Step-by-Step Guide to Navigating Delayed or Cancelled Flights

Flight delays and cancellations disrupt the best travel plans, but knowing how to respond will help you reduce stress and uncertainty. This guide offers practical steps to handle delays and cancellations. By following these steps, you can navigate a flight delay or cancellation more easily, make the best out of a frustrating situation and get to your destination.

Airport departure gate with flight status screens

What to Do When Your Flight Is Delayed

Flight delays happen for many reasons, from weather to technical issues. When your flight is delayed, follow these steps to stay informed and prepared:

1. Check the Airline’s App for Flight Delay Updates

Start by checking the airline’s official app for flight status. If you want additional details, apps like FlightAware or Flighty track flights in real time and can alert you to changes. While I have not personally used Flighty, I've heard from multiple sources that it often provides status alerts before the airlines do.

Pro Tip: When booking your flight, opt in to receive text notifications. Always download and login to the airline app before you leave home. Keep your phone notifications on so you don’t miss any updates in the app or via text.

2. Stay Near the Departure Gate

If you are already at the airport, stay close to your departure gate. Flight statuses can change quickly and being nearby means you won’t miss important announcements or boarding calls.

3. Look for Alternative Flights Early

If the delay looks significant, start searching for other flights to your destination. Use the airline’s app to find options. You can then decide if you want to call the airline’s customer service to ask if they can rebook you without extra charges.

4. Ask About Meal Vouchers for Long Delays

If your delay lasts several hours, ask the airline if they provide meal vouchers. While U.S. airlines are not required by law to compensate passengers for delays, some may offer vouchers as a goodwill gesture. For flights originating in the European Union, airlines must provide compensation under certain conditions if the delay exceeds three hours.

5. Keep All Your Documents

Save your boarding pass and any receipts for meals during the delay. These documents may be necessary if you request reimbursement or file an insurance claim.

What to Do When Your Flight Is Cancelled

Flight cancellations require quick action because alternative seats fill up fast. Here’s how to respond:

1. Act Quickly

Once you learn your flight is cancelled, move fast. Other flights to your destination may have limited seats, so the sooner you act, the better your chances of securing a spot.

2. Check for Automatic Rebooking When Your Flight Is Cancelled

Many airlines automatically rebook passengers on the next available flight. Check your airline app or email to see if you have been assigned a new flight.

Pro Tip: Some airlines may rebook you on an alliance or partner airline if their own flights are not practical or available, but you may have to specifically request it. For more information, visit your airline's website or the Department of Transportation website. 

3. Call Customer Service If Needed

If you haven’t been rebooked or don’t like the alternative, call the airline’s customer service immediately while you wait in line at the airport's customer service desk. Be prepared to wait on hold. Having your preferred flight options ready will help the agent assist you faster. If you have a trusted family member at home, ask them to call customer service and book your preferred flight. They may be routed to a different call center and able to get assistance faster.

4. Explore Other Airlines or Airports

If your airline cannot accommodate you soon enough, consider booking a flight on a different airline. Booking a separate ticket may be the best option to get you to your destination faster. If you have a stash of credit card points or airline miles, you can opt to use them to book a new flight.

If you are overseas, consider positioning to any major U.S. city and then book a second flight to get you to your final destination. If you are traveling in a group, consider splitting up in order to book available seats.

5. Know Your Rights

In the U.S., airlines are not required to compensate passengers for cancellations, but they must provide a full refund if you choose not to accept alternative travel arrangements or flight credits. This right applies regardless of the reason for the cancellation.

In the European Union, passengers may be entitled to additional compensation depending on the reason for cancellation and the notice given. For information on your rights under EU regulations, visit the Your Europe website.

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Important Safety Tip When Rebooking a Cancelled Flight!

Avoid using Google to search for airline phone numbers. Scammers often use sponsored posts on Google that link to fake airlines websites so they can pose as airline agents and steal your credit card information. Before you travel, add the airline’s official customer service number in your phone. It will keep you safe from scammers and save you time.

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Additional Tips to Prepare for Flight Delays or Flight Cancellations

• Check your credit card benefits to see if you are covered for trip interruption or cancellation. You may be eligible for hotel, meal and transportation reimbursement. 

• Add a day of "cushion" to your itinerary if you are embarking on a cruise or tour. Reduce your risk of being left behind due to a travel delay or disruption.  

• Bring portable chargers to keep your phone powered throughout your journey.

• Keep a printed copy of your itinerary and boarding pass as a backup.

• Download a flight tracking app before your trip to stay informed.

• Download Hotels Tonight app to help you find an available room nearby if the airline does not provide you a hotel voucher. Bookings are nonrefundable.

How Credit Card Benefits Can Help When Your Flight is Delayed or Cancelled

It’s a good idea to charge your travel expenses to a credit card that offers travel insurance coverage. If you don't have a card that offers trip interruption and trip cancellation coverage, consider applying for one that does. Chase, Amex, Capital One, and Bilt all offer travel benefits on select credit cards, such as the Chase Sapphire Preferred or Reserve, Amex Platinum, or Bilt Palladium. Additional travel insurance benefits may include baggage delay, lost luggage reimbursement, rental car coverage (primary) and medical emergency coverage.

I've had success with Chase's trip cancellation insurance coverage. However, if you are planning a major trip in the near future, you may be better served with a standalone travel insurance policy that offers higher limits and broader coverage. Contact me if you need assistance or a quote. Typically, you should purchase trip cancellation insurance within 14-21 days of making your first trip payment or deposit in order to secure the maximum coverage.

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