Claim food, hotel and transport costs after a flight delay

When the right to care starts

These are care thresholds, measured against scheduled departure. The separate fixed-compensation test generally looks at arrival at the final destination and the cause of the disruption.

What the airline should provide

• Food and drink appropriate to the length of the wait.
• A way to communicate, described by the CAA as two phone calls or emails.
• Accommodation where an overnight stay becomes necessary.
• Transport between the airport and that accommodation.

Look for airline vouchers, messages, an airport desk or the airline's disruption page before arranging things yourself. Screenshot an unavailable voucher or unanswered support channel where practical.

If the airline does not arrange care

The CAA says you can make your own arrangements and seek reimbursement later when the airline is unable or unwilling to organise care. The key word is reasonable. Choose an ordinary meal, practical room and proportionate transport rather than alcohol, luxury dining, premium rooms or unrelated purchases.

1. Ask the airline to provide or authorise care.
2. Keep a screenshot or note of the request and response.
3. Request an itemised receipt or invoice for every purchase.
4. Write the purpose on a copy, such as “hotel after overnight BA123 delay”.
5. Submit expenses through the airline's specified reimbursement form.

Keep two requests separate

Fixed UK261 compensation addresses qualifying disruption and uses statutory bands. Expense reimbursement repays reasonable actual care costs. An airline may require separate forms, so list each receipt and total while keeping the compensation request distinct.

What is less likely to be covered

Consequential losses—such as a missed event, lost earnings or a separate holiday booking—are not the same as statutory care. Do not add them to a meal-and-hotel claim without understanding the separate contractual, insurance or legal route. Travel insurance may cover items the airline does not.

Suggested expenses schedule

Keep originals. Send copies unless the airline's secure process specifically requires otherwise.