Documents you need for a flight claim
Records carry a flight claim further than rhetoric. A clear file answers four questions at once: who traveled, what was scheduled, what happened, and what you are asking for under which rule.
This checklist is built for DIY passengers claiming under EU261, UK261, or Canada APPR.
“What do I do?” when the claim form asks for “evidence”
Use a simple evidence stack in this order:
- Identity of itinerary and passengers.
- Schedule versus actual outcome.
- Airline notices and reason given.
- Costs paid out-of-pocket (if claiming care/expenses).
You can draft from the free letter template and pre-check regime logic in the checker.
Core file 1: Booking confirmation
Why it matters:
- Shows passenger names, booking reference, planned route, and scheduled service.
- Supports “same booking” connection arguments where final destination delay is relevant in EU/UK analysis.
Keep: PDF, email header, and any app screenshots with timestamp.
Core file 2: Boarding pass or ticket proof
Why it matters:
- Demonstrates you were ticketed and presented for travel context.
- Helps denied boarding and re-routing disputes.
Denied boarding rights are explicit in EU/UK article frameworks and APPR section 20 structures (EU261 Article 4 (opens in a new tab), UK261 Article 4 (opens in a new tab), APPR section 20 (opens in a new tab)).
Core file 3: Delay/cancellation notices
Why it matters:
- EU/UK cancellation compensation conditions include notice-timing windows and re-routing timing factors (EU261 Article 5(1)(c) (opens in a new tab), UK261 retained text (opens in a new tab)).
- APPR process classification also depends on disruption characterization and timing under the regulation scheme (APPR text (opens in a new tab)).
Keep every notice source:
- app push,
- SMS,
- email,
- gate-screen photos.
Do not rely on memory alone.
Core file 4: Scheduled and actual arrival proof
Arrival time is central in compensation banding:
- EU/UK delay compensation is due when you reach your final destination 3 hours or more late, a right that comes from the Court of Justice rather than the text of Articles 6 and 7 (CJEU Sturgeon (opens in a new tab)). Arrival means the moment a door opens and passengers may leave the aircraft (CJEU Germanwings (opens in a new tab)).
- APPR section 19 compensation levels are explicitly arrival-delay-band based (APPR section 19 (opens in a new tab)).
Useful proof examples:
- timestamped baggage-hall photo,
- airline app arrival screenshot,
- airport board photo,
- onward reservation timestamp showing missed connection consequences.
“How long should passengers have to wait?” — keep timeline evidence
If your claim becomes a delay-in-handling issue, preserve this timeline:
- date claim submitted,
- airline auto-acknowledgement,
- case/reference number,
- each follow-up with date/time/channel,
- any partial responses.
For APPR, this timeline is especially important because the airline response window is specified in section 19(4) (30 days) (APPR section 19(4) (opens in a new tab)).
For UK escalations, the dates matter because you can go to the airline's ADR scheme after its final response or 8 weeks after you complained, or to the CAA if the airline has no ADR scheme (CAA: alternative dispute resolution (opens in a new tab)).
Expense file: Meals, hotel, transport
Under EU/UK care rights, reasonable care support is required during qualifying waits regardless of compensation outcome (EU261 Article 9 (opens in a new tab), UK261 Article 9 (opens in a new tab)).
If support was not provided, keep itemized receipts. Non-itemized bank lines are weaker evidence than full receipts showing what, when, and where.
Denied boarding file: involuntary vs voluntary
Compensation treatment can differ significantly, so preserve exactly what happened at gate:
- Were you asked to volunteer?
- Did you sign any voluntary agreement?
- What alternate flight was offered and when did you arrive?
This is critical for APPR section 20 amounts and US Part 250 thresholds (APPR section 20 (opens in a new tab), 14 CFR 250.5 (opens in a new tab)).
Refund file: evidence you declined alternatives (US focus)
Under US refund rules, eligibility can depend on cancellation/significant-change context and whether you accepted alternatives/credits under the applicable framework (14 CFR Part 260 (opens in a new tab)).
Keep:
- proof of cancellation/significant schedule change,
- proof you rejected travel credit or unsuitable re-route,
- payment method used: US refunds are due within 7 business days for card payments and 20 days for other payment methods (US DOT: refunds (opens in a new tab)).
File naming system that helps later
Use a format you can sort quickly:
YYYY-MM-DD_claim-submitted.pdfYYYY-MM-DD_airline-email-delay-notice.emlYYYY-MM-DD_receipt-hotel.pdfYYYY-MM-DD_gate-photo.jpg
Evidence only helps if you can find it again quickly when you escalate.
Minimal submission bundle (send this first)
When you first submit, keep it light:
- Booking confirmation.
- Boarding pass or ticket evidence.
- One-page claim letter.
- One proof of actual arrival time.
Hold extra attachments for follow-up unless asked, so the key facts are easy to see.
Where to store your claim pack
- Local folder + cloud backup.
- Keep original files unchanged.
- Export your airline claim form text before clicking submit.
- Save screenshots of submitted form confirmation pages.
Then mirror your key dates in the deadlines page logic so you do not miss escalation windows.
Quick checklist before pressing submit
- Correct regime selected (EU261, UK261, APPR).
- Correct passenger count.
- Correct route endpoint (final destination when relevant).
- Correct compensation amount bracket cited.
- Correct bank details format.
After that, submit and wait for the first written response. If denied, move to rebuttal with the same organized file set.
Use checker for amount/rule cross-check, letters for wording, and rules hub for escalation path.
Self-help information and templates only; this is self-help, not legal advice.
Not sure what you are owed? The free checker applies these rules to your flight in about two minutes and shows the amount and your deadline.
Related guides
This article is self-help information, not legal advice. It explains published rules so you can claim yourself; check the sources below and your own booking before relying on it.