Few travel moments are more frustrating than watching your flight status change to “delayed” or “cancelled”. The situation can feel chaotic – especially if you have a connection, hotel booking, or important event at your destination.
The good news is that there are clear steps you can take to protect your time and your money. This guide walks through what to do as soon as you see a delay, how to talk to airlines, and when you may be entitled to compensation.
1. Confirm the Situation and Save Evidence
Not every “late boarding” announcement turns into a major delay, but when it does, good documentation helps with claims and compensation.
- Take clear photos or screenshots of the departure board and your updated flight status.
- Save any emails, SMS messages, or app notifications from the airline about the disruption.
- Note the reason given (weather, technical issue, crew, air traffic control) – this can affect your rights.
Having a simple record of what happened, with times, makes it easier to submit claims to airlines, insurance providers, or credit card benefits later.
2. Use the Airline App Before Joining the Queue
At the first sign of a serious delay or cancellation, open the airline’s app or website before you rush to the desk. In many cases, you can rebook yourself much faster this way.
- Check if the app already offers alternative flights you can select with one tap.
- Look for options on partner airlines or for rerouting via different hubs.
- If the app is slow, try the airline website on your browser as a backup.
3. Know Your Basic Passenger Rights
Passenger rights vary by region and ticket type, but there are some common themes. In many situations you may be entitled to meals, accommodation, or a refund – sometimes even compensation.
- In some regions (for example, the EU and UK), strong regulations define compensation for long delays and cancellations.
- Elsewhere, airlines may still offer vouchers, hotel stays, or rebooking options under their own policies.
- Weather and extraordinary events are often treated differently from technical or crew‑related issues.
Before you travel, it’s worth checking the basic rules for your departure and arrival countries and skimming your airline’s “Conditions of Carriage” page.
4. Talk to the Right People in the Right Order
When plans fall apart, it’s easy to waste time speaking to people who can’t actually fix your problem. Focus on those who have access to your booking.
- Start with the airline operating your flight – they usually control rebooking and vouchers.
- If you booked through a travel agency or online platform, they may need to approve certain changes.
- Hotel and car rental changes usually come after you have a new confirmed flight time.
5. Ask Clearly for What You Need
When you finally reach an agent – at the desk, over the phone, or in chat – being specific speeds things up.
Be ready with:
- Your booking reference and flight number.
- Preferred alternative flights you’ve already seen in the app or on the departures board.
- Whether you’d rather have a refund instead of being rebooked, if your plans are now broken.
You can ask politely but directly: “Given the delay/cancellation, which compensation, meals, or hotel vouchers are you able to provide under your policy?”
6. Protect Your Connections and First Night Plans
A delay on your first flight can break the rest of your itinerary. Act quickly to protect the most important parts of your trip.
- If you booked one ticket with connections on the same airline or alliance, they usually take responsibility for getting you to your final destination.
- If you built your own itinerary using separate tickets, treat each segment as independent and protect them individually.
- Contact your first night’s hotel if you’ll arrive late, so they don’t cancel your booking as a “no‑show”.
7. Keep All Receipts and Records
If you end up paying for meals, hotels, or alternative transport because of a delay or cancellation, keep detailed records – they’re essential for any future claims.
- Save all receipts for food, drinks, taxis, and hotels linked to the disruption.
- Write down dates, times, and reasons given by airline staff or in app messages.
- Store photos of boarding passes and luggage tags, which may be needed for some forms.
Organize these in a simple folder on your phone or in the cloud so they’re easy to upload later.
8. Use Travel Insurance and Card Benefits
If you bought dedicated travel insurance or paid for your ticket with a premium credit card, you may have extra protection beyond what the airline offers.
- Check your policy or card guide for coverage of trip delay, trip interruption, or missed connection.
- Note required delay thresholds (for example, over 3–6 hours) and maximum reimbursement amounts.
- Follow the insurer’s process exactly – they may require forms, receipts, and airline confirmation.
9. Decide When to Rebook Yourself
Sometimes the fastest solution is to book a new ticket on your own and sort out refunds or claims later, especially if you must arrive by a fixed time.
- Compare the cost of a new flight against the value of what you might lose by arriving late.
- Check whether your original ticket is refundable or can be changed for a partial credit.
- Only take this route if you understand what your airline and insurance will or will not reimburse.
10. After the Trip: Follow Up on Claims and Feedback
Once you’re back home or settled at your destination, it’s worth spending a little time closing the loop on your disrupted journey.
- Submit any compensation or refund requests through the airline’s official channels.
- File travel insurance or credit card claims with all supporting documents.
- Provide feedback to the airline – both positive and negative – about how the disruption was handled.
Final Thoughts: Turning a Bad Day into a Managed Situation
Flight delays and cancellations will always be part of air travel, but they don’t have to ruin your entire trip. With a calm plan, knowledge of your rights, and a few backups in place, you can turn a stressful surprise into a manageable inconvenience.
Combine this approach with tools like price alerts, flexible tickets, and solid travel insurance, and you’ll fly with far more confidence – even when the departure board starts to fill with yellow and red status changes.