What is the flight delay compensation claim form template?
A flight delay claim is mostly about timing and evidence. When did the flight land, when should it have, what did the airline say caused it, and what did you have to pay for while you waited? This flight delay compensation claim template collects it in one go, so the claim can be sent off complete.
It suits claims agencies, travel agents helping clients after a bad trip, corporate travel teams, and passengers who simply want an organised record before they contact the airline. The form asks for the booking reference, the operating airline, the flight number and the airports, then what happened: a cancellation, a delay, denied boarding, or a missed connection. Choosing It was cancelled reveals the date the airline gave notice and whether another flight was offered, with fields for the replacement flight if the passenger took it.
Every claim is saved as a signed PDF in your FileIt vault, with the airline's messages and receipts attached, ready to forward or file. The form doesn't decide whether compensation is owed. That depends on the route, the airline and the rules that apply, and you can adjust the wording for the passengers you help.
- Best for
- Flight claim services, travel agents, corporate travel teams and passengers
- Filled in by
- The passenger, or someone claiming on their behalf
- Time to complete
- About 10 minutes
- Includes
- Cancellation and rebooking logic, arrival times, reason given, expenses with receipts, declaration and signature
Who uses a flight delay compensation claim form?
- A claims service collecting the details it needs before contacting an airline
- A travel agent helping a client whose flight was cancelled at short notice
- A company travel team logging disruption claims for staff trips
- A family claiming for everyone on one booking
- Recording a missed connection caused by a late first flight
- Keeping receipts for meals and a hotel bought during a long delay together with the claim
Questions on this flight delay compensation claim form
38 questions over 2 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 Passenger and flight
- Passenger name as it appears on the booking*
- Email*
- Phone
- Postal address
- Booking reference*
- Airline that operated the flight*
- Flight number*
- Scheduled departure date*
- Departure airport*
- Final destination airport*
- Was this flight part of a journey with connections on the same booking?
- The other flights on that booking asked only when it applies
- Other passengers on the booking who are claiming with you
2 What happened
- What happened to the flight?* It was cancelled · It was delayed · I was denied boarding · I missed a connection because an earlier flight was late
- Date the airline told you the flight was cancelled* asked only when it applies
- Were you offered another flight?* asked only when it applies Yes, and I took it · Yes, but I turned it down · I asked for a refund instead · No alternative was offered · I booked my own replacement
- Replacement flight number asked only when it applies
- Replacement flight date asked only when it applies
- Scheduled arrival time (local)*
- Date you actually reached your final destination*
- Time you actually arrived (local)*
- Total delay at your final destination (hours)
- Reason the airline gave A technical problem with the aircraft · Crew shortage or crew hours · Bad weather · Air traffic control or airport restrictions · A strike · A security or medical incident · No reason was given
- Emails, texts or screenshots from the airline
- Did the airline give you meal vouchers, a hotel or transport?
- Did you pay for anything yourself because of the disruption?*
- Meals and drinks asked only when it applies
- Hotel asked only when it applies
- Taxis, trains or parking asked only when it applies
- Other costs asked only when it applies
- What the other costs were for asked only when it applies
- Receipts* asked only when it applies
- Have you already contacted the airline about this?
- What did they say? Include any claim reference. asked only when it applies
- If money is paid out, how would you like to receive it? Bank transfer · Back to the card I paid with · A check by mail
- Declaration*
- Signature*
- Date*
The flight delay compensation claim form, page by page
1 Passenger and flight
The passenger gives their name as it appears on the booking, email, phone and postal address. Under The flight they enter the booking reference, the airline that operated the flight, the flight number, the scheduled departure date, and the departure and final destination airports.
Was this flight part of a journey with connections on the same booking? opens a box for the other flights. Other passengers on the booking who are claiming with you takes one name per line, so one form can cover a family or a group.
2 What happened
What happened to the flight? offers four answers: It was cancelled, It was delayed, I was denied boarding, and I missed a connection because an earlier flight was late. A cancellation reveals the date the airline told you the flight was cancelled and Were you offered another flight?, with choices from Yes, and I took it to I booked my own replacement. Taking the airline's offer asks for the replacement flight number and date.
Under Arrival times, every passenger gives the scheduled arrival time, the date and time they actually reached their final destination, and the total delay in hours. Reason the airline gave lists technical problems, crew shortage, weather, air traffic control, strikes and security or medical incidents, with No reason was given and a free-text option. Emails, texts or screenshots from the airline can be uploaded.
Your expenses asks whether the airline gave meal vouchers, a hotel or transport, then Did you pay for anything yourself because of the disruption? A yes reveals amounts for meals and drinks, hotel, transport and other costs, and a required upload for receipts. The page asks whether the airline has already been contacted, what they said, and how any money should be paid out. It closes with a declaration, a signature and the date.
Make the template yours
- Change the currency on the expense fields to match where your passengers are based
- Add your service's terms or fee wording to the declaration
- Add a question for the passenger's preferred language if you handle international claims
- Remove the payout question if the airline always decides how to pay
- File claims into one folder per airline, or per month
- Add claims handlers to the notification emails so new claims are picked up quickly
Tips for a better flight delay compensation claim form
- Ask passengers to take a photo of the departures board or save the airline's messages as soon as a delay starts
- Record when you could actually leave the plane at your final destination, not just when it landed, since the help text on that question asks for it
- Keep every receipt, even small ones, and upload them together
- Note the reason the airline gave at the time, word for word if possible
- Check the booking reference against the confirmation email before submitting
Every response becomes a PDF in your vault
The signed claim is saved as a PDF in your chosen vault folder, titled with the passenger's name and the date, with the airline's messages and every receipt attached. You get an email for each new claim, and the passenger can get their own copy.
Use the Responses table to see claims side by side, filter by what happened, and export to CSV to track which claims have been sent to airlines.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Flight delay compensation claim form: frequently asked questions
Is this flight delay claim template free?
Yes. It's a starter template in FileIt's Forms app, on every plan including free.
Does this form send my claim to the airline?
No. It gathers the details, receipts and signature into one PDF. Sending it to the airline, or entering it on their own claim page, is a separate step.
Will I get compensation if I fill it in?
The form can't say. Whether compensation is due depends on the flight, the cause of the disruption and the rules that apply to that journey.
What changes if the flight was cancelled?
Choosing It was cancelled reveals the date the airline told you and whether another flight was offered, plus the replacement flight number and date if you took it.
Can several passengers on one booking claim together?
Yes. List the other passengers on the first page, or have each one submit their own form from the same link.
Can I upload photos of receipts?
Yes. Receipts can be photos or PDFs, up to ten files, and they're attached to the claim in your vault.