How to Get Refunds for Flight Delays and Airline Cancellations

You can get a refund if your flight is canceled or significantly delayed and you decline the airline's offer to rebook you or issue travel credit. Airlines are legally required to return the payment to your original form of payment. If you paid with a credit card, the refund must be processed within 7 business days. If you paid with cash, check, or another method, the refund must be issued within 20 calendar days.

If you're wondering how to trigger this refund or what exactly qualifies as a "significant delay," keep reading.

When Are You Legally Entitled to a Flight Refund?

You are entitled to a refund only if certain conditions are met. Based on U.S. Department of Transportation rules and other international regulations, here’s when airlines are required to pay you back:

1. Your flight was canceled, and you chose not to travel.
2. Your flight was significantly delayed:
3. 3 or more hours for domestic flights
4. 6 or more hours for international flights
5. Your itinerary was significantly changed, such as:
6. A different departure or arrival airport
7. More connection points than originally planned
8. Major changes in departure or arrival times
9. You were involuntarily downgraded to a lower class and declined to travel
10. You bought a fully refundable ticket and didn’t use it
11. Your checked baggage was declared lost or was delayed beyond the airline’s published timeline
12. You are a passenger with a disability, and the substitute aircraft lacks the necessary accessibility, or your connecting airport was changed

Situations Where You Are Not Entitled to a Refund

Not every inconvenience qualifies for a refund. Here are the situations where the airline is not required to return your money:

1. You accept a rebooking or travel credit offered by the airline
2. You took the replacement flight they arranged for you
3. You arrived late at the airport and missed your flight
4. You bought a non-refundable ticket and voluntarily chose not to travel
5. You had a bad onboard experience, but still completed the flight

In short, if you used the service or agreed to an alternative, the refund rights no longer apply.

How to Request Your Refund from an Airline

Requesting a refund doesn’t need to be difficult if you know what to do and what to say. Here’s a step-by-step process to follow:

1. Decline any rebooking, credit, or voucher the airline offers. Your right to a refund is conditional on rejecting their alternative options.
2. Use the airline’s refund portal or app. Many carriers allow you to submit a refund request directly from your booking page.
3. Example portals:
4. Delta Refund Form
5. United Refund Request
6. American Airlines
7. Gather your booking details. Be prepared to provide:
8. Your booking or confirmation number
9. Full passenger name(s)
10. Date of travel
11. Flight number(s)
12. If you booked through an online travel agency or ticketing platform, first determine who the merchant of record is (check your payment statement).
13. If the airline is the merchant, contact them.
14. If the agency is the merchant, they are responsible for issuing the refund.
15. Save everything. Keep your original booking confirmation, receipts, and boarding passes in case you need to escalate the issue.

How Long Should It Take to Get Your Refund?

Under the Department of Transportation refund rules, airlines are required to process your refund within:

1. 7 business days for credit card purchases
2. 20 calendar days for cash, check, or other payment types

You do not need to file a request if the airline canceled or significantly delayed your flight and you rejected their offer. They must process the refund automatically.

Some airlines delay processing or make it difficult intentionally, but they are still legally obligated to meet these timelines.

What to Do If the Airline Denies or Delays Your Refund

If the airline refuses to issue your refund, takes too long, or tells you you’re not eligible (when you clearly are), here’s how to take action:

1. File a complaint with the U.S. Department of Transportation
2. DOT Complaint Portal
3. If your flight was to/from the European Union, file a complaint with the relevant national enforcement body under EC 261 rules.
4. Use third-party tools like:
5. AirHelp
6. Flightright
7. Escalate legally if needed:
8. Send a legal demand letter
9. File in small claims court
10. Report to your credit card company if you paid by card

These options work especially well when the airline is clearly violating refund laws or dragging their feet beyond legal deadlines.

Ready to Get Your Money Back?

Now that you know what qualifies, what doesn’t, and how to take action, don’t let the airline delay what you’re legally owed. Whether your flight was canceled last minute or rescheduled without your consent, you have the right to a full refund if you don’t accept their workaround.

Start your refund process by visiting the airline’s official page or filing your complaint through the proper government channels. Need help building your refund email? Jump to the second half of this guide for templates, examples, and deep-dive scenarios.

