How Do You Write an EU261 Letter That Answers the Standard Rejection?

An airline claims department processes thousands of letters. The ones that get paid are the ones it cannot easily reject: every fact verifiable, the legal basis named, the amount correct, a deadline set. Below we take a working letter apart line by line — and at the end there is a free template you can copy.

The seven elements that pre-empt the standard rejection

An EU261 complaint letter rarely fails on tone. It fails because one detail is missing that lets the airline stop reviewing the case. Seven elements pre-empt the usual grounds for rejection. First, the flight data — flight number, date, route — plus the booking reference, so the airline can identify the case. Second, the delay measured on arrival at the final destination; in law, arrival is the moment the aircraft doors open (CJEU, Germanwings, C-452/13). Third, the legal basis: Articles 5 and 7 of Regulation (EC) No 261/2004. Fourth, the correct amount per distance band — 250 euros up to 1,500 km, 400 euros for flights within the EU over 1,500 km and all other flights up to 3,500 km, 600 euros for all other flights. Fifth, for delays, the Sturgeon judgment (C-402/07), under which three hours or more is compensated like a cancellation. Sixth, a payment deadline of 14 days plus your IBAN. Seventh, notice that you will otherwise involve the national enforcement body. If the airline invokes extraordinary circumstances, the burden of proof is on the airline.

Which legal references belong in the letter?

Three Court of Justice rulings carry a delay letter: Sturgeon (C-402/07) makes delays of three hours or more compensable like a cancellation, Germanwings (C-452/13) defines arrival as the moment the doors open, and Folkerts (C-11/11) confirms that on connecting flights the delay at the final destination is what counts. The annotated letter below shows where each reference belongs — with one caveat: on flights in the top band arriving three to four hours late, Article 7(2) allows the airline to halve the 600 euros to 300.

  1. FlyExample Airlines GmbH Customer Relations / Claims Example Street 1 60549 Frankfurt, Germany

  2. Subject: Compensation claim under Regulation (EC) No 261/2004 — flight FE 1234, 12 May 2026, booking reference ABC123

  3. Dear Sir or Madam, I was booked on flight FE 1234 from Berlin (BER) to Lisbon (LIS) on 12 May 2026. The aircraft reached its stand and opened its doors at 21:48 — 4 hours and 3 minutes after the scheduled arrival time of 17:45.

  4. Under Articles 5 and 7 of Regulation (EC) No 261/2004, as interpreted by the Court of Justice in Sturgeon (C-402/07), a delay of three hours or more at the final destination is compensated like a cancellation.

  5. The distance from Berlin to Lisbon is approximately 2,300 km. I therefore claim compensation of 400 euros.

  6. Please transfer the amount within 14 days, i.e. by 26 May 2026, to: DE00 0000 0000 0000 0000 00.

  7. If I do not receive payment by this date, I will refer the matter to the competent national enforcement body free of charge and reserve the right to take further legal steps. Yours faithfully, Max Example

What are the 5 most common DIY letter mistakes?

Most rejected DIY claims fail on form, not substance. These five mistakes appear again and again — all of them avoidable.

  1. 1

    Writing to the wrong airline

    The claim is against the operating carrier — the airline that flew the aircraft — not the one that sold the ticket. On codeshare itineraries the two often differ. Check your boarding pass for the 'operated by' note.

  2. 2

    Wrong or missing amount

    The amount follows fixed distance bands: 250, 400 or 600 euros. A letter that asks for 'appropriate compensation' — or names the wrong band — invites a low voucher offer. What counts is the great-circle distance between departure and final destination.

  3. 3

    Demanding money without a legal basis

    A letter that never cites Regulation (EC) No 261/2004 reads like a goodwill request and is treated like one. Name Articles 5 and 7, and for delays add Sturgeon (C-402/07).

  4. 4

    Documenting the departure delay

    Only the arrival delay at your final destination matters — measured when the doors open, not at touchdown (Germanwings, C-452/13). A three-hour departure delay with a 2:55 arrival delay means no compensation.

  5. 5

    No deadline, no consequence

    An open-ended letter can sit in a queue forever. Set a deadline of about 14 days, give your IBAN, and state that the next step is the national enforcement body — a step that costs you nothing.

Free short template

This template is deliberately generic: it covers a straightforward delay on a direct flight, and you can copy it as it is. What it cannot do is argue your specific case — cancellations, missed connections, denied boarding and 'extraordinary circumstances' defences each call for different case law.

