How to Write a Compensation Demand Letter to an Airline

Effective demand letters share three qualities: they cite the applicable regulation by name, state the exact amount owed, and mention a specific escalation path (DOT complaint, NEB, or court). Airlines process millions of communications. Letters that signal legal awareness get routed to specialized teams.

Lead with facts, not feelings. Airlines respond to regulation citations and specific amounts, not descriptions of frustration. A letter that says "I am owed €600 under EU261 Article 7" is more effective than "I am very upset about my experience."

Subject: Refund Request Under DOT Final Rule, Flight [XX123], [Date] Dear [Airline] Customer Relations, Flight [XX123] on [date] from [origin] to [destination] was [cancelled / delayed by X hours]. Under the DOT final refund rule (effective October 2024), I am entitled to a full cash refund to my original payment method. Total amount paid: $[amount] (base fare: $X, taxes: $X, ancillary fees: $X). Please process this refund within 7 business days as required by DOT regulations. If this refund is not processed within the required timeframe, I will file a complaint with the DOT Aviation Consumer Protection Division. Booking reference: [ref] [Your name and contact details]

For the EU261 version of this template, see our EU261 claim template guide. For writing airline complaint letters generally, see our complaint letter guide.

Allow the airline time to respond: 7 to 20 days for DOT refunds, 6 to 8 weeks for EU261. If no response, follow up once, then escalate to the DOT or NEB. Keep copies of everything. For the full escalation process, see our complaint escalation guide. For DOT rights or EU261 rights, see our rights pages. Check your flight for eligibility.