What Are My Rights If My Flight Is Cancelled or Delayed? Guide for English Speakers in Germany

People who live or study in Germany often travel within Europe or visit family and friends abroad. It is therefore especially frustrating when a flight is delayed or cancelled at short notice. Many travellers do not realise that they may be protected by EU Regulation (EC) No. 261/2004 on air passenger rights.

Under certain conditions, passengers may be entitled to meals, refreshments, hotel accommodation, a refund of the ticket price, or even financial compensation. This guide explains your rights in the event of a flight delay or cancellation and how to enforce them.

When Do EU Air Passenger Rights Apply?

EU air passenger rights apply if:

your flight departs from an airport in the European Union, regardless of which airline operates it
or your flight arrives in the EU and is operated by an airline based in the EU

Examples:

Frankfurt to Istanbul: covered, regardless of the airline
Berlin to New York: covered, regardless of the airline
New York to Munich: covered if the flight is operated by a European airline

If your flight meets these conditions, you may be able to make a claim under the EU Air Passenger Rights Regulation.

What Should You Do Immediately?

If your flight is delayed or cancelled, you should collect as much information and evidence as possible. This will make it easier to enforce your rights later.

You should:

ask the airline for the reason for the delay or cancellation
request written confirmation of the cause where possible
keep all boarding passes, booking confirmations, and emails
take a photo of the departure board at the airport
keep receipts for meals, drinks, taxis, and hotels
note the contact details of other affected passengers
inform your tour operator as well if you booked a package holiday

The better you document the incident, the easier it will be to prove your claim later.

What Rights Do I Have If My Flight Is Delayed?

In the event of a flight delay, the law distinguishes between the delay at departure and the actual arrival time at the final destination.

Assistance During the Waiting Period

The airline must provide assistance to passengers while they are waiting.

The entitlement begins after:

Flight distance	Waiting time
Up to 1,500 km	From 2 hours
1,500 to 3,500 km	From 3 hours
More than 3,500 km	From 4 hours

The airline must provide free of charge:

meals and refreshments
two telephone calls or emails
hotel accommodation, including transport, if the flight does not depart until the following day

If the airline fails to provide these services, you may pay for necessary expenses yourself. Keep all receipts so that you can request reimbursement later.

Compensation for Delayed Arrival

If you arrive at your final destination at least three hours later than scheduled, you may be entitled to fixed financial compensation.

The amount depends on the flight distance:

Flight distance	Compensation
Up to 1,500 km	€250
1,500 to 3,500 km	€400
More than 3,500 km	€600

The relevant factor is the actual arrival time at the final destination, not the departure time.

Cancelling Your Journey After a Five-Hour Delay

If departure is delayed by at least five hours, you may choose not to take the flight and request a full refund of the ticket price.

If you have already completed part of the journey and continuing no longer serves any purpose, you may also request a free return flight to your original departure airport.

What Rights Do I Have If My Flight Is Cancelled?

If your flight is cancelled completely, you generally have the choice between:

a full refund of the ticket price
alternative transport to your destination at the earliest opportunity or at a later date of your choice, subject to seat availability

You may also be entitled to assistance and financial compensation.

How Much Compensation Can I Receive?

Depending on the flight distance, compensation amounts to:

Flight distance	Compensation
Up to 1,500 km	€250
1,500 to 3,500 km	€400
More than 3,500 km	€600

You may not be entitled to compensation, for example, if:

you were informed of the cancellation at least 14 days before departure
you were offered a reasonable alternative flight in good time
the cancellation was caused by extraordinary circumstances

What Are Extraordinary Circumstances?

Not every delay or cancellation automatically results in compensation.

Extraordinary circumstances may include:

extreme weather conditions
natural disasters
political unrest
terrorist threats
air traffic controller strikes
bird strikes

In these cases, the airline may refuse to pay compensation. However, it must prove that it took all reasonable measures to minimise the effects of the disruption.

It is important to know that technical defects affecting an aircraft are generally not considered extraordinary circumstances under court rulings.

What Applies If a Flight Is Overbooked?

If a flight is overbooked and you are denied boarding despite holding a valid ticket, you also have extensive rights.

You may choose between:

a full refund of the ticket price
alternative transport
assistance during the waiting period
compensation of up to €600, depending on the flight distance and arrival delay

International Flights

For international flights, the Montreal Convention may also apply.

This may allow passengers to claim compensation for proven losses, such as:

additional hotel costs
replacement clothing
toiletries
other necessary expenses caused by the delay

All expenses must be supported by invoices or receipts.

Rights When Travelling on a Package Holiday

If you booked a package holiday, you may have additional claims against the tour operator.

If you arrive at your holiday destination more than four hours late, you may be entitled to a reduction in the price of the trip. Depending on the length of the delay, courts often recognise a reduction of approximately five percent of the daily travel price for each additional hour, up to a maximum of 20 percent of the total travel price.

In cases of serious disruption, compensation or even withdrawal from the travel contract may also be possible.

What Should You Do If the Airline Refuses to Pay?

If the airline rejects your claim or does not respond within two months, you can contact a recognised dispute resolution body free of charge.

Depending on the airline, the responsible body may be the Schlichtungsstelle Reise & Verkehr or the aviation arbitration body at the German Federal Office of Justice.

Conclusion

EU air passenger rights protect travellers in many situations. Whether your flight is delayed, cancelled, or overbooked, you may be entitled to meals, hotel accommodation, alternative transport, a refund, or financial compensation.

It is important to keep all relevant documents, record any additional expenses, and submit your claim to the airline as soon as possible.

Frequently Asked Questions

Does the EU Air Passenger Rights Regulation Apply to Non-EU Citizens?

Yes. Your nationality is irrelevant. What matters is whether the flight falls within the scope of the EU Air Passenger Rights Regulation.

How Much Compensation Can I Receive?

Depending on the flight distance, compensation ranges from €250 to €600.

When Am I Entitled to Compensation?

Generally, you may be entitled to compensation if you arrive at your final destination at least three hours late and no extraordinary circumstances apply.

Does the Airline Have to Pay for a Hotel and Meals?

Yes. During longer waiting periods, the airline must provide meals, refreshments, and, where necessary, hotel accommodation including transport, or reimburse reasonable expenses.

Can I Get a Refund for My Ticket?

Yes. If departure is delayed by at least five hours or the flight is cancelled, you may in many cases request a full refund of the ticket price.

What Are Extraordinary Circumstances?

Examples include extreme weather, natural disasters, and air traffic controller strikes. Technical defects are generally not considered extraordinary circumstances.