Perfect Complaint Letter to Airline for Delayed or Cancelled Flight

Writing A Perfect Complaint Letter to Airline for Delayed or Cancelled Flight

Life throws plenty of curveballs at us. A delayed or canceled flight is certainly one of them. It can be frustrating, especially when the airline isn’t transparent about its process for dealing with such issues.

What you need in these situations is a way to let the airline know you won’t stand for poor customer service. That’s where writing a complaint letter comes in. This letter can help put you in the driver’s seat and get the results you want from the airline. But there are a few things to consider before you begin writing your complaint letter.

In this article, I’ll walk you through all the steps involved in crafting a perfect complaint letter to an airline for a delayed or canceled flight. You’ll have all the knowledge and insight needed to take matters into your own hands and get what’s rightfully yours—all while avoiding any common pitfalls. So let’s get started!

Get Your Documents Ready

Before you can even get started writing your complaint letter, you’ll need to make sure that you have everything you need. The first step is to gather key documents such as your ticket and flight confirmation—and if you’re submitting your complaint via mail, print these out as well.

Then if you had any unexpected costs due to the delayed or canceled flight (e.g., meals, hotels, etc.), make sure to save receipts and assess what kind of compensation the airline should provide. Use this information and evidence as a reference when crafting your complaint letter.

If all else fails, it’s also good practice to take pictures and screenshots of the experience. This will help strengthen your case for compensation and provide solid proof for the airline about why your flight was not what it should have been.

Having all of these necessary documents on hand is critical to writing a perfect complaint letter, so be sure not to leave them behind!

Start Writing Your Complaint Letter

When writing your complaint letter, it’s important to remember that the airline wants to resolve your issue as quickly and as fairly as possible. It may be difficult to keep this in mind when facing a frustrating situation and feeling angry, but it’s important to remain civil.

You should start by addressing the letter to the right person or department and state why you are writing. Next, you should clearly state what happened, where it happened, when it happened, and how it impacted you. If necessary, provide evidence such as screenshots or copies of emails or tickets.

Be sure to include dates and timestamps if applicable as they are key in any type of customer support complaint. Include details of what compensation you expect such as a refund or a voucher for another flight. End your letter on a polite note with an expression of hope that you will come to an agreement soon that satisfies both parties involved.

Outline How You Were Wronged

When writing a complaint letter, the best thing to do is to be clear and concise about what went wrong and why you feel the airline is at fault. You should outline exactly how you were wronged and provide evidence when possible. This could include any documentation or correspondence related to the incident, such as emails or flight receipts.

Sometimes it’s not enough just to explain what happened—you should also explain how it affected you. Be sure to include any additional costs that resulted from the delayed or canceled flight, such as hotel fees or additional transportation costs. It’s important that you provide all the necessary details of your experience so that the airline can make an informed decision on how to respond.

When making your case, be sure to include key points like:

  • The date and time of your flight
  • The origin and destination points of your flight
  • The reason for the delay or cancelation (if known)
  • A description of any problems encountered
    during the flight
  • A breakdown of any additional costs incurred as a
    result of the delay or cancelation

Ask for Specific Compensation or Action

In your letter to claim, it’s a good idea to make a specific request for compensation or action. If you’re writing to an airline, this could be a reimbursement for the additional costs associated with the delay or cancelation, compensation for lost vacation time, an upgrade on your next flight, or something else that is specific to your situation.

The goal of writing a complaint letter is not only to get what you want but also to make sure that the airline understands the impact of its mistake so that it can take steps to prevent it from happening in the future. So don’t be afraid to ask for what you want and hold the company accountable.

When making your request, be clear and concise about what you are asking for and why. Include details such as flight numbers, times, and other relevant information. You may also want to include supporting documents such as boarding passes or receipts if necessary.

Finally, provide an appropriate timeline for them to respond—for example, “I would like a response within 10 days”—so that they know when they should expect an answer from you.

Customize Your Letter as Much as Possible

Customizing your complaint letter is essential. By personalizing the letter to the airline, it will show that you have taken the time and effort to write a thoughtful and sincere complaint. The more specific you can be, the better.

If a specific flight attendant provided exceptional service or if there were problems, be sure to include them in your letter. This will also convey that you know your rights as a customer and can help ensure that any problems are addressed in the future.

Here are some additional things to add in order to personalize your complaint letter:

  • Your full name, address, and contact information
  • The exact date of your flight
    Details of what happened
  • How this impacted you (including any financial losses)
  • What action do you expect from the airline (e.g., a refund or reimbursement)
  • Copies of any relevant documents (e.g., tickets or receipts)

By customizing your letter as much as possible, you can ensure that your complaint is taken seriously and increase the chances of getting an appropriate response from the airline.

Submit and Follow Up on Your Complaint

Once you have written your complaint letter to the airline, it is important to submit it properly. You can send the letter either via mail or email.

If you opt to mail it, make sure you get proof of postage so you can track its progress. Once you have sent the letter, it is essential that you follow up on your complaint. You can do this by calling the customer service line of the airline and inquiring if they received your letter and what actions are being taken to resolve your issue. This will also help ensure that your complaint is being taken seriously and that any issues you raised are being addressed.

It is also important to make sure that you provide all necessary details in your complaint letter such as:

  1. Your flight details, including flight number, departure time, arrival time, and destination
  2. The particular issue concerning your flight such as delay or cancelation
  3. Any expenses incurred due to the delay or cancelation
  4. A clear statement of how much compensation you are expecting from the airline
  5. Copies of any relevant documentation for proof (e.g., receipts for expenses incurred due to delay)
  6. Your contact information in case the airline has further questions about your issue

Make sure that all these points are included in your complaint letter so that it is clear what exactly happened and what kind of resolution you expect from the airline company

Which is the best company to claim flight delay compensation?

ClaimFlights is the best flight delay claim company when it comes to the payout after their 25% service fee. Through ClaimFlights, you could get 75% of the receivable compensation.

The following table gives you a direct comparison of flight delay compensation claim companies.

Your payout* (as Flight Delay Compensation)

for less than 1500 km for 1501 to 3500 km for more than 3500 km
ClaimFlights 187.50 € 300 € 450 €
Flightright 125.75 € 201.20 € 301.80 €
AirHelp 125 € 200 € 300 €
ClaimCompass 125 € 200 € 300 €
SkyRefund 125 € 200 € 300 €

* Source: Price comparison of flight delay claim companies, as of 8th August 2023.


Writing a complaint letter to the airline can be a daunting task, but it’s important to take the time to do it right. The more detail you can provide, the more likely it is that the airline will take your complaint seriously and respond promptly.

Be sure to provide clear information about your flight, the problem, and your request for compensation or remedies. Don’t forget to include any supporting documents to back up your claims, such as a ticket or boarding pass.

There’s no guarantee that your complaint letter will be answered or that the airline will provide the remedies you’re seeking, but if it’s written correctly, you’re more likely to get results.

After all, the airlines want to keep their customers happy and make sure that when something goes wrong, it’s taken care of quickly and effectively.

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