Avoid a major meltdown by knowing the essential steps to take when a flight plan veers off course
The trip started out so perfectly. You arrived at the airport in plenty of time, breezed through security and grabbed your coffee and bagel … only to check the flight boards and see CANCELED in big block letters. Sigh. You run through the cascading problems that are coming next: the connection you’ll never make, the important meeting you’ll miss or the cruise ship that’s going to pull out of the dock and leave you behind. What now?
A canceled flight or long, unanticipated delay is bound to throw a wrench in even the most frequent flier’s travel plans. From lousy weather and staffing shortages to mechanical issues and computer disruptions, eventually something will give—and of course it has to happen on the first day of your family’s Disney vacation!
Surely you can get a refund, or be compensated for having to shell out extra cash to stay in a hotel while you wait for a new flight. Right? Well, there’s a wrinkle travelers need to know about: The Department of Transportation (DOT) has rolled back some of its automatic-compensation rules for cancellations and significant delays. That means if you experience any major problems, the promise of a quick, hassle-free payout or refund is no longer guaranteed.
But don’t give up hope just yet—you may still be eligible for money back or other protections, though the rules have definitely changed. Ahead, we have all the details on what to do if your flight has been delayed or canceled. Read on to learn exactly what to do when (not if!) this happens to you.
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Why are flights usually delayed or canceled?
Flights often hit snags due to a mix of airline-related problems, broader system disruptions and weather. Specific issues include:
- Crew or maintenance staffing shortages due to illnesses or absences, or employees who have exceeded strict work limits
- Sick passengers
- Operational holdups, including delayed fueling, aircraft cleaning and baggage handling
- Storms and weather events
- Mechanical and technical issues, including aircraft problems and computer glitches
- Security concerns
Airports in the United States handle about 45,000 flights a day, and in February 2026, the average daily number of passengers moving through security checkpoints hovered around 2.5 million, according to the Transportation Security Administration (TSA). With such an astronomical number of travelers on the go, even a single small problem can quickly snowball. It’s important to know what to do if it happens to you.
What should you do if your flight is canceled or delayed?
Any delay can feel stressful, but knowing the right steps to take if your plans are thrown off schedule will help make the process a little easier. Here’s what to do:
Gather information
As soon as you hear about a disruption, reach out to the airline (at the gate, customer-service desk or via the app) to find out the anticipated delay. Ask whether the flight is still expected to operate and if there’s a new departure time.
Consider rebooking
If you might miss a connecting flight or just arrive too late, ask about rebooking on the next available flight—many airlines will waive change fees for a major delay. Use the airline’s app or call customer service to make changes faster, especially if you have elite status.
Learn what’s covered
For long delays, especially those that stretch overnight, don’t assume airlines will still cover meals or hotel stays. Under the latest DOT rule changes, carriers are no longer required to pay for either. Some may still offer assistance, but it’s not guaranteed.
Keep an eye on your luggage
If you change flights, confirm your checked bags will be automatically routed to your new flight, or ask what steps you need to take to retrieve and recheck them.
Decide what you want
If the airline cancels your flight or makes a significant schedule change, you’re entitled to a full refund—but you must decline any alternative bookings, vouchers or credits (including for ancillary services you paid for, like baggage fees, seat selection and Wi-Fi).
Keep documentation
Save everything, including your original booking confirmation, boarding passes and cancellation or change notices, as well as receipts for meals, alternative travel and other expenses. They are essential if you submit a reimbursement claim to the airline, your credit card or a travel insurance company.
Can you get a refund on a delayed or canceled flight?
Maybe. Under the Biden administration, the DOT made it easier for passengers to get automatic compensation for flight delays and cancellations. Now, airlines have more flexibility in how they handle delays and cancellations. They’re no longer required to make cash payouts in addition to issuing refunds for some disruptions.
Here’s what you need to know about your rights:
If your flight is delayed
If the airline delays or causes “significant changes” to your flight schedule due to issues like mechanical problems and crew staffing (called controllable delays), you may be entitled to a refund if you refuse the affected flight, decline any alternative offered and reject vouchers or other forms of compensation.
Of course, the interpretation of a “significant change” can vary wildly between an airline and a passenger. Here’s how the DOT defines that term, with specific cutoff times, itinerary changes and other nuances:
- Departing or arriving three or more hours earlier or later than scheduled for domestic flights
- Departing or arriving six or more hours earlier or later than scheduled for international flights
- Arriving at or leaving from an airport that is different from what was originally planned
- Increasing the number of connections a passenger must make
- Downgrading your class of service
- Being routed through a less accommodating airport or aircraft (for passengers with disabilities)
If your flight is canceled
If your flight is canceled by an airline for any reason and no suitable alternative is offered, you are entitled to a full reimbursement for your ticket as long as you refuse any voucher, rebooking or other forms of compensation.
There is one narrow exception: If the airline changes the flight number but still operates the flight without a significant change or delay, a refund is not guaranteed—the DOT has paused enforcement of refunds under this specific circumstance until June 2026. On the surface, the rule doesn’t really affect passengers, though by the strict letter of the law, the flight was technically canceled.
Can you get a refund related to services purchased and checked baggage?
According to the DOT, passengers affected by cancellations or significant delays can get refunds for ancillary services—paid extras like Wi-Fi, seat selection, upgrades, meals and other perks—if the service “was unavailable through no fault of the consumer.”
Baggage fees are also refundable if a checked bag is significantly delayed (typically more than 12 hours for domestic flights or 15 to 30 hours for international trips). To receive compensation, passengers must file a mishandled baggage report with the airline, according to DOT guidance.
How do you request refunds for a delayed or canceled flight?
When you reject rebooking offers, vouchers and other compensation, you’re entitled to an automatic refund to your original form of payment. It’ll arrive within seven business days for credit card payments and 20 calendar days for other payment methods. If you do not receive a timely refund, contact the airline. You may also file a complaint with the DOT.
According to the DOT, airlines must notify passengers affected by cancellations and significant delays about their rights to compensation. Further, if you’ve subscribed to email, text or mobile-app push notifications, the airline must alert you via your preferred notification preference.
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Sources:
- Reuters: “US Screened Record 3.13 Million Passengers on Sunday”
- FAA: “Air Traffic by the Numbers”
- TSA: “Passenger Volumes”
- DOT: “Refunds”
- DOT: “Airline Cancellation and Delay Dashboard”
- Office of Aviation Consumer Protection: “Complaint, Comment, and Compliment Form”
- Federal Register: “Airline Refunds and Other Consumer Protections”
- Federal Register: “Rules and Regulations”
