Say a recent flight of yours was delayed or canceled, and you filed a claim for compensation. However, the airline rejected it citing “extraordinary circumstances” as the reason for the delay. What do you do when your flight claim is rejected? Even if your request for compensation has been rejected, you can still turn things around.
Many airlines often use extraordinary circumstances as an excuse to circumvent having to compensate passengers for delays. However, these are strictly construed as scenarios that are outside the airline’s control, such as adverse weather conditions, natural calamities, and so on. This is where you can file a claim and potentially still secure compensation after it was initially rejected.
This guide will tell you what to do if your flight compensation claim is rejected, the reasons why this might have happened, and how you can appeal this decision.
Claim for Flight Compensation – When Am I Entitled to Flight Compensation?
According to European Regulation EC 261/2004, there are a few different scenarios in which you’d be entitled to compensation for delays and cancellations. Your compensation could be based on the distance of the flight, starting from 1500 km and going up to over 3500 km. Depending on this, and the extent of the delay, you could receive compensation of anywhere between 250€ and 600€.
However, the key aspect to consider is that the delay or cancellation must not be caused by a situation outside the airline’s control. Some of these include:
- Adverse weather conditions
- Natural calamities
- Security risks
- Political instability
- Strikes (that don’t involve the airline’s staff), and so on.
In the situations mentioned above, airlines are not obligated to compensate passengers for any delays or cancellations caused.
Regions outside the EU abide by the regulations set out under the Montreal Convention. The 135 nations that it covers must oblige by laws that hold them liable in case of accidents, delays, and lost baggage, among other things. However, the European regulation mentioned above offers passengers better protection.
Why Your Flight Compensation Claim Might Be Rejected
When an airline rejects a claim citing extraordinary circumstances as a reason, they must provide evidence of this. Similarly, passengers who want to claim compensation must also provide certain evidence and documentation to ensure a higher chance of their claim being accepted.
A few key reasons why your claim may get rejected include:
- You didn’t offer evidence such as a receipt or a boarding pass to show when your flight was scheduled for. This can help establish the length of the delay from the scheduled time of departure and can help substantiate your claim.
- You failed to attach any communication from the airline, such as SMS or email alerts citing the reason for the delay. Proof of this is crucial to establish how far in advance an airline informed you of a delay or a cancellation.
- You didn’t attach meal and hotel receipts for any delays beyond two hours. These are crucial if you want to be reimbursed for the expenses you incurred.
- You may have filed your claim for compensation well beyond the deadline for the same. This will automatically result in your claim being rejected.
- Misinterpreting terms and conditions attached to the compensation claiming process that results in incorrect or a lack of evidence being provided.
Additionally, you must also keep in mind that some airlines may have policies that veer away from generally accepted standards, and these can affect your ability to claim compensation. As a result, it’s crucial that you document all crucial evidence to strengthen your claim in court.
What to Do After Your Flight Compensation Claim Is Rejected?
One of the key reasons why your claim for compensation might have been rejected, and which isn’t mentioned in the previous section is that your claim may not be valid. One potential reason for this could be that your flight was delayed or canceled due to extraordinary circumstances such as the ones mentioned previously.
As a result, the first step is to ensure that you read through these to understand whether or not your claim has any basis. You should also review the rejection notice to understand the reason behind it.
However, if you believe your claim to be valid, you can also raise a dispute with certain alternate dispute resolution (ADR) bodies that many airlines are a part of. You must ensure that you gather every piece of evidence, especially if you failed to do so previously.
Thirdly, you can also avail yourself of the services of a third-party body that can help process your claim. This approach typically increases your chances of receiving compensation as they understand the intricacies of dealing with airlines on such matters. This is often why individuals who seek the services of third-party bodies like these often have better success than those who decide to appeal the rejection on an individual level.
How to Appeal a Rejected Flight Compensation Claim (Including an Example)
If you’re looking to appeal your rejected flight compensation claim, it’s essential that you do so the right way to maximize your chances of it being approved. Following the right format when emailing the regulatory body or the airline is thus crucial. Here is a template in bold that you can directly copy and fill out to help you get started:
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Phone Number]
[Your Email]
[Date]
To:
Customer Service Department
[Airline Name]
[Airline Address]
[City, State, ZIP Code]
Subject: Appeal for Rejected Compensation Claim [Flight Number]
Dear Sir/Madam,
I am writing to formally appeal the rejection of my compensation claim related to flight [flight number], which departed on February 4, 2025 from [departure city] to [destination city]. My claim was rejected on February 4, 2025, citing [reason for rejection provided by the airline].
I would like to emphasize that flight [flight number] was delayed by [number of hours] hours due to [state the reason for the delay, if applicable], which, according to Regulation (EC) No 261/2004, qualifies me for compensation in the amount of [compensation amount].
In light of this, I have attached the following documents to support my appeal:
A copy of my ticket.
A copy of the flight delay notification from the airline.
Copies of any other relevant documents (e.g., emails confirming delay information).
I hope you can reconsider my compensation claim in light of the provided materials. If you require any additional information, please do not hesitate to contact me at the details provided above.
Thank you for your attention to my appeal. I look forward to your response.
Sincerely,
[Your Name]
[Your Signature (if sending by mail)]
[Booking Reference Number]
You must ensure that you attach all the relevant documents to this email and enter all the details such as the flight number, booking reference number, and so on correctly. This will help improve the chances of your appeal being successful. Additionally, different countries, regions, or airlines may require different documentation to support your claim, and you must ensure to attach the right ones.
Claim Denied? Here’s How a Professional Can Assist You
Appealing a claim for compensation, or filing one in the first place can be incredibly challenging. As mentioned earlier, the chances of success for an individual doing this alone are slim, especially given how technical and complicated it can be.
This is where professional services or specialist compensation companies can be of help. They understand how to approach airlines and are well aware of the technicalities of the process. This gives them a much higher chance of ensuring their clients’ claims are approved.
FAQ
The first step after your claim is rejected is to understand the reason for the rejection. If it’s insufficient or a lack of supporting documentation, make sure to gather everything needed before appealing the rejection. You can also reach out to a professional compensation company to help you appeal your case.
According to most sources, airlines shouldn’t take more than a week or two to compensate you for a flight’s delay or cancellation. Seeking the assistance of a specialist compensation facilitator is the best way to speed up the process.
No, you cannot file multiple claims for the same disruption caused due to your flight being delayed or canceled. However, if an airline repeatedly cancels or delays flights, you can certainly be compensated for each violation if it doesn’t arise due to genuine and extraordinary circumstances.