How to write an EU261 claim letter: what it must contain, with a template

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 and gives you a template you can adapt. You can also have a ready-to-send letter generated for you 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.

Template

Adapt the details to your case. Replace everything in square brackets.

[Your name]
[Your address]
[Your email]

[Airline name]
[Airline address, or claims department email]

[Date]

Claim for compensation under Regulation (EC) No 261/2004: flight [flight number] on [date], [departure airport] to [arrival airport], booking reference [reference]

Dear Sir or Madam,

I was a passenger on flight [flight number] from [departure] to [arrival] on [date], booked under reference [reference].

[Choose one:]
– The flight arrived at [arrival airport] at [actual time], [X hours Y minutes] after its scheduled arrival time of [scheduled time].
– The flight was cancelled. I was informed of the cancellation on [date], [X days] before departure, and [I was not offered rerouting / I was offered rerouting arriving at (time)].
– I was denied boarding although I had a confirmed reservation and presented myself for check-in on time.

Under [Article 7 of Regulation (EC) No 261/2004 / Articles 5(1)(c) and 7 / Articles 4(3) and 7], I am entitled to compensation of [250 / 400 / 600] euros per passenger. The distance of the journey, measured by the great-circle route, is [distance] km. [Number] passengers travelled on this booking, so the total is [amount] euros.

Please pay this amount by bank transfer to [bank details] within [14] days of the date of this letter. I do not agree to compensation in the form of a travel voucher.

If you consider that the delay or cancellation was caused by extraordinary circumstances, please state the specific cause and provide the supporting evidence, as well as the measures you took to avoid it.

If I do not receive payment or a reasoned reply within this period, I will take further steps, including a complaint to the national enforcement body and, if necessary, court proceedings. I reserve all other rights, including to further compensation under Article 12 of the Regulation.

Yours faithfully,
[Your name]

Enclosures: [booking confirmation, boarding pass, other documents]

Practical tips

Frequently asked

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.

Sources

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

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