Flight disruption records checklist

What this page is for

When an airline cancels or changes a flight, your right to a refund often depends on facts you will need to show later: the original schedule, what the airline offered, what you chose and when. This page helps you collect those facts while they are still easy to capture.

Who it is for: anyone flying to, from or within the United States, plus travelers on flights covered by European Union, United Kingdom or Canadian passenger rules.

How to use it:

Print this page or keep it open on your phone before you travel.
Tick each item as you save it. Write down the date and time for every record.
Keep everything in one place, such as a single email folder or a paper envelope.
Use the labels to see which rule each record supports.

Labels used on this page

[U.S.] the federal refund rule for flights to, from or within the United States (14 CFR Part 260)
[Plan] your airline's own customer service plan, such as meal or hotel promises
[EU/U.K.] European Union or United Kingdom passenger rules ([EU] where a point is confirmed only for EU rules)
[Canada] Canada's Air Passenger Protection Regulations
[Card] a credit card billing dispute

1. When you book

Booking confirmation and receipt showing the fare, taxes, fees and each paid extra (seat, bag, Wi-Fi). [U.S.] [Card]
How you paid: credit card, debit card, cash, miles or another method. The refund deadline depends on it. [U.S.]
Who charged you, as it appears on your card statement: the airline or a travel website. If a travel company charged you, you ask it for the refund. [U.S.]
Original flight numbers, airports, and scheduled departure and arrival times. You need these to measure a 3-hour (domestic) or 6-hour (international) change. [U.S.] [EU/U.K.]
If you have a disability: the accessibility features you need, and any request you made to the airline. [U.S.]

2. When the airline cancels or changes the flight

The cancellation or change notice, with the date and time you received it. Under EU and U.K. rules, how far ahead you were told affects compensation. [U.S.] [EU/U.K.]
The new itinerary: new times, airports, number of connections and class of service. [U.S.]
Any voucher or travel credit offered, with its terms and expiration date. [U.S.]
Whether the airline told you that you have a right to a refund. [U.S.]
Your choice, saved in writing: a screenshot of the app screen, a chat transcript or an email. Accepting the new flight or a voucher ends the U.S. refund right, so save proof if you chose "refund." [U.S.]
Names of agents you spoke with, and any reference numbers. [U.S.] [Plan]

3. At the airport

A photo of the departure board or a flight-status screenshot showing actual departure and arrival times. [U.S.] [EU/U.K.] [Canada]
The reason the airline gave for the disruption, and whether staff said it was within the airline's control. [Plan] [EU/U.K.] [Canada]
Boarding pass or check-in confirmation. [EU/U.K.]
Meal vouchers, hotel vouchers or written refusals. [Plan] [EU/U.K.]
If a bag did not arrive: the Mishandled Baggage Report number. In the U.S., the bag-fee refund is owed only if you file this report. [U.S.]
If a disability-related problem was not fixed: the name of the Complaints Resolution Official you asked for. [U.S.]

4. After the trip

Receipts for meals, hotel, rides and any replacement ticket you bought. [Plan] [EU/U.K.] [Canada]
The date and time your delayed bag was delivered or picked up. [U.S.]
Card or bank statement lines showing the original charge and the refund, or the missing refund. [U.S.] [Card]
Copies of every complaint you sent and every reply, with dates sent and received. [U.S.] [EU/U.K.]

5. Clocks to watch

Rules in effect as of October 22, 2026.

What	Time limit	Counted from	Label
Airline refund, credit card	7 business days	The date the refund became due	[U.S.]
Airline refund, other payment	20 calendar days	The date the refund became due	[U.S.]
Travel company refund, credit card	7 business days	When the company receives refund eligibility information from the airline	[U.S.]
Travel company refund, other payment	20 calendar days	The date the refund became due	[U.S.]
Voucher offered instead of a refund	Must stay valid at least 5 years	The date it is issued	[U.S.]
Airline reply to a written complaint	Acknowledge within 30 days; answer within 60 days	When the airline receives it	[U.S.]
Credit card billing dispute	Letter must reach the issuer within 60 days	After the first statement showing the problem was sent	[Card]
EU refund after cancellation	Within 7 days	The regulation does not spell out the start; record the date you chose a refund	[EU]
EU complaint to a national body	After 2 months with no reply, or a reply you disagree with	When you complained to the airline	[EU]
Canada refund when the cause was outside the airline's control	Within 30 days	When the refund became owed	[Canada]

Dates that may change these rules

Renumbered flights: DOT is not enforcing the U.S. refund rule when only the flight number changes and nothing else changes significantly. This pause runs until July 7, 2027.
"Controllable" disruptions: a federal reporting rule removes ten kinds of events from the "airline-caused" category for flights from January 1, 2027, which may reduce meal and hotel help.
EU rules: an amended EU regulation applies from October 23, 2027. Until then, the current rules apply.

6. Timeline log

Copy this onto paper or into a note. One line per event.

Date and time	What happened	Who you spoke with or what you saved

Limitations

This checklist is general information, not legal advice. It does not tell you whether you are owed money in your situation.
It covers U.S. federal rules and gives short notes on EU, U.K. and Canadian rules. Other countries have their own laws.
U.S. law does not require airlines to pay cash compensation for delays or cancellations. Meals and hotels depend on each airline's own plan.
Rules change. Check the sources below before you rely on a date or a time limit.
If a large amount is at stake, ask a legal aid office or a consumer attorney.

The full explanation is in Flight canceled or significantly changed: your refund rights and what to save.

Sources

14 CFR Part 260 — Refunds for Airline Fare and Ancillary Service Fees — Electronic Code of Federal Regulations, current as of October 20, 2026.
14 CFR 399.80, Unfair and deceptive practices of ticket agents — Electronic Code of Federal Regulations, current as of October 20, 2026.
14 CFR 259.7, Response to consumer problems — Electronic Code of Federal Regulations, current as of October 20, 2026.
14 CFR 382.151, Complaints Resolution Officials — Electronic Code of Federal Regulations, current as of October 20, 2026.
Airline Refunds and Other Consumer Protections, extension of enforcement discretion, 91 FR 41556 — U.S. Department of Transportation, Federal Register, July 7, 2026.
Cause of Airline Delay and Cancellation Categories; Delay of Effective Date, 91 FR 65456 — U.S. Department of Transportation, Federal Register, October 15, 2026.
File a Consumer Complaint — U.S. Department of Transportation, last updated August 1, 2025.
Using Credit Cards and Disputing Charges — Federal Trade Commission, accessed October 22, 2026.
Regulation (EC) No 261/2004 on air passenger rights — European Parliament and Council, EUR-Lex, accessed October 22, 2026.
Air passenger rights — European Union, Your Europe, last modified September 21, 2026.
Regulation (EU) 2026/2202 amending Regulation (EC) No 261/2004 — European Parliament and Council, Official Journal of the European Union, L series, October 2, 2026.
Cancellations — U.K. Civil Aviation Authority, accessed October 22, 2026.
Air Passenger Protection Regulations — Canadian Transportation Agency, accessed October 22, 2026.