Flight Delay Compensation Calculator: How to Work Out Your EU261 Claim

When are you entitled to compensation?

EU Regulation (EC) No 261/2004 — retained in UK law as the UK261 Regulation — grants passengers a right to fixed-rate compensation when they arrive at their final destination with a delay of 3 hours or more. The clock stops when the aircraft doors open, not when the plane touches down. This distinction can be decisive: a flight that lands 2h 55min late but takes 15 minutes to reach the gate may cross the 3-hour threshold.

Your flight is covered if:

• Departure from the EU or UK: Any flight departing from an EU or UK airport is covered, regardless of the airline or destination.
• Arrival into EU/UK with EU/UK carrier: Inbound flights from third countries are only covered if the operating airline is based in the EU or UK (e.g. British Airways, Ryanair, Lufthansa).

Your nationality is irrelevant. US and Australian citizens flying from Heathrow have exactly the same rights as British passengers.

How to calculate your compensation

Compensation under Article 7 is based on the great-circle distance (straight-line distance on the globe) between your departure and final destination airports — not the actual flight path. Use an online airport distance calculator to check your route.

Long-haul reduction: For flights over 3,500 km, the airline may reduce compensation to €300 if the delay at the destination is between 3 and 4 hours (Article 7(2)(c)). For delays over 4 hours the full €600 always applies. In the UK, compensation is paid in GBP at an equivalent rate.

Connecting flights: how distance is calculated

On itineraries with a connection, the compensation is calculated based on the total distance from your origin to your final destination. If you fly London–Amsterdam–Bangkok and miss your connection due to the first leg being late, the relevant distance is London–Bangkok (~9,500 km), giving you a €600 claim.

This only applies when both legs are on a single booking. If you booked each leg separately, you assume the connection risk yourself.

When can the airline refuse to pay?

Airlines can escape compensation by proving "extraordinary circumstances" — events beyond their control that could not have been avoided even with all reasonable measures.

• Accepted: Severe weather, volcanic ash, air traffic control strikes (not airline strikes), political unrest, hidden manufacturing defects undiscoverable during maintenance.
• Not accepted (ECJ case law): Technical faults (Case C-549/07 Wallentin-Hermann), bird strikes causing engine damage in normal operating conditions (Case C-315/15 Pešková), staff shortages, crew scheduling failures, or airline strikes.

The burden of proof lies with the airline. Vague references to "technical issues" are insufficient. Request documentary evidence if the airline cites extraordinary circumstances. The CAA (Civil Aviation Authority) in the UK and national enforcement bodies in EU states can assist if an airline refuses unlawfully.

Additional rights: care and assistance

Beyond the lump-sum compensation, airlines must provide care under Article 9 when delays reach certain thresholds (2h for short-haul, 3h for medium, 4h for long-haul):

• Meals and refreshments in reasonable relation to the waiting time
• Two free telephone calls, emails, or faxes
• Hotel accommodation if an overnight stay becomes necessary (including transport)

If you paid for these yourself because the airline failed to provide them, you can claim reimbursement on top of the fixed compensation. Keep all receipts. Crucially, these care rights apply even when extraordinary circumstances eliminate the cash compensation.

How long do you have to claim?

The limitation period varies significantly by country. In England and Wales you have 6 years to bring a claim; in Scotland 5 years. Most EU countries offer 2–5 years, but Spain allows only 1 year from the flight date. Always check the rules for the country where your departure airport is located, as that is typically where the claim is governed.

Frequently Asked Questions (FAQ)

Does the 3-hour rule apply to the landing time or when you can disembark?

When the doors open, not when the wheels touch down (ECJ, Case C-452/13 Germanwings). Taxiing, waiting for a gate, and any delay before you can leave the aircraft all count toward your 3-hour threshold. Always note the door-open time on arrival.

Can I claim for other passengers on the same booking?

Each passenger has an individual right to compensation. You can submit claims on behalf of travel companions with their written authorisation. Parents can claim for minor children as legal guardians. A family of four delayed on a long-haul route could collectively claim up to €2,400.

Does EU261 cover budget airlines?

Fully. Ryanair, easyJet, Wizz Air and every other low-cost carrier operating from EU or UK airports must comply with EU/UK261. There is no exemption for budget carriers. In practice, their tight turnaround schedules mean delays — and compensation claims — are particularly common.

What if the airline offers a voucher instead of cash?

You are entitled to cash compensation. Vouchers can only replace cash if you voluntarily accept them in writing. If you accept a voucher without an explicit written agreement that you waive your cash right, the cash claim may still stand. Our service costs 10.00 EUR — far less than the compensation you could recover.

Where do I escalate if the airline rejects my claim?

In the UK, contact the CAA (Civil Aviation Authority) or use an approved Alternative Dispute Resolution (ADR) body — Resolver or CEDR are the main options. In EU countries, each state has a National Enforcement Body (NEB); in Germany it is the SÖP (Schlichtungsstelle öffentlicher Personenverkehr). These services are free for passengers.

Legal disclaimer: This article is for general information only and does not constitute legal advice. For complex individual cases, please consult a solicitor specialising in travel law.