Imagine you’ve already decided to visit the best vacation places in Florida and carefully planned your trip. A flight delay or cancellation can completely throw off your plans, especially if it causes a missed connection or forces you to stay overnight at the airport. Sometimes travelers end up waiting for hours, or even days, before they can finally leave. It’s a frustrating experience, and many people don’t know what to do or what rights they have at that moment. Can you check in advance if your flight has been delayed or canceled? And more importantly, how can you get compensation for a delayed flight, your lost time, and unexpected expenses? Here’s what you need to know.
What Happens First When Your Flight Is Canceled
When an airline cancels your flight, the first thing that happens is a notification. Usually, you’ll get it by email, text message, app, or phone. In some countries, the message also includes a summary of your rights so you know what you’re entitled to right away.
After that, the airline must offer you a choice. Most of the time, there are two options: rebooking on the next available flight to your destination or getting a refund for the unused part of your ticket. If the cancellation makes your trip pointless—for example, if you miss an important event—you have the right to request a full refund.
In the U.S., starting in October 2024, new Department of Transportation (DOT) rules require airlines to automatically issue refunds when a flight is canceled or significantly changed and you don’t accept an alternative. The refund must include not only the ticket price but also all taxes, fees, and paid extras you didn’t use, such as Wi-Fi or seat upgrades. If you paid by credit card, the refund should be issued within seven business days. For other payment methods, the refund must be processed within twenty calendar days.
The Department of Transportation defines a “significant change” as a delay of more than 3 hours for domestic flights or more than 6 hours for international flights, as well as a change in airport or added connections.
It’s important to understand that in the U.S., a canceled flight doesn’t automatically mean you’ll get extra compensation. Airlines are generally only required to refund what you paid, unless they deny you boarding because of overbooking or another mistake on their part.
In Europe, passenger protection laws are stronger. Under EU Regulation 261/2004, airlines must pay delay compensation ranging from €250 to €600 if a flight is canceled without sufficient notice and not due to extraordinary circumstances, such as severe weather or airport strikes.
Why Are Flights Canceled or Delayed?
In today’s world, air travel depends not only on airlines but also on a complex system of coordination among airports, air traffic controllers, and government agencies. For instance, during the summer season of 2025, the share of canceled flights in the U.S. increased from 1.4% in 2024 to 1.8%, largely due to the growing number of flights, weather fluctuations, and overloaded infrastructure during peak months. In some cases, cancellations can occur on a massive scale. For example, in July 2024, a global IT system failure led to the cancellation of over 7,000 Delta flights within a few days, affecting about 1.3 million passengers.
Here are the most common reasons for air travel delays and cancellations:
- Severe weather conditions.
- Reduced visibility caused by fog, rain, or dust.
- Unfavorable weather conditions along the route.
- Aircraft technical malfunction detected before departure.
- Airport congestion.
- Additional baggage or cargo inspections.
- Crew shortages due to illness or other unforeseen circumstances.
- Computer system failures.
- Security threats on board or at the airport.
When Are Airline Refunds for Delayed Flights Possible?
In the U.S., airline refund rules are regulated by the Department of Transportation (DOT). Even if you bought a nonrefundable ticket, there are situations in which the airline must refund your money. Here are the main situations in which you’re eligible for a refund.
1. The Flight Was Canceled
If an airline cancels your flight, you can choose not to travel and get a full refund, including taxes and fees. The reason for the cancellation doesn’t matter—you’re entitled to your money back either way.
2. The Flight Was Significantly Delayed or Rescheduled
If your flight is delayed for a long time or rescheduled in a way that makes your trip no longer practical, you can refuse to fly and request a refund. The DOT doesn’t specify exactly what counts as a “significant delay.” It depends on several factors, including how long the delay lasted, how long your flight was supposed to be, and your specific situation.
3. You Were Downgraded to a Lower Class
If you paid for a higher class of service, for example, first class, but were moved to economy, the airline must refund the price difference.
4. You Paid for a Service You Couldn’t Use
If you paid for extras like checked baggage, Wi-Fi, seat selection, or an upgrade and couldn’t use them because your flight was canceled, delayed, or you were denied boarding, the airline must return that money.
