distance in kilometers and the total delay time in hours. Check the EU carrier box if you departed from or arrived in the EU on an EU airline. If the airline can prove that extraordinary circumstances caused the disruption, compensation might not apply, so check that box if relevant.

Results Interpretation

The output displays the estimated payout in euros. Note that airlines sometimes offer vouchers or miles instead. Keep boarding passes and receipts in case you need proof. This tool provides a quick reference but isn’t a guarantee—actual payouts depend on negotiations and evidence.

Examples

A two-hour delay on a 1,000 km flight would yield no compensation under EU rules. A five-hour delay on a 4,000 km flight with an EU airline and no extraordinary circumstances would likely result in €600.

Beyond the EU

Other regions, such as Canada and some U.S. states, have their own passenger-rights rules. While the calculations differ, the principle is similar: airlines owe compensation when delays stem from issues within their control. This calculator focuses on EU rules but may inspire you to look up local protections.

Key Takeaway

Lengthy delays can be frustrating, but understanding your rights can ease the experience. Submit claims promptly—often within a year of the flight date. Keep documentation of the delay, including official statements from the airline, to support your request.

Eligibility in Detail

EU 261 applies when your journey departs from any EU member state, Iceland, Norway, or Switzerland, regardless of carrier, or when you fly into the EU on an airline based in one of those countries. Delays must be at least three hours at the final destination, measured against the scheduled arrival time. The regulation distinguishes between flights shorter than 1,500 km, medium‑haul flights up to 3,500 km, and long‑haul trips beyond that distance. Compensation scales with these brackets because longer routes generally entail higher ticket prices and greater inconvenience to travelers.

What Counts as Extraordinary Circumstances?

Airlines are excused from paying when delays result from factors outside their control. Severe weather, political unrest, air traffic control strikes, and bird strikes are common examples. Routine technical issues or crew shortages typically do not qualify as extraordinary, even if the airline labels them as such. In disputes, courts have often sided with passengers when the carrier failed to demonstrate that the cause truly lay beyond its influence. Keeping written evidence of the airline’s stated reason for the delay can help you challenge unjust denials.

How to File a Claim

Begin by contacting the airline’s customer service department, providing your booking reference, flight number, travel date, and a concise description of the delay. Many carriers offer web forms specifically for EU 261 claims. Attach copies of your boarding pass, receipts for expenses, and any communications from the airline acknowledging the delay. If the carrier does not respond within a reasonable timeframe—usually six weeks—you can escalate the complaint to the national enforcement body in the country where the incident occurred. Some travelers choose to hire claim agencies that handle paperwork for a fee or percentage of the payout, but you can often achieve results on your own with persistence.

Compensation Beyond Cash

EU 261 also requires airlines to provide care during long delays. This includes meals, refreshments, access to communication, and hotel accommodations if an overnight stay becomes necessary. These services are owed regardless of the delay’s cause, though reimbursement may be limited to “reasonable” expenses. Keep receipts for anything you purchase and request written confirmation if the airline declines to provide amenities. The regulation aims to ensure passengers are not stranded without basic support, even when compensation is not due.

Interpreting the Calculator’s Output

The calculator estimates compensation by checking three conditions: whether EU jurisdiction applies, whether the delay exceeds the required threshold, and whether extraordinary circumstances are absent. It then assigns a base amount according to distance and reports whether payment is likely. The message includes the applicable threshold—three hours for short and medium flights, four hours for long‑haul—so you know which benchmark was used. Use the Copy Result button to save this summary for later reference when contacting the airline or filing official paperwork.

Example Scenarios

Imagine a 2,200 km flight from Paris to Moscow delayed by 3.5 hours due to a mechanical issue. Because the route departs the EU on an EU carrier and exceeds the three-hour threshold, the passenger could claim €400. In contrast, a 1,200 km flight from New York to Toronto delayed three hours would not qualify, as it neither departs from nor arrives in the EU. These contrasting cases highlight how jurisdiction and distance determine eligibility as much as the delay duration itself.

Dispute Resolution and Enforcement

When airlines refuse to pay, passengers can escalate disputes to national enforcement bodies or pursue claims in small‑claims court. Each EU country maintains an authority tasked with enforcing EU 261. Filing a complaint typically requires submitting copies of your correspondence with the airline and supporting evidence of the delay. Some countries provide online forms; others require postal mail. While the process can be time‑consuming, many passengers have succeeded in obtaining compensation after official intervention. Persistence and meticulous record‑keeping are key.

Time Limits and Legal Considerations

Limitation periods for claims vary by country, ranging from one to six years. The clock usually starts on the day of the disrupted flight. If you plan to pursue legal action, be aware that the applicable law is often that of the country where the airline is based or where the flight originated. Consulting a consumer-rights organization or attorney familiar with EU 261 can clarify which deadlines apply to your situation.

Other Passenger Rights

EU 261 is not the only protection for air travelers. The Montreal Convention allows claims for additional damages, such as hotel costs or lost wages, though these require proof and may involve more complex legal processes. Many countries also have regulations regarding denied boarding, downgrades, and baggage mishandling. Understanding the full spectrum of rights helps you decide which avenues to pursue after a disruption.

FAQs

Does a missed connection count as a delay? If all legs are booked under one ticket and the final arrival is delayed beyond the threshold, compensation may apply.
Can I receive compensation if the airline rebooked me? Yes, if the rebooking leads to a late arrival beyond the threshold and no extraordinary circumstances apply.
What if I accepted a voucher? Accepting a voucher may waive your right to cash compensation, depending on the terms. Read the fine print before agreeing.

Staying Proactive

Delays are an unfortunate reality of air travel, but staying informed enables you to respond effectively. Check flight status apps, monitor weather forecasts, and arrive early to navigate rebooking options. If a delay occurs, document everything—photos of departure boards, timestamps of announcements, and receipts for purchases. This documentation strengthens any claim you submit later.

Final Advice

While regulations like EU 261 provide a framework for fair treatment, the claims process can still require patience. Keep communication courteous and concise, and follow up if responses are delayed. Many airlines settle once they recognize that passengers understand their rights. By combining the guidance in this expanded explanation with the calculator’s quick estimates, you can approach delays with confidence and secure the compensation or care you are owed.