A plain-English guide to EU261: the €250, €400 and €600 tiers, the three-hour delay rule, what counts as extraordinary circumstances, and how to file a claim without a claims company.
Your flight from Lisbon to Berlin lands four hours late. You missed a dinner, a hotel night was wasted, and the airline handed out a meal voucher at the gate. Is that the end of it? Under European Union Regulation 261/2004, usually called EU261, it may not be. Depending on the cause of the delay, each passenger may be owed a fixed cash payment — and you do not need a claims company to get it.
This guide explains which flights are covered, how much is payable, the exceptions airlines rely on, and the steps for claiming directly.
Key Takeaways
- EU261 covers flights departing from an EU airport on any airline, and flights arriving in the EU on an EU-based airline.
- Compensation is a fixed €250, €400 or €600 per passenger depending on flight distance, payable when you arrive three or more hours late.
- Airlines do not owe compensation for “extraordinary circumstances” such as severe weather or air traffic control restrictions, but most technical faults do not qualify as extraordinary.
- Claim directly with the airline first; national enforcement bodies and alternative dispute schemes exist if the airline refuses.
Which flights EU261 covers
The regulation applies in two situations:
- Your flight departs from an airport in the EU, regardless of which airline operates it. A US carrier flying Paris to New York is covered.
- Your flight arrives in the EU from outside it and is operated by an EU airline. A European carrier flying New York to Paris is covered; a US carrier flying the same route is not.
Iceland, Norway and Switzerland apply the same rules. The United Kingdom kept an equivalent law after Brexit, often called UK261, with compensation set in pounds (£220, £350 and £520).
For connecting itineraries booked on one ticket, the whole journey is assessed together. What matters is how late you reach your final destination, not how late an individual leg was.
How much you can claim
The amount does not depend on what you paid for the ticket. It is set by the distance of the flight:
| Flight distance | Compensation per passenger |
|---|---|
| Up to 1,500 km | €250 |
| Within the EU over 1,500 km, and other flights 1,500–3,500 km | €400 |
| Over 3,500 km (outside the EU) | €600 |
For delays, the Court of Justice of the EU ruled that passengers arriving three hours or more late at their final destination are entitled to the same compensation as for cancellations. The arrival time is generally when the aircraft door opens, not when the wheels touch the runway.
For the longest flights, the airline can reduce the payment by 50% if the delay at arrival is between three and four hours. For cancellations, compensation applies when you were told less than 14 days before departure, with reductions or exemptions if the airline offered a reroute arriving close to your original schedule.
Extraordinary circumstances: the exception airlines rely on
Airlines are not liable for compensation if the disruption was caused by extraordinary circumstances that could not have been avoided even with all reasonable measures. Typical examples include:
- Severe weather that makes flying unsafe
- Air traffic control restrictions and strikes by air traffic controllers
- Security risks and airport closures
- Bird strikes, in most cases
- Medical emergencies on board
What is usually not extraordinary is a technical problem arising from normal aircraft operation. European courts have repeatedly held that routine mechanical faults are part of running an airline. Strikes by the airline’s own staff have also generally been treated as within the airline’s control.
Airlines often cite “operational reasons” or “technical issues” in delay announcements. Write down exactly what you are told at the gate and take a photo of the departure board. The cause stated at the time is useful evidence later.
Your right to care during the delay
Separate from compensation, EU261 requires the airline to look after you while you wait, even in extraordinary circumstances. Depending on the length of the delay and flight distance, this includes:
- Meals and refreshments in reasonable proportion to the waiting time
- Two phone calls, emails or messages
- Hotel accommodation and transport to it if an overnight stay becomes necessary
If the airline does not provide care, buy reasonable meals and accommodation yourself, keep every receipt, and claim the costs back. Luxury choices will be questioned; a sensible airport hotel and normal meals will not.
If a delay reaches five hours, you can also choose to abandon the trip and request a refund of the unused ticket.
How to claim without a claims company
Claims companies typically keep a substantial share of any payout. Filing yourself is straightforward:
- Gather your details. Booking reference, flight numbers, scheduled and actual arrival times, and any explanation you were given.
- Use the airline’s own claim form. Most European airlines have an EU261 form on their website. If not, email customer relations and cite “Regulation (EC) No 261/2004” explicitly.
- State the amount. Name the tier that applies to your flight distance and ask for payment in money. You are entitled to cash or bank transfer; vouchers are optional and only with your agreement.
- Keep a copy and note the date. Allow the airline several weeks to respond.
- Escalate if refused. If the airline rejects your claim or ignores it, contact the national enforcement body in the country where the incident happened, or an approved alternative dispute resolution scheme. Small-claims courts are a final option.
Time limits for claims are set by national law and vary considerably from country to country, ranging from about a year to several years. Do not wait — evidence is easier to gather while the trip is fresh.
Frequently Asked Questions
Does EU261 apply to my US domestic connection? Only the parts of the journey that fall under the rules. A US domestic flight on a separate ticket is not covered. If it was part of one booking that began at an EU airport, the whole journey’s arrival delay is generally assessed.
Can I claim if I booked with points? Yes, in most cases. Award tickets and discounted fares are covered, though free tickets not available to the public, such as staff travel, are not.
What if I was downgraded instead of delayed? EU261 provides a partial refund of the ticket price for downgrades, ranging from 30% to 75% depending on flight distance.
Do I get compensation if I accepted a voucher at the airport? Accepting meals or a hotel does not waive compensation. Signing an agreement that explicitly accepts a voucher instead of cash may, so read anything you sign.
Is UK261 the same as EU261? The structure is the same, but amounts are in pounds and claims go through UK bodies.
The bottom line
EU261 turns a long delay into a fixed payment, as long as the cause was within the airline’s control. Note the reason you were given, keep your receipts, and claim directly using the airline’s form. Most straightforward claims never need a third party.