Flight Delayed at the Airport? Here's Exactly What to Do Right Now

You're sitting at the gate, staring at the departure board, and your flight just changed to "DELAYED." Maybe you're already an hour past your scheduled departure with no update. Take a breath. Here's exactly what you need to do — and what you're entitled to.

Step 1: Document Everything (Do This First)

Before you do anything else, gather evidence. You'll need this if you file a compensation claim later:

• Take photos of the departure board showing the delay
• Screenshot any delay notifications from the airline app
• Save your boarding pass (paper or digital)
• Note the time you actually arrive at your destination (not departure — arrival matters for compensation)
• Keep all receipts for food, drinks, transport, or hotel if the airline doesn't provide them

Step 2: Know Your Immediate Rights

If you're flying from an EU airport (or to an EU airport on an EU airline), you have duty of care rights that kick in based on the length of the delay:

Important: These duty-of-care rights apply regardless of the reason for the delay — even weather or strikes. The airline must provide food and accommodation no matter what. Read our full EU261 guide for complete details.

Step 3: Talk to the Airline Staff

Go to the gate or the airline's customer service desk and:

• Ask for the reason for the delay — get it in writing if possible
• Ask about meal vouchers — you're entitled to food/drinks after 2 hours
• Ask about rebooking — if the delay is long, you may want an alternative flight
• Don't accept vouchers as compensation — airlines sometimes offer travel vouchers to make you go away. Your cash compensation right is separate and more valuable.

Step 4: Understand Your Compensation

If you arrive at your final destination 3 or more hours late, you're likely entitled to financial compensation. The amount depends on flight distance:

This is in addition to any food, hotel, or transport the airline should provide at the airport. It's also separate from any ticket refund. You can get compensated AND keep your ticket.

Step 5: File Your Compensation Claim

You don't need to file right now at the airport — you have months or years to submit a claim. But the sooner you do it, the better (while details are fresh). When you're ready:

• File directly with the airline — free but often slow. Airlines frequently ignore or reject first claims. (DIY guide here)
• Use AirHelp — they handle it, but charge 35% of your compensation. On a €600 claim, they keep €210.
• Use WairHelp — AI-powered, charges a flat €20. Same result, you keep €190 more.

Check our savings calculator to see exactly how much you'd keep with each option.

What NOT to Do When Your Flight Is Delayed

• Don't sign anything waiving your rights to compensation
• Don't accept vouchers "instead of" cash compensation — they're separate things
• Don't rebook at your own expense — the airline should offer alternatives first
• Don't leave the airport without documentation — you need proof of the delay
• Don't assume "weather" means no compensation — airlines claim weather more often than it's true

The Bottom Line

A flight delay is frustrating, but it doesn't have to be a total loss. If your flight is delayed 3+ hours within Europe, you could be owed €250-€600. Document everything, know your rights, and file your claim when you're ready.

And when you do file, don't hand over a third of your money to a claims company. Start your claim with WairHelp for a flat €20 and keep the rest.