Claim Compensation from KLM / British Airways

Don't just fire off an angry email without ammo. You need to gather specific documents because KLM and British Airways will look for any excuse to deny your claim due to 'lack of evidence.'

• Save your Boarding Passes: Digital or paper. This proves you were actually checked in.
• Get the Reason in Writing: If gate agents say 'technical issue' or 'crew timeout,' write it down or record it. They love to claim 'weather' later to avoid paying.
• Keep All Receipts: Food, hotel, transport. If they stranded you, they owe you for the sandwich and the Uber.
• Check the Distance: Compensation amounts for EU/UK 261 depend on flight distance. Know if your flight was over 3,500km.
• Reference Similar Cases: Look at FlyerTalk forums. If flight BA123 was compensated for everyone else, mention that.

Since KLM and British Airways are European carriers, you have significantly more protection than with US domestic flights, even if you are an American citizen.

• Airlines (International/EU Rules): For flights departing from the UK/EU, or flying to the UK/EU on these carriers, Regulation UK/EU 261 applies. This is the gold standard. If your flight is delayed 3+ hours or cancelled less than 14 days out, you could be entitled to up to $650 (€600) per person in cash. Not vouchers. Cash.
• US Department of Transportation (DOT): For flights to/from the US, you are entitled to a full refund (to your original payment method) if the airline cancels the flight and you choose not to travel. This applies regardless of the reason.
• Luggage (Montreal Convention): If they lose or damage your bag, their liability is capped at around $1,700 (1,288 SDR). You must file a Property Irregularity Report (PIR) at the airport immediately.

Note: Compensation is not automatic. You must claim it. If they claim 'extraordinary circumstances' (like ATC strikes or bad weather), they don't have to pay compensation, but they still owe you a refund or rebooking and care (hotels/meals).

Subject: Formal Compensation Claim - Flight [Flight Number] - [Booking Reference]

To the Claims Department,

I am writing to formally request compensation under Regulation [EC 261/2004 or UK 261] for the disruption to my flight [Flight Number] on [Date].

My flight was scheduled to depart from [Departure Airport] at [Time] and arrive at [Arrival Airport] at [Time]. However, the flight was [cancelled / delayed], resulting in me arriving at my final destination [Number] hours late.

The ground staff informed us the cause was [Reason given, e.g., technical fault], which is within the airline's control and not an extraordinary circumstance.

According to the regulation, based on the flight distance of [Distance] km and the delay duration, I am entitled to [€250 / €400 / €600] in compensation.

Additionally, I incurred expenses for [meals/hotel] totaling $[Amount] due to this delay. Receipts are attached.

Please remit the total amount of $[Total] to my bank account details below within 14 days.

Bank Name: [Bank] Account Number: [Number] Routing Number: [Number]

If I do not receive a satisfactory response, I will escalate this matter to the relevant Civil Aviation Authority and the CEDR adjudication service.

Sincerely,

[Your Name] [Phone Number]

If they hit you with a generic 'extraordinary circumstances' rejection email, don't give up. That is their standard operating procedure.

• CEDR (for British Airways): BA is signed up to the Centre for Effective Dispute Resolution. If they reject you, or 8 weeks pass with no fix, you can take your case to CEDR for free. Their decision is binding on the airline.
• National Enforcement Bodies: For KLM, you can escalate to the Dutch Human Environment and Transport Inspectorate (ILT) or the regulator in the country where the flight departed.
• US DOT Complaint: File a consumer complaint with the US Department of Transportation. It forces the airline to respond to the government about your specific case.
• Credit Card Chargeback: If they promised a refund for a cancelled flight and never paid, dispute the charge with your bank as 'services not received.'
• Social Media Shaming: Post your case number on X (Twitter). Public pressure sometimes moves tickets to a 'senior' team.

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Disclaimer: The information provided on this page is for educational purposes and does not constitute legal advice. Consult a professional for specific legal concerns.