Before using the template
- Confirm which airline actually operated the affected flight.
- Check route coverage, final arrival delay, cancellation notice or denied-boarding facts.
- Use a fixed amount only where the distance and timing support it.
- List reasonable expenses separately and attach itemised receipts.
- Do not state that the airline was at fault if the cause is genuinely unknown.
Run the private first-pass checker before selecting an amount.
Editable direct-claim structure
Subject: UK261 claim — flight [flight number], [date], [departure] to [final destination]
Dear [operating airline] Customer Relations,
I travelled on flight [number] on [date] under booking reference [reference]. The booked journey was from [first airport] to [final destination]. [Describe the disruption in one sentence: delayed, cancelled, or involuntarily denied boarding.]
The scheduled final arrival was [date/time]. I reached the final destination at [date/time], a delay of approximately [hours/minutes]. [For a cancellation: I received notice on [date/time] and the replacement itinerary departed/arrived at [times].] [For denied boarding: I checked in by the required time and did not volunteer to give up my seat.]
I ask you to assess this claim under UK Regulation (EC) No 261/2004 and pay £[amount] per eligible passenger if the statutory conditions are met. The passengers included are [names].
The reason given at the time was [quote the airline, or write “no precise reason was provided”]. If you consider extraordinary circumstances to apply, please identify the specific event, explain how it affected this flight and set out the reasonable measures taken to avoid or reduce the disruption.
Separately, I request reimbursement of £[amount] for reasonable care costs the airline did not provide. The attached schedule lists each itemised receipt.
Please respond in writing. If the complaint cannot be resolved, please provide your final response and identify the ADR provider competent to consider it.
Yours faithfully,
[name and contact details]
What to attach
- Booking confirmation and boarding pass or alternative proof of travel.
- Original and replacement itinerary.
- Airline notices that show timing or the stated cause.
- A short arrival chronology.
- An expenses schedule and copies of itemised receipts, where relevant.
Do not send original documents by ordinary post unless the airline explicitly requires them and you have retained copies. Do not send personal documents to DelayDesk.
Submission record
Save the exact text, attachments, date, airline case number and acknowledgement. If using a web form, save the confirmation screen and email. This record determines when the eight-week no-response point is reached and prevents later disagreement about what you asked for.
If the amount is uncertain
It is better to state the route, timings and requested assessment than to insert an unsupported figure. Ask the airline to explain any different distance band, rerouting reduction or route-coverage conclusion. A template cannot determine the true cause or guarantee payment.