Subject: Compensation claim under Regulation (EC) No 261/2004 — flight [XX 123], [date], booking reference [ABC123]

Dear Sir or Madam,

I was booked on flight [XX 123] from [departure airport] to [arrival airport] on [date], booking reference [ABC123]. The flight arrived at its final destination with a delay of [X hours Y minutes]; the aircraft doors opened at [actual time] instead of the scheduled [scheduled time].

Under Articles 5 and 7 of Regulation (EC) No 261/2004 and the ruling of the Court of Justice in Sturgeon (C-402/07), a delay of three hours or more at the final destination is compensated like a cancellation. Based on the flight distance of approximately [distance] km, I claim compensation of [250 / 400 / 600] euros per passenger.

Please transfer the amount within 14 days to [IBAN]. If I do not receive payment by then, I will refer the matter to the competent national enforcement body and reserve the right to take further legal steps.

Yours faithfully,
[Name]
[Address]
[Email]

Want the letter personalised — your flight data filled in and the case law that matches your specific disruption? That is exactly what our generator does, for a one-time flat fee. Start with the free check: it takes two minutes and shows what the regulation typically provides for your route.

Run the free check

Looking for the long version — a full sample letter to copy, step-by-step instructions and an FAQ?

Read the full EU261 letter template guide

What happens after you send the letter?

Sending the letter starts a process with known stages. This is the realistic timeline.

  1. Day 0

    Send and keep proof

    Email is sufficient — use the airline's claims address or its EU261 web form. Keep the letter as a PDF and note the date. For stubborn cases, registered post adds proof of delivery.

  2. About 14 days

    Deadline passes — or a boilerplate reply arrives

    Many airlines first respond with a standard rejection, often citing 'extraordinary circumstances'. A first rejection is frequently template text — it is not the end of your claim, and contesting it in writing is worthwhile.

  3. Weeks 6–8

    Escalate free of charge

    No payment and no substantive answer? Every EU country has a national enforcement body for air passenger rights — in Germany the Luftfahrt-Bundesamt, plus arbitration via the Schlichtungsstelle Reise & Verkehr. Filing a complaint there costs nothing.

  4. Deadlines

    You have years, not weeks

    Limitation periods are national: in Germany, claims from 2026 flights expire at the end of 2029; in England and Wales after six years — in Belgium after just one year. Earlier is easier for evidence, but there is rarely a reason to panic.

All claim deadlines by country

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Airline rejected your claim or gone silent?

What you can reply — with CJEU citations

Frequently asked questions

Do I need a lawyer to write an EU261 complaint letter?
No. EU261 compensation is a standardised money claim, and the regulation was designed so passengers can claim directly. A letter with the correct facts, the legal basis and a deadline — plus free escalation to the national enforcement body — resolves many cases. A lawyer becomes relevant mainly if you decide to go to court.
Should I send the letter by email or registered post?
Email is fine and faster — most airlines process claims through their claims address or web form. Save the letter as a PDF and keep the sent message as proof. Registered post is worth the extra cost mainly when an airline stays silent and you want delivery evidence for the file.
Which language should the letter be in?
English works for practically every airline in Europe, and the legal references are identical across the EU. Writing in the airline's home language can speed up processing but is not required. What matters is the content: flight data, arrival delay, legal basis, amount, deadline, IBAN.
How long do airlines take to reply?
Expect anything from a few days to about eight weeks. Your letter sets a 14-day deadline; treat silence beyond six to eight weeks as a rejection and escalate to the national enforcement body — that step is free. Keep every reply for the file.
What if the airline offers a voucher instead of money?
Compensation under Article 7 is a cash payment; you do not have to accept a voucher. Compare its real value with your cash entitlement before agreeing — accepting a voucher can settle the claim. If you prefer cash, decline politely in writing and restate your bank details.
Which documents should I attach to the complaint letter?
Three attachments are usually enough: the booking confirmation, your boarding pass and evidence of the disruption — for example a flight-tracker screenshot showing the actual arrival time. Keep the originals and send copies. If the boarding pass is missing, the booking reference is usually sufficient, as it lets the airline verify the journey in its own systems.

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The information on this page is for general guidance only and does not constitute legal advice. No liability is accepted for accuracy or completeness. For complex cases, we recommend consulting a lawyer.