Rules for Flight Refunds by Region: What Changes Based on Where You’re Flying

Refund rights differ depending on your departure point, destination, and which airline you're flying. Here’s how the major jurisdictions handle airline refund laws:

United States (DOT Rules)

1. Refunds are required when:
2. A flight is canceled or significantly changed, and the passenger declines alternatives
3. A passenger is involuntarily downgraded and refuses to travel
4. Airlines must issue:
5. Refunds within 7 business days (credit)
6. Refunds within 20 calendar days (cash/check)
7. Passengers do not have to file formal requests under the current rule; refunds are required automatically if the passenger refuses alternatives

European Union (EC 261)

1. Applies to:
2. All flights departing from the EU
3. Flights to the EU on EU-based carriers
4. Passengers are entitled to both a refund and compensation if:
5. The delay exceeds 3 hours (arrival time)
6. The flight is canceled with less than 14 days’ notice
7. The airline is at fault (not weather or air traffic)
8. Compensation amounts range from €250 to €600, depending on distance

United Kingdom (Post-Brexit CAA Regulation)

1. Similar to EC 261, now enforced by the UK Civil Aviation Authority
2. Applies to flights departing from the UK or operated by UK carriers
3. Compensation and refund rules mirror EU law

Always check if local enforcement bodies apply additional guidelines for flights involving Canada, Australia, or Asia, where refund laws may be more limited.

Can You Get a Refund for Extra Services Like Seats, Bags, or Wi-Fi?

Yes, you can, but only under specific conditions. Airlines are required to refund paid fees for ancillary services if those services were not provided.

Common refundable extras:

1. Checked baggage: If your bag is declared lost or delayed beyond 12 hours (domestic) or 15–30 hours (international).
2. Seat selection: If the airline moved you or changed the aircraft and didn’t honor the selected seat.
3. Wi-Fi or entertainment: If the service was unavailable due to technical issues and you paid separately.
4. Meal or lounge upgrades: If canceled by the airline, not due to passenger request or fault.

To get the refund, file a complaint or a “mishandled service” form with the airline as soon as the failure is confirmed. Most airlines process these as service refunds, not general ticket refunds.

Your Refund Rights if You Have a Disability

Passengers with disabilities are protected by specific refund rules if their accessibility needs are no longer met due to aircraft or schedule changes.

You are entitled to a refund if:

1. Your connecting airport has been changed without accessible facilities
2. The replacement aircraft lacks necessary accessibility features (wheelchair access, in-seat devices, accessible bathrooms)
3. The airline moves your seat or downgrades you in a way that interferes with your disability accommodation

You do not need to accept travel under these conditions. Airlines must issue full refunds if you decline and choose not to travel.

The Difference Between a Refund, a Credit, and Compensation

It’s easy to confuse these three, but they’re legally different, and your choices matter.

Refund

1. A full return of your original payment
2. Must go back to your original form of payment
3. Required if the airline cancels or significantly delays your flight and you decline alternatives

Credit or Voucher

1. A future travel option, often with limitations
2. May expire in 1–5 years
3. You have the right to decline credit and ask for a refund instead

Compensation

1. An additional payout beyond the ticket price
2. Common under EU rules (EC 261)
3. Not always available under U.S. DOT rules unless the delay causes extra expenses

Always opt for a refund when you are eligible. Airlines are required to offer both options, but they may push credit to avoid paying cash.

Use This Refund Email Template to Contact the Airline

Here’s a direct, professional message you can copy and paste when requesting a refund.

Subject: Request for Full Refund – Flight Cancellation/Delay

Dear [Airline Name] Customer Service,

I am writing to request a full refund for flight [Flight Number] scheduled on [Date], which was [canceled/significantly delayed]. I did not accept a rebooking, voucher, or alternative flight.

Under the U.S. Department of Transportation rules (or applicable regulation), I am entitled to a full refund to my original form of payment.

Booking Reference: [Your Booking Number]

Passenger Name: [Your Name]

Please confirm when the refund will be processed.

Sincerely,

[Your Name]

[Your Email Address]

[Phone Number (optional)]

Want to Avoid This Next Time? Know Your Rights Now

Don’t wait until you’re stuck at the airport. If your flight is delayed or canceled, check your options before accepting credits or rebooking. A refund is your right under the law, and you don’t need to settle for a voucher unless you choose to.

If you’re dealing with baggage issues, accessibility concerns, or extras that weren’t delivered, keep your documentation, act quickly, and don’t hesitate to escalate. Most refunds are processed without issue once the correct claim is made, especially if you quote the law and decline alternatives.

Need help with refund timelines or legal escalation steps? Return to the top or check our related guides.

Common Questions About Airline Refunds

Can I get a refund for a non-refundable ticket?

Yes, but only if the airline cancels or significantly changes the flight and you choose not to travel.

What qualifies as a significant delay?

Three or more hours for U.S. domestic flights, six or more for international.

Can I get a refund if I booked through Expedia or another agency?

Yes, but it depends on who the merchant of record is. Check your payment confirmation and contact the responsible party.

Can I get my points or miles refunded?

Yes. If you booked with miles or points, most airlines will return the loyalty currency and refund any fees paid.

Can I still get a refund if I didn’t respond to the airline’s offer?

Yes. If you decline or ignore the offer and don’t take the rebooked flight, they must still issue a refund automatically.