How to write an EU261 claim letter: what it must contain

A good EU261 claim letter is short, factual and complete. It names the flight, states the facts, cites the right articles of the Regulation, asks for a specific amount to be paid by bank transfer, and sets a deadline. This guide lists what to include. You can also have a ready-to-send letter written for your flight for a fixed fee.

Last updated: 5 October 2026.

Who to address it to

Address the claim to the operating airline, the one that actually flew your plane. Not the travel agent or booking website. See who to claim from. In case of delay, denied boarding or cancellation, the airline must tell you the precise name and address of the company from which you can claim compensation and, where relevant, the documents to attach (Case C-146/20 and others, Azurair). If it did not, ask for it. Many airlines also have an online claim form, but a letter or email gives you a written record of the date.

What to include

  1. Your details. Name, address, email and booking reference.
  2. The flight. Flight number, date, departure and arrival airports, scheduled and actual arrival times, and the operating airline.
  3. What happened. Delay, cancellation or denied boarding, with the key times. For a cancellation, state when and how you were told.
  4. The legal basis.
    • Cancellation: Articles 5(1)(c) and 7 of Regulation (EC) No 261/2004.
    • Denied boarding: Articles 4(3) and 7.
    • Delay of three hours or more at arrival: Article 7, as interpreted by the EU Court in Sturgeon (joined Cases C-402/07 and C-432/07) and later cases.
  5. The amount. 250, 400 or 600 euros per passenger, depending on the distance (Article 7(1)), and the number of passengers on the booking. See how the amount is calculated.
  6. How to pay. Under Article 7(3), compensation is paid in cash or by bank transfer, or in vouchers only with your signed agreement. Give your bank details and state that you do not agree to a voucher. You may also ask for payment in your national currency (Case C-356/19, Delfly).
  7. A deadline. A reasonable period to respond, such as 14 days. The Commission recommends that airlines reply within two months.
  8. A request for evidence if the airline refuses. If the airline relies on extraordinary circumstances, ask for the proof, such as logbook extracts or incident reports. See what to do if the airline rejects your claim.
  9. Further steps. State that you will complain to the national enforcement body or bring the case before a court if the matter is not resolved.
  10. Attachments. A copy of your booking confirmation and any other documents. See the evidence checklist.

Generate my claim letter

A ready-to-send letter for your flight

We do not publish a standard letter to copy: every case needs its own facts, the right articles and the right amount, and a generic text easily misses one of them. FlightClaim24 writes the letter for your flight, with the correct legal basis, the amount for your distance and the airline's claims channel, for a fixed price of 39, 60 or 90 euros depending on the distance, shown before you pay.

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Practical tips

Frequently Asked Questions

Do I need a lawyer to send this letter?

No. Passengers can claim directly, and you may also authorise someone to act for you, because an airline cannot ban the transfer of your EU261 rights in its terms (Case C-11/23, Eventmedia Soluciones).

Should I mention the case law?

It helps for delays, because the right to compensation for a three-hour delay comes from the Court's Sturgeon judgment and not from the text of the Regulation.

Can I send the claim by the airline's web form instead?

Yes, if the airline provides one. Save a copy of what you submitted and the confirmation, because that is your record of the date.

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Sources

This guide is general information, not legal advice. Check that the details match your own case before you send anything.

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