If you travel enough, it’s bound to happen: you’re at the gate, your flight’s delayed (again) or outright cancelled, and suddenly your plans are upside down. Over the years, I’ve been through my fair share of airport surprises, and here’s what I’ve learned about actually getting money back (or at least a hotel room and a sandwich). As a follow-up to my previous post, I hope this helps explain how to file for compensation more clearly.

Figure out which rules cover you

Where your flight starts and ends makes a huge difference. The following are a few jurisdictions that proctect air passenger rights:

• Europe/UK: Some of the strongest protections in the world. If you arrive 3+ hours late or your flight’s cancelled, you might get €250–€600, plus meals, hotel if needed, and rerouting—even on another airline. Reference: Your Europe – Air Passenger Rights
• Canada: Under the Air Passenger Protection Regulations (APPR), you get meals, hotel, and rebooking or refund. Compensation ($400–$1,000) only applies if the disruption was the airline’s fault (not weather, not strikes, not safety). Reference: Canadian Transportation Agency – Air Passenger Protection
• United States: No set cash compensation for delays. But if your flight is cancelled or significantly changed and you decide not to travel, the airline must refund you. Some airlines also give meals or hotels if the issue was in their control. Reference: U.S. Department of Transportation (DOT)

Collect proof right away

Document, document, document!! Keep every receipt and digital trail:

• Boarding passes, booking confirmations, screenshots of delay notices.
• Ask staff to put the reason in writing (or snap a photo of the airport board). Record the your conversation either in person or through the phone. In Canada, the “one-party consent” rule generally allows you to record a conversation if you are a participant in it, even without informing the other parties.
• Save every receipt for food, hotel, transportations like taxis, or a replacement flight ticket—you’ll need them for claims.

Get the airline to take care of you on the spot

Don’t be shy—this is their responsibilities.

• Meals and hotels: If the delay runs long or overnight, they should provide vouchers.
• Rebooking: In Europe, you’re entitled to the “earliest possible flight,” even on another airline. In Canada, timelines vary, but they must reroute you. Don’t accept the refund if you need to travel, the airlines need to provide you the alternative flight. If you accept the refund, then you will forfeit your rights to ask for compensation.
• If they don’t hand over vouchers, pay for essentials yourself—but keep the receipts.

File a claim once you’re home (or settled)

Once you are home, submit your claim.

• Go to the airline’s website and look for their claim form or customer relations email.
• State the facts: your flight number, the delay/cancellation, what staff told you, and your expenses.
• Cite the relevant rule (EU261, APPR, or DOT refund policy) and attach receipts.

Mini-template you can copy:

Subject: Claim for [Delay/Cancellation] – [Booking ref], [Flight/date]
Hi,
My flight [number] on [date] was [delayed X hours/cancelled]. Under [EU261 / APPR / DOT refund rules], I’m requesting [compensation of €___ / CA$___ / refund] and reimbursement of expenses (receipts attached).
Thanks,
[Your name]

If the airline says “no”

Don’t give up—it happens a lot.  There are times when airlines try to deny their responsibility and refuse to compensate.  You can file a complaint.

• EU/UK: Complain to the National Enforcement Body or an Alternative Dispute Resolution (ADR) scheme if available.
• Canada: Escalate to the Canadian Transportation Agency or even your Provincial Small Claim Court.
• U.S.: File with the U.S. DOT. 
  

Check your backups

As I have mentioned in my previous post, you can explore the options of getting reimbursement from your insurance or credit card.

• Travel insurance / credit card: Call and open a file right away. They often cover hotels, meals, or missed connections.
• Chargeback: If you paid for a service you didn’t get (like a cancelled flight with no refund), your card provider may be able to help.

Watch the timelines

Make sure you file the claim before the timeline.

• Canada: You have 1 year to file. The airline must reply within 30 days.
• EU/UK: Deadlines depend on the country, but don’t wait—submit quickly.
• U.S.: Refund rules apply right away for cancellations or “significant changes.”

Final thought

Getting stranded is stressful, but it doesn’t have to ruin your trip. As I mentioned in my previous post, some of my most unexpected travel memories—like eating smoked meat sandwiches in Montreal on an airline’s dime after a cancelled flight—came from situations like this. Stay calm, keep receipts, and treat the hassle like part of the adventure story you’ll tell later.

Disclaimer: This post is for general information only and isn’t legal or financial advice. Passenger rights vary depending on where you’re flying and your exact situation. Always double-check official rules (EU/UK regulators, Canadian Transportation Agency, or U.S. DOT) and talk to a professional if you’re unsure.