5. Your Baggage Was Lost
If your baggage is officially declared lost, you are entitled to a refund of the baggage fee. Most airlines declare baggage lost after 5 to 14 days, though exact time frames vary by carrier. If an airline unreasonably delays declaring your bag lost, the DOT can take action against them.
6. You Bought a Refundable Ticket
If your ticket was fully refundable, you can always get your money back if you decide not to travel.
When Flight Delay or Cancellation Compensation Isn’t Available
There are some cases where airlines are not required to issue refunds:
- Nonrefundable tickets. If the flight wasn’t canceled or rescheduled, no refund is required.
- Personal reasons. Illness, lateness, or a change of plans don’t qualify for a refund.
- Poor service. If you flew but were unhappy with the food, comfort, or service, that’s not grounds for a refund.
- Extra expenses. Airlines don’t have to cover hotel stays, meals, or transportation costs caused by delays.
Sometimes, an airline may still offer a credit or travel voucher for future flights as a goodwill gesture. To find out if that’s an option, contact the airline’s customer service directly.
How to Rebook Quickly Without Waiting for a Refund
If your flight is canceled, don’t wait for the airline to issue a refund. You can rebook your ticket and reach your destination without incurring extra hotel or transportation costs. Here’s what to do:
- Contact the airways as soon as possible. Go to the check-in desk, call, or open the airline’s app. Ask the company or its partners for the next available flight to your destination. Rebooking is usually free if the cancellation is the airline’s fault.
- Check partner airline flights. Airlines that are part of international alliances, such as Star Alliance, Oneworld, or SkyTeam, can rebook you on a partner’s flight at no additional cost. In case of such a situation, review the schedule in advance.
- Be persistent. If regular customer support does not help, ask to be connected with a manager or senior employee. Use the phone, chat, service desk, or social media. Sometimes airlines respond faster when you reach out publicly.
- Agree to the nearest possible option. Even if it’s a flight with a connection or through another city, it’s better to leave than to wait endlessly. Later, you can change your ticket to a more convenient option.
- Keep all confirmations. Write down employee names, call times, and case numbers. Take screenshots, and save emails and correspondence—this will help if you later need to claim compensation or prove your actions.
What to Do If You Have to Pay Again Before Receiving Your Airline Delay Compensation
Sometimes, before you receive your delayed flight compensation, you have to pay for a new ticket, hotel, meals, or transportation. It’s frustrating, but there are a few simple ways to minimize your losses:
1. Use Travel Insurance
In situations like this, buying travel insurance in advance can be a real lifesaver, especially if it covers flight delays and extra costs. Most policies reimburse reasonable expenses for hotels, meals, or transport, usually within a daily limit. File your claim as soon as possible—most insurers require you to notify them within 24–48 hours.
2. Keep All Your Documents
Save every receipt, boarding pass, cancellation notice, and any communication with the airline. These documents are essential to prove your expenses when requesting reimbursement from the airline, your insurer, or the bank.
3. Check What Your Credit Card Offers
Many credit cards include travel protection for flight delays. If your delay lasts several hours, the bank may reimburse you for food, accommodation, or transport expenses. Just keep all receipts and file a claim later. If the airline doesn’t refund you, you can contact your bank and request a chargeback, but only after you’ve tried to resolve the issue directly with the airline.
4. Don’t Accept Vouchers Instead of Cash If You’re Unsure
According to the U.S. Department of Transportation’s Airline Cancellation and Delay Dashboard, accepting a voucher means you give up your right to a cash refund. If you’re not sure you’ll use the voucher, it’s safer to wait and request a cash refund.
5. Ask the Airline for Help
If the delay or cancellation is the airline’s fault, politely ask for vouchers for food, accommodation, or ground transportation. In many countries, airlines are legally required to provide this kind of assistance. If they refuse, you can still submit a reimbursement claim later.
6. Consider Borrowing Cash
Airline refunds for delayed flights can take weeks to process. If you can’t afford to wait and have new travel bills to pay, consider getting a cash advance until refund. It’s a short-term solution that helps cover essential expenses like overnight accommodation, meals, or a new ticket while you wait for your compensation.
How to Get Compensation for Meals, Hotels, and Baggage
In addition to a refund or rebooking, you may be entitled to compensation for meals, hotel stays, or delayed baggage. The rules depend on the country and the airline you’re flying with.
Suppose your flight departs from the EU or is operated by an EU airline. In that case, you have the right to assistance when the cancellation isn’t caused by “extraordinary circumstances” like severe weather or strikes. The airline must:
- provide meals and drinks after a 2–3 hour delay;
- pay for accommodation and transport if your flight is postponed overnight;
- cover communication costs (calls, messages);
- return you to your original airport if your reroute departs from another airport.
You may also qualify for cash compensation:
- €250 for flights up to 1,500 km;
- €400 for flights between 1,500 and 3,500 km;
- €600 for flights over 3,500 km.
If your arrival is delayed by 2–4 hours, you may still receive partial compensation. Even during force majeure events, the airline must provide basic care—food, lodging, and transport.
Under U.S. law, airlines aren’t required to compensate passengers for hotels, but many do so voluntarily if the disruption is their fault. Always ask about meal or hotel vouchers and keep all receipts. If your checked bag isn’t delivered within 12 hours on a domestic flight, you can request a refund of your baggage fee. For international flights, the delay period is typically 15–30 hours. Under the Montreal Convention, airlines must also reimburse “reasonable expenses” for essentials like clothing and toiletries.
Tips for Avoiding Flight Cancellations
Many people look for ways to find cheap airline tickets, but not everyone realizes that saving money isn’t the only thing that matters—getting to your destination on time is just as important. Even if you score a great deal, a canceled or delayed flight can ruin your entire trip. To avoid that, it’s worth following a few simple tips. They will help reduce the risk of cancellations and make your travels within the US and Europe smoother and more predictable.
1. Book Morning Flights
Early flights are less likely to be canceled. By the evening, airports tend to get busier, and small delays can start piling up. The earlier your flight, the better your chances of taking off on time.
2. Choose Direct Flights
Every layover adds an extra risk. If one flight is delayed, you might miss the next one. Nonstop flights are usually more reliable and less stressful, even if they cost a little more.
Sometimes, layovers are unavoidable. In that case, try to schedule at least a 2–3 hour gap between flights. This provides a cushion in case the first flight is delayed or the security lines are longer than expected.
4. Fly from Major Airports
Big airports like Atlanta Hartsfield-Jackson, Dallas-Fort Worth, or Denver International are less likely to cancel flights. They have more planes, crew, and backup resources, so issues get resolved faster than at smaller airports.
5. Check the Weather
Bad weather is one of the primary reasons for flight cancellations in the U.S. Before purchasing your ticket, check the weather conditions at your destination. In winter, it’s best to avoid northern states where snowstorms are common.
6. Buy Tickets Directly from Airlines
Booking directly is safer—it’s easier to get a refund or change your flight if something goes wrong. The airline will notify you about schedule changes and assist you in rebooking without hassle.
7. Use Airline Apps
Apps from airlines like American Airlines, Delta, or United send instant updates about schedule changes, let you pick a new flight, and allow you to check in online. It saves time and keeps you in control.
8. Check On-Time Performance Stats
Before booking, research the airline’s punctuality record to make an informed decision. You can find this information on websites like the Bureau of Transportation Statistics. This helps you choose a more reliable carrier.
9. Avoid Peak Travel Times
The busiest days are Friday evenings and Sunday afternoons. That’s when most people are traveling for work or leisure, and airports get crowded. If possible, plan your flight in the middle of the week—it’s usually calmer and more dependable.
The Best Air Travel Tip: Be Prepared and Know Your Rights
Whether you’re planning to spend just one day in Philadelphia or heading to Rome for two weeks, air travel can always bring surprises. A flight cancellation or delay can disrupt even the most carefully planned trip, so it’s important to know what to do in advance. If you’re stuck at the airport, lost your luggage, or had to cover unexpected expenses, remember that you have the right to flight cancellation compensation. Knowing your rights can help you stay calm and in control, even when your travel plans don’t go as expected.
