How flight delays and cancellations work

A flight delay means your plane leaves later than scheduled. A cancellation means the airline removes the flight entirely. The two have different rules for what the airline must do, and what you can do in response.

In the United States, the Department of Transportation sets the rules. For delays, the airline's obligation depends on how late you arrive at your destination — not how long you sit on the tarmac. For cancellations, the airline must rebook you on the next available flight at no extra cost, or refund your ticket price.

The airline does not have to pay you money for a delay unless you are flying to or from Europe under EU Regulation 261/2004, which has stricter rules. Within the US, compensation is rare and usually requires you to pursue it yourself through small claims court or a dispute process.

Key Takeaways

  • For delays, check your airline's website or call their customer service line to learn the new departure time and whether the flight is still happening.
  • If your flight is cancelled, the airline must rebook you on another flight or refund your ticket; you do not have to accept a travel credit if you want cash back.
  • The airline is required to provide meals and hotel rooms only on certain cancellations — usually those caused by the airline's own error, not weather or air traffic control.
  • If you miss a connection because of a delay, tell the airline when ready; they may rebook you on the next flight at no cost.
  • Keep your boarding pass, receipts for meals or hotels you paid for, and any written communication from the airline, because you may need them to request reimbursement later.

What the airline must do during a delay

The airline's legal duty during a delay depends on the length of the delay and the reason. If the delay is caused by the airline — a mechanical problem, crew shortage, or overbooking — the airline must provide meals, hotel rooms, and ground transportation if you are stranded overnight. If the delay is caused by weather, air traffic control, or a security issue, the airline has no legal duty to feed or house you, though some airlines do anyway.

You can find the specific rules in the airline's Contract of Carriage, which is posted on their website. Most airlines link to it at the bottom of the homepage under "Legal" or "Terms and Conditions." The contract tells you what the airline will and will not pay for.

If you paid for meals, a hotel, or ground transportation out of your own pocket because the airline did not provide them, keep the receipts. You may be able to request reimbursement from the airline after the flight, though the airline may deny the request. If you believe the airline was required to pay and refused, you can file a complaint with the Department of Transportation or pursue the claim in small claims court.

What happens if your flight is cancelled

When an airline cancels a flight, it must offer you a choice: rebook you on another flight to the same destination at no extra cost, or refund your ticket price in cash. You have the right to choose. Do not accept a travel credit or voucher unless you want one — the airline must offer a refund if you ask for it.

The rebooking does not have to be on the same airline. The airline may book you on a competitor's flight if that is the next available option. If the rebooking gets you to your destination more than three hours later than your original flight, you may also be owed meals, a hotel room, and ground transportation — again, depending on the reason for the cancellation.

If the cancellation strands you overnight and the airline does not provide a hotel, you can book one yourself and request reimbursement. Keep the receipt and the airline's written confirmation that the flight was cancelled. Send your reimbursement request to the airline's customer service address, which is usually on your receipt or the airline's website.

Missed connections and what to do when ready

If a delay on your first flight causes you to miss a connection, tell the airline gate agent or a customer service representative before you leave the gate. Do this even if you think you might make it — the airline can rebook you preemptively. If you miss the connection, go directly to the airline's customer service desk in the airport, not to a ticket counter. Customer service handles rebooking for missed connections.

The airline must rebook you on the next available flight to your final destination at no cost. If the rebooking is more than three hours later than your original connection, you may be owed meals and a hotel room. Ask the airline representative whether you may have access to before you pay for anything yourself.

If you are flying standby on the rebooking, ask the airline how likely it is that you will get a seat. If the flight is full, ask about the next flight with available seats. Some airlines will book you on a competitor's flight if their own next flight is overbooked.

How to request compensation or reimbursement

To request reimbursement for meals, hotels, or ground transportation, contact the airline's customer service department. Most airlines have a form on their website for expense reimbursement claims. You will need your booking confirmation number, your receipt for the expense, and a written explanation of why you incurred the cost — for example, "Flight 456 was cancelled on June 15, and I booked a hotel because the airline did not provide one."

Send the form and receipts by email or mail to the address the airline provides. Keep a copy for your records. The airline typically responds within two to four weeks. If the airline denies your claim, you can file a complaint with the Department of Transportation or pursue the claim in small claims court in your state.

For EU flights, the rules are stricter. If your flight is delayed more than three hours or cancelled, you may be owed between 250 and 600 euros depending on the flight distance — unless the airline can prove the cancellation was caused by extraordinary circumstances beyond its control, such as severe weather or a security threat. You can file a claim with the airline or use a third-party service that specializes in EU flight compensation claims.

What to do if the airline refuses to rebook you

If the airline cancels your flight and refuses to rebook you or refund your ticket, ask to speak with a supervisor. Explain that the Department of Transportation requires the airline to offer one of those two options. If the supervisor still refuses, ask for the refusal in writing — most airlines will not put a refusal on paper because they know it violates federal law.

If you cannot get a refund or rebooking at the airport, file a complaint with the Department of Transportation. You can file online at dot.gov/airconsumer or by mail. Include your booking confirmation, your ticket receipt, and a description of what happened. The DOT will forward your complaint to the airline, and the airline must respond within 30 days.

You can also pursue the claim in small claims court in your state. The amount you can recover is limited — usually between $5,000 and $10,000 depending on your state — but you do not need a lawyer. Bring your ticket receipt, boarding pass, and any written communication from the airline.

Frequently Asked Questions

Do I get money back if my flight is delayed but I still make my connection?

No. The Department of Transportation does not require airlines to pay compensation for delays within the United States. You may be owed meals or a hotel room if the delay is the airline's fault and you are stranded overnight, but not cash compensation. EU flights have different rules and may may have access to you to 250 to 600 euros depending on the delay length.

Can I get a refund if I miss my flight because of traffic to the airport?

No. The airline is not responsible for you arriving late. Your ticket is valid only if you check in before the gate closes, which is usually 15 minutes before departure for domestic flights and 30 to 60 minutes for international flights. If you miss the flight, you can ask the airline to rebook you on the next available flight, usually for a fee.

What if the airline books me on a flight that arrives much later?

If the rebooking gets you to your destination more than three hours later than your original flight, you may be owed meals, a hotel room, and ground transportation — but only if the cancellation was the airline's fault, not weather or air traffic control. Ask the airline representative what they will cover before you pay for anything yourself.

Can I use a travel credit from a cancelled flight to book a different airline?

No. A travel credit is valid only with the airline that issued it. If you want to fly a different airline, you must request a cash refund instead. The airline must offer you a refund if you ask for it; you do not have to accept a travel credit.

How long do I have to request reimbursement after a delay or cancellation?

There is no set important date in federal law, but airlines often have their own time limits — usually 30 to 90 days. Submit your claim as soon as you have all your receipts and documentation. If the airline denies your claim or does not respond within a reasonable time, you can file a complaint with the Department of Transportation or pursue the claim in small claims court.