Traveling is exciting, but things do not always go according to plan. One of the most unpleasant situations is having a flight cancelled, delayed for several hours, or missing a connecting flight. In moments like these, confusion quickly arises: who should you contact, who is responsible for covering the costs, and can you immediately buy new tickets yourself?

It is important to understand that responsibility does not always fall on one party alone. In some cases, the airline must provide a solution, while in others travel insurance may help, and in certain situations the traveler may have to cover the costs themselves. According to European Union passenger rights, when a flight is cancelled, passengers are generally entitled to choose between a ticket refund, rerouting, or an alternative flight, and if necessary, assistance such as meals or accommodation.

First Step: Contact the Airline

If your flight is cancelled, the first point of contact should always be the airline. The carrier is responsible for informing you whether a new flight will be offered, whether the ticket cost will be refunded, or whether another solution will be arranged.

If the replacement flight departs only the next day, the airline may be required to provide assistance during the waiting period. This may include meals, hotel accommodation, or transport between the hotel and the airport. For this reason, you should avoid rushing to book everything yourself immediately. If you independently purchase new flight tickets or book a hotel without guidance from the airline, disputes may later arise about whether those costs were necessary and eligible for reimbursement.

When Can You Claim Compensation from the Airline?

If passengers are informed about the cancellation less than 14 days before departure, they may be entitled to financial compensation. The amount depends on the flight distance and may be 250, 400, or 600 euros per passenger. The same principle generally applies when a flight arrives at its final destination more than three hours late.

However, not every cancellation or delay automatically qualifies for compensation. If the issue was caused by extraordinary circumstances, such as severe weather or other situations beyond the airline’s control, financial compensation may not apply. Even in such cases, passengers may still be entitled to assistance or rerouting.

Connecting Flights: Why You Should Leave Enough Time

Many trips involve multiple flights. If the first flight is delayed and causes you to miss your connection, responsibility depends on several factors: whether the flights were booked on a single ticket, how long the delay was, and how much transfer time had been planned.

A practical recommendation is to leave at least two hours between connecting flights. If a traveler plans a very short transfer time independently and misses the next flight as a result, insurance may not cover the situation. When planning travel, it is generally better to be cautious rather than overly optimistic.

When Does Travel Insurance Help?

Travel insurance does not replace the airline’s obligations, but it can help in situations where the damage does not fall under the airline’s responsibility. For example, insurance may cover costs resulting from an unused hotel booking, car rental, excursion, or event ticket due to a cancelled flight.

Travel insurance may also help if the trip is cancelled because of an unexpected illness, accident, or even stolen travel documents involving the traveler or a close family member. However, it is important to carefully read the insurance terms and conditions. Some coverage only applies if the insurance policy was purchased sufficiently in advance before the trip.

When Might the Traveler Have to Cover the Costs?

Not all travel disruptions are reimbursable. Costs may remain the traveler’s responsibility if the issue was caused by poor planning, such as leaving too little time for a connection, miscalculating airport transfers, or arriving late at the airport.

Compensation can also become difficult if there is a lack of evidence. Therefore, it is important to keep all emails, bookings, receipts, airline notifications, and if necessary, request written confirmation of the delay or cancellation from the airline.

One of the biggest mistakes is acting in panic: immediately buying new tickets, booking another hotel, and only later trying to determine who should pay for it. A more sensible approach is to first communicate with the airline, then the insurance provider if needed, and only after that make larger expenses.

What About Luggage?

If a cancelled or delayed flight also involves baggage issues, the problem should be officially reported at the airport immediately. If luggage is delayed, travel insurance may cover essential purchases such as hygiene products, necessary clothing, or medication. If luggage is lost, destroyed, or damaged, compensation depends on the specific policy terms and reimbursement limits.

The same rule applies here: all purchases and incidents must be documented. Without receipts and official reports, obtaining compensation may be difficult.

How to Prepare for Unexpected Travel Expenses

A cancelled flight can lead to additional expenses even if some of them are later reimbursed. New tickets, extra accommodation, transportation, meals, and other unexpected costs may arise immediately, while compensation payments may take time.

If travel plans require urgent changes and personal savings are not enough, a travel loan from laen.ee can help cover unexpected travel-related expenses. A travel loan may be useful for booking a new flight, extending accommodation, or covering other unavoidable costs so that the trip can continue as smoothly as possible.