How to file an EU261 claim yourself: full step-by-step guide

You are entitled to EU261 compensation if your flight arrived at its final destination 3 or more hours late, was cancelled within 14 days of departure, or you were denied boarding due to overbooking. In the Netherlands the claim expires after 2 years; in Belgium after just 1 year. Acting within that deadline is the only time-critical step. Everything else you can do calmly, one step at a time. DelayPaid accepts claims only for flights operating to or from Dutch airports (Amsterdam Schiphol, Eindhoven, Rotterdam and others).

Step 1: Check whether you are entitled to compensation

Answer these four questions first:

1. Did the flight depart from an EU airport, or was it an EU airline flying into the EU? If neither: EU261 does not apply.
2. Was the arrival delay at your final destination 3 hours or more? If not: no monetary compensation (though you may still be entitled to care during the wait).
3. Were there genuine extraordinary circumstances (extreme weather, government action)? If yes: compensation may be excluded, though care obligations still apply.
4. Has the limitation period not yet expired (2 years in the Netherlands)? If it has: too late.

If you answer favourably to all four (1 yes, 2 yes, 3 no, 4 yes), you have a strong basis for a claim.

Step 2: Gather your documents

Collect the following before you start:

• Your booking confirmation with flight number, date, departure time, and scheduled arrival time.
• Your boarding pass (digital or paper).
• Proof of the actual arrival time — screenshot from Flightradar24 or FlightAware for your flight number.
• Any messages from the airline about the delay or cancellation.
• Receipts for expenses you incurred because of the delay.

Step 3: Find the complaints form or email address

Almost all major airlines have an online complaints form. Search for: "[airline name] EU261 claim" or "[airline name] compensation claim." You will usually find the form under "Contact," "Customer service," or "Complaints."

If there is no form:

• Email the airline's customer service address, subject: "EU261/2004 Compensation Claim — [flight number] [date]".
• Registered letter to the airline's head office (address on their website under "About us").

Step 4: Write your claim — use this template

Use the text below as a basis. Replace the parts in [brackets].

Step 5: Send the claim and keep proof of sending

Submit the claim via the online form (take a screenshot of the confirmation page) or by email (keep the sent email and any delivery confirmation). Sending by post? Choose registered delivery and keep the proof of posting.

Step 6: Wait for the response and assess it critically

Airlines typically respond within 2 to 8 weeks. After 6 weeks without a response, send a reminder.

When assessing a rejection, look for the following:

• Extraordinary circumstances cited? Ask for concrete evidence (METAR, NOTAM, official report). A letter stating "there were extraordinary circumstances" without evidence does not suffice.
• Technical defect as the reason? This is almost never a valid reason (Wallentin-Hermann). Do not withdraw your claim.
• Voucher offered? You are not obliged to accept a voucher instead of the statutory cash amount.

Step 7: Complaint to the national enforcement body (free)

If the airline refuses your claim or does not respond, you can file a free complaint with the national enforcement body of the country of departure:

• Netherlands: Inspectie Leefomgeving en Transport (ILT) — ilent.nl. Search for "complaint aviation" or "EU261".
• Germany: Luftfahrt-Bundesamt (LBA) — lba.de.
• Belgium: Directoraat-Generaal Luchtvaart (DGLV).
• Other EU countries: Find the relevant authority on the European Commission website.

Send a copy of your claim, the airline's rejection, and all evidence. The enforcement body can compel airlines to comply but does not pay compensation directly to passengers.

Step 8: Dispute committee or court

If the enforcement body produces no result, you have two further options:

• Alternative dispute resolution (ADR): Depending on the airline, some participate in ADR schemes. Check whether your airline is a member of a recognised scheme.
• Court: EU261 claims in the Netherlands fall within the Cantonal Court's jurisdiction (claims up to €25,000 are free of financial threshold). Court fees range from roughly €79 to €121. If you win, you can usually also claim legal costs.

When is DelayPaid worth considering?

Going it alone is free and works in many cases. There are situations where professional support delivers more:

• The airline keeps refusing without a valid reason and you have no appetite for further correspondence.
• The case requires legal follow-up (court proceedings).
• It is a higher-value claim (above €400) where the airline puts up more resistance.
• You have a missed connection where responsibility is less clear-cut.
• You have multiple claims simultaneously (family, group trip).

DelayPaid works exclusively on no-win-no-fee basis, 25% success fee incl. VAT. You only pay if we collect compensation for you. We handle claims for flights to or from Dutch airports.

Related guides

• Flight delayed: what to do now?
• Extraordinary circumstances
• Limitation periods by country
• Flight cancelled: your rights