Airlines sometimes make the claims process feel more bureaucratic than it needs to be. They request documents, ask for evidence, and create the impression that without a perfectly assembled dossier of proof, your claim will fail. The reality is more straightforward. EC261 claims do not require extensive documentation, and the airline already has most of the information it needs in its own systems. Here is what actually helps your claim and what is unnecessary noise.
Essential information
At its core, an EC261 claim needs very little. The airline knows your booking exists, it knows whether the flight was delayed or cancelled, and it knows by how much. What you are doing by submitting a claim is formally asserting your right to compensation and providing enough information for the airline to locate your booking and process the payment.
- Flight number and date of travel
- Booking reference or confirmation number
- Names of all passengers claiming
- Brief description of what happened (delay, cancellation, or denied boarding)
- Your contact details and payment information (IBAN)
With just these five items, you have a complete claim. Everything else is supporting evidence that strengthens your position but is not strictly necessary to submit.
Evidence that strengthens your claim
While not required, certain pieces of evidence can be valuable, particularly if the airline disputes the facts or invokes extraordinary circumstances.
Boarding pass: Proves you checked in and intended to fly. A screenshot of your mobile boarding pass is just as valid as a paper one.
Timestamped photos of departure boards: These are powerful evidence of the delay as it happened. A photo showing your flight's delay at the airport, with a timestamp from your phone, is difficult for the airline to dispute.
Airline communications: Screenshots of delay notifications, cancellation emails, or app alerts. These often contain the airline's own stated reason for the disruption, which can be useful if they later try to claim a different cause.
Flight tracking data: Services like Flightradar24 or FlightAware record actual departure and arrival times for every commercial flight. A screenshot from one of these services provides independent, third-party evidence of your delay.
Expense receipts: If you are also claiming reimbursement for meals, hotels, or transport that the airline failed to provide during the disruption, you will need receipts for these expenses.
Airlines sometimes request excessive documentation
Some airlines ask for documents they have no legal right to demand: notarised copies of ID, original paper boarding passes, or signed declarations from each passenger. If a request feels disproportionate, it may be a delay tactic. You are only required to provide enough information to identify your booking and verify your identity.
What you do not need
Airlines occasionally ask for things that are either unnecessary or that they already have access to. If you encounter requests for the following, you can push back politely.
- Original paper boarding pass — a digital version or confirmation email is sufficient
- Proof of purchase for the ticket — the airline has your booking in its system
- Government-issued ID — not required for standard compensation claims
- Detailed travel itinerary or reason for travel — irrelevant to EC261
- Signed declaration or statutory form — EC261 does not require these
If an airline refuses to process your claim because you cannot produce a specific document, and that document is not genuinely necessary, this may be a stalling tactic. State clearly that you are claiming under EC261/2004 and that you have provided all information the airline needs to locate your booking and verify the disruption.
Organise as you go
When claiming for multiple passengers, the paperwork multiplies quickly. Each person on the booking needs their own claim, and airlines sometimes request individual authorization from every passenger named. Keeping track of documents, deadlines, and correspondence across several claims is where many people lose momentum.
We handle the paperwork
We handle documents, authorization, and tracking for every passenger on your booking.
Compensation Approved