Sample Letters: Compensation, Complaints and Reimbursement

1. Flight compensation request

Subject: Compensation claim - flight [FLIGHT NUMBER], [DATE], booking [REFERENCE]

Dear [Airline] customer relations, I was booked on flight [NUMBER] from [ORIGIN] to [DESTINATION] on [DATE]. The flight was [cancelled / delayed] and I arrived at my destination [X] hours later than scheduled.

Based on the passenger rights rules applicable to this flight, I am claiming [AMOUNT] in compensation. Please confirm payment within 14 days, or provide the specific reason for the disruption if you consider compensation does not apply.

Booking reference: [REFERENCE]. Passenger names: [NAMES]. Attached: boarding passes, booking confirmation, and screenshots of your notifications.

2. Complaint about a cancelled flight

Subject: Complaint - cancellation of [FLIGHT NUMBER] on [DATE]

My flight was cancelled at [TIME] with [amount of] notice. I was [rebooked onto / not offered] an alternative and was [offered / not offered] meals and accommodation during a wait of [X] hours.

I would like a written explanation of the cause of the cancellation, confirmation of the assistance that should have been provided, and a decision on my compensation claim. I look forward to your reply within 14 days.

3. Lost or delayed baggage claim

Subject: Baggage claim - reference [PIR NUMBER]

My checked bag did not arrive on flight [NUMBER] on [DATE]. I reported it at [AIRPORT] and received reference [PIR NUMBER]. The bag was returned to me on [DATE] / has still not been returned after [X] days.

I am claiming [AMOUNT] for essential replacement items purchased during this period. Itemised receipts are attached. Please confirm the payment method and timeline.

4. Request for a written explanation

Subject: Request for the cause of disruption - [FLIGHT NUMBER], [DATE]

Please provide the specific reason for the [delay / cancellation] of this flight, and details of the measures taken to avoid it. A general reference to operational reasons is not sufficient for me to assess my claim.

5. Reimbursement of expenses

Subject: Reimbursement of costs - [FLIGHT NUMBER], [DATE]

Because no accommodation or meals were provided during the disruption, I incurred the following reasonable costs: [LIST WITH AMOUNTS]. Receipts are attached, numbered to match this list.

Please reimburse the total of [AMOUNT] to [payment details]. I am happy to provide further detail if needed.