Your Flight Is Delayed: A Step-by-Step Guide to What to Do Next

Hearing the words “your flight is delayed” can be one of the most frustrating parts of travel. That feeling of uncertainty can disrupt plans and add stress to your journey. This guide provides clear, actionable steps on how to handle flight delays, understand your rights, and make the best of an unpredictable situation.

First Steps: What to Do Immediately at the Airport

When you first learn about the delay, your initial actions can make a significant difference. Stay calm and get organized with these immediate steps.

1. Confirm the Information and Reason for the Delay

Don’t just rely on the gate announcement. Check the official flight status on the departure boards, the airline’s mobile app, or its website. Information can change quickly, and these digital sources are often updated first.

Most importantly, try to find out the reason for the delay. Politely ask the gate agent, “Could you tell me if this delay is due to weather, air traffic control, or a mechanical issue with the plane?” The reason is critical because it determines what, if any, compensation or amenities the airline is required to provide.

• Outside Airline Control: Delays caused by weather, air traffic control mandates, or security issues mean the airline has fewer obligations to you.
• Within Airline Control: Delays caused by mechanical problems, crew availability, or routine cleaning and maintenance mean you are generally entitled to more care and compensation.

2. Talk to an Airline Representative

While others are just waiting, get in line to speak with a gate agent or visit the airline’s customer service desk. While you are in line, you can also try calling the airline’s customer service number. Sometimes the phone agents have more power to rebook you than the gate agents.

When you speak with them, be polite but firm. Have your flight information ready and ask specific questions:

• What is the new estimated departure time?
• What are my options for rebooking on a later flight today?
• Are you able to book me on another airline to get to my destination?

Understanding Your Rights as a Passenger

Knowing your rights is your most powerful tool during a delay. While rules can vary, here is a breakdown of what you should generally expect, particularly for flights within the United States.

The Airline’s “Contract of Carriage”

In the U.S., there are no federal laws requiring airlines to compensate passengers for delays. Instead, each airline has its own policies outlined in a document called the “contract of carriage.” This contract details what the airline will do in case of a delay, cancellation, or other travel disruption. You can find this document on your airline’s website. While most people never read it, it is the legally binding agreement between you and the airline.

Significant Delays and Cancellations

The U.S. Department of Transportation (DOT) states that if your flight is “significantly delayed” and you choose not to travel, you are entitled to a full refund for the unused portion of your ticket. The DOT has not officially defined “significant,” but it depends on the length of the flight and the circumstances. Many airlines will begin considering refunds for delays of two hours or more. If the airline cancels your flight, you are always entitled to a full refund, even for a non-refundable ticket.

Tarmac Delays

The DOT has strict rules for tarmac delays. For domestic flights, an airline cannot keep you on a plane on the tarmac for more than three hours without allowing you to deplane. For international flights, this limit is four hours. During this time, the airline must provide access to lavatories and, after two hours, must provide food and water.

What You Can Expect From the Airline

Based on the reason for the delay, here are the amenities you may be entitled to.

Meal Vouchers

If your flight is delayed for several hours (typically 2-4 hours, depending on the airline) due to an issue within the airline’s control, they will often provide meal vouchers. These can be used at most airport restaurants. Do not hesitate to ask for one. Politely say, “Since this delay is due to a mechanical issue, can you provide me with a meal voucher?”

Hotel Accommodation

If your delay is overnight and caused by the airline (not weather), the airline is generally responsible for providing you with a hotel room. They should also provide transportation to and from the hotel. If they tell you to book your own room for reimbursement, get that promise in writing (an email or a note from the agent) and be sure to keep all your receipts.

Rebooking Options

The airline must rebook you on their next available flight to your destination at no extra cost. If the delay is significant, you can ask to be rebooked on a partner airline or even a competing airline. While they are not always required to do this, major carriers like Delta, American, and United often will to provide better customer service.

Proactive Strategies to Manage the Situation

Beyond knowing your rights, you can take steps to make the delay more manageable and protect yourself from further disruption.

• Document Everything: Keep a log of events. Write down the original and new departure times. Note the names of the agents you speak with. Take photos of the departure board showing the delay. Keep all receipts for food, hotels, or other expenses you incur. This documentation is vital if you need to file a claim later.
• Use Technology to Your Advantage: Use apps like FlightAware or FlightStats to track your inbound aircraft. This can sometimes give you a more realistic departure time than the airline’s official estimate. Many airline apps also now allow you to rebook yourself directly, which can be much faster than waiting in a long line.
• Check Your Credit Card Benefits: Many premium travel credit cards, such as the Chase Sapphire Reserve or The Platinum Card from American Express, offer trip delay insurance. If you paid for your flight with one of these cards, you could be reimbursed for reasonable expenses like meals, lodging, and toiletries after a qualifying delay (often 6 or 12 hours).
• Find a Comfortable Spot: Once you have a clear plan, find a place to relax. If you have access to an airport lounge through a credit card or membership program like Priority Pass, now is the perfect time to use it. Lounges offer comfortable seating, Wi-Fi, food, and drinks away from the crowded gate area.

Frequently Asked Questions

What is the difference between a delay and a cancellation? A delay means the flight will still operate but at a later time. A cancellation means the flight will not operate at all, and you will need to be rebooked on a completely different flight. Your rights to a refund are much clearer with a cancellation.

Can I get cash compensation for a delay in the U.S.? Generally, no. Unlike involuntary denied boarding (“getting bumped”), for which the DOT mandates cash compensation, U.S. airlines are not required to provide cash for simple delays. Compensation is typically in the form of vouchers, miles, or covering necessary expenses. The major exception is for flights covered by other regulations, like the European Union’s EU 261, which does mandate cash compensation for long delays on flights departing from or operated by an EU carrier.

Should I purchase travel insurance? Travel insurance can be very valuable. A comprehensive policy can cover costs associated with delays and cancellations that the airline will not. It can reimburse you for non-refundable hotel bookings or tours at your destination that you might miss due to a significant delay.