What to Do When Your Flight Is Delayed — A Step-by-Step Checklist

Start here: The first 30 minutes after you learn about the delay

The moment you see a delay notification — whether from the airline, airport display, or text alert — take three immediate steps. First, screenshot or photograph the delay announcement with the time stamp visible. Second, find your airline's customer service number (on your booking confirmation, not a web search) and call it. Third, open your booking confirmation email and have your confirmation number ready before you call.

Do not wait for the airline to contact you. Call them directly. The delay may trigger compensation or rebooking rights that the airline will not volunteer. Have pen and paper ready to write down the name of the representative you speak with, the time of the call, and what they tell you about the cause of the delay and your options.

Key Takeaways

• Document the delay with a screenshot or photo showing the time, airline, flight number, and delay length before you do anything else.
• Call your airline directly using the number on your booking confirmation, not a general customer service line, and write down the representative's name and what they say about the delay cause.
• Ask specifically whether the delay qualifies you for a rebooking, hotel, meal vouchers, or cash compensation under U.S. Department of Transportation rules or your airline's policy.
• If the airline denies compensation, keep all receipts for meals, hotels, and transportation you pay for out of pocket — you may be able to recover these costs later.
• File a complaint with the U.S. Department of Transportation within 60 days if the airline refuses to honor your rights or if you paid expenses the airline should have covered.

Determine what the airline owes you based on delay length

The amount of time your flight is delayed determines what you can request from the airline. A delay of one to three hours may may have access to you to a meal voucher or rebooking on the next available flight at no extra cost. A delay of three or more hours typically triggers the right to hotel accommodations if the delay extends into the evening, plus meals and ground transportation to and from the hotel.

Delays of four or more hours may also may have access to you for cash compensation under some airline policies, though this varies by carrier. The U.S. Department of Transportation does not mandate cash compensation for domestic delays, but many airlines offer it voluntarily or as part of their contract of carriage. Ask the airline representative directly: "What compensation or rebooking options are available for a [your delay length] hour delay?" Write down their answer word for word.

Get the delay cause in writing from the airline

The reason for the delay matters because it affects what you can recover. Delays caused by weather, air traffic control, or security issues are typically considered outside the airline's control. Delays caused by mechanical problems, crew scheduling, or maintenance are usually the airline's responsibility. Ask the representative: "What is the official reason for this delay?" and request they email you a written statement of the cause.

If they refuse to email it, ask them to repeat it slowly so you can write it down exactly, and then email them yourself summarizing what they told you. Send that email to the address on your booking confirmation and request a reply confirming the delay reason. This creates a record if you need to file a complaint later.

Collect receipts for every expense the delay creates

Keep every receipt for meals, hotels, ground transportation, phone calls, or other costs you incur because of the delay. Take photos of receipts if you cannot keep the paper originals. Write on the back of each receipt the date, time, and reason you incurred the expense — for example, "Hotel for delayed flight 456, departure delayed from 6 p.m. to 10 p.m. next day."

If the airline provides a meal voucher or hotel room, use it. If they do not offer one and you have to pay out of pocket, keep that receipt. If the airline offers a voucher but it does not cover the full cost of your meal or hotel, keep the receipt for the amount you paid beyond the voucher. These receipts are your proof if you later file a complaint or pursue reimbursement.

Request rebooking on the next available flight or alternative transportation

Ask the airline representative whether they will rebook you on their next flight to your destination at no additional charge. If no airline flight is available within a reasonable time, ask whether they will book you on a competing airline's flight or arrange ground transportation (bus, train, rental car) to get you to your destination. Write down which options they offer and which one you choose.

If the delay is long enough that you cannot reach your destination the same day, ask the airline to arrange and pay for a hotel room. Specify that you need a room near the airport or near ground transportation to your final destination. If they refuse to book it directly, ask for a hotel voucher or authorization code so you can book it yourself and submit the receipt for reimbursement. Get the name of the hotel, confirmation number, and the amount they will reimburse before you book.

File a complaint with the Department of Transportation if the airline refuses your rights

If the airline denies you compensation, rebooking, or reimbursement that you believe you are owed, file a complaint with the U.S. Department of Transportation Aviation Consumer Protection Division. You have 60 days from the date of the delay to file. Go to the DOT website, find the Aviation Consumer Protection Division complaint form, and fill it out with your flight number, confirmation number, delay length, delay reason, and what the airline refused to provide.

Attach copies of your booking confirmation, the airline's written delay statement (if you have it), screenshots of the delay notification, and receipts for any expenses you paid. The DOT does not have the power to force the airline to pay you, but they track complaints by airline and can investigate patterns of violations. Your complaint becomes part of the public record and may support future enforcement action.

Know what you cannot recover and when to stop pursuing it

The airline is not required to reimburse you for lost wages, missed connections to other airlines, or non-refundable bookings you had to cancel because of the delay. They are also not required to pay for entertainment, phone calls, or other incidental expenses unless you can show the airline explicitly promised to cover them. Focus your claim on meals, hotels, ground transportation, and rebooking — the costs the airline is most likely to cover.

If you paid for a hotel or meal out of pocket and the airline refuses to reimburse you, and the DOT complaint does not result in action within 90 days, you can pursue the claim in small claims court in the state where the airline is based or where you purchased the ticket. Bring your receipts, the airline's written refusal, and the DOT complaint number. Small claims court has a filing fee (usually $50 to $200) and a cap on what you can recover (usually $5,000 to $10,000 depending on the state), so weigh whether the amount is worth the time.

Frequently Asked Questions

What if the airline says the delay was caused by weather and they do not owe me anything?

Weather is considered outside the airline's control under U.S. law, so they are not required to pay cash compensation. However, they are still required to provide meals, hotel, and rebooking if the delay is long enough. Ask them specifically what meals and hotel accommodations they will provide, and get that in writing. If they refuse, file a DOT complaint.

Can I get a refund instead of rebooking on a later flight?

The airline is not required to offer a refund for a delay — only rebooking on the next available flight or alternative transportation. If you decide not to take the rebooked flight and want to cancel your ticket entirely, you can request a refund, but the airline may charge a cancellation fee or offer only a travel credit instead of cash. Ask the representative what refund options are available before you decide.

How long do I have to file a complaint with the Department of Transportation?

You have 60 days from the date of the delay to file a complaint with the DOT Aviation Consumer Protection Division. After 60 days, they will not accept the complaint. File as soon as possible after the airline refuses your claim, while the details are fresh and you still have all your receipts and documentation.

What if I miss a connection because of the delay?

If you miss a connection to another airline because of the delay, your original airline is responsible for rebooking you on the next available flight to your final destination, even if it is on a different airline. They must also provide meals and hotel if needed. If the connection was on the same airline, they must rebook you at no charge. Keep the boarding pass from the missed connection as proof.

Do I need a lawyer to recover money from the airline?

No. For amounts under $5,000 to $10,000 (depending on your state), small claims court does not require a lawyer and you can represent yourself. For larger amounts, you may want to consult a lawyer, but many will not take a case unless the amount is several thousand dollars because the fee would exceed what you could recover.