Your Flight Was Cancelled: A Calm Action Plan

A cancelled flight is annoying. It is rarely a disaster. The first ten minutes after the announcement matter more than any single thing you'll do after that, because most cancellations create a brief window where the airline still has seats on other flights and the line at the desk is short.

First ten minutes

1. Open the airline app. Many airlines auto-rebook and show your new flight before any human agent does.
2. Get in the rebooking line, even if the app is showing an option. Holding a place in the line is free insurance.
3. While in line, call the airline's reservations number. The phone agent has the same access as the desk agent and you may reach a human faster.
4. Search alternate flights yourself on a flight aggregator. Bring screenshots of options the agent might not see first.

What you can ask for

The phrase 'rebook me on the next available flight, on any partner airline' is the magic one. Most major carriers have interline agreements; the desk will quietly book you on a competitor if you ask. Few travelers know to ask.

If the next flight is more than four hours later, ask about meal vouchers. If it's overnight, ask about a hotel. Both are routinely offered but not always volunteered.

What you're entitled to (broadly)

In the EU under EC 261/2004: cash compensation between 250 and 600 EUR for cancellations within 14 days of departure, plus meals and hotels for long delays, plus a full refund or rebooking. The airline cannot wriggle out unless they can prove 'extraordinary circumstances'.

In the US, federal rules are weaker. You are entitled to a cash refund if you don't accept the rebooking, but airline-specific contracts of carriage govern hotels and meals. Most major US carriers will provide both for non-weather cancellations.

In the UK, post-Brexit rules mirror EC 261 with some adjustments. Canadian, Brazilian, and Australian regulators have their own frameworks; the airline will usually quote them only if you ask.

Hotel and meal coverage

If the airline won't book a hotel directly, book your own and keep all receipts. Mid-range, near the airport, not luxury; airlines reimburse 'reasonable' costs. Submit receipts within 30 days through the airline's claims portal.

For meals, keep itemized receipts. Most airlines reimburse 25 to 50 USD per traveler per meal for delays over four hours.

If you have a connection

A cancelled first leg that causes you to miss a connection is treated as a single missed connection in most fare types. The airline is responsible for the full re-routing. A cancelled second leg is treated separately.

If you booked two separate tickets, you have no protection between them. Pay for trip-protection insurance up front; it's worth the small premium.

What to claim later

• Cash compensation for delays and cancellations under EC 261 or similar.
• Hotel and meal expenses with receipts.
• Reasonable transit costs (taxi to and from the hotel).
• Any prepaid trip costs that became unusable (one night at the destination hotel, a tour you missed).
• Insurance claims for anything the airline declines.

Common mistakes

Accepting a voucher when you wanted a cash refund. Vouchers expire and often can't be transferred. If your flight was cancelled by the airline, you are entitled to cash; ask for it.

Walking away from the desk without an email confirmation of the rebooking. Get the new ticket number before you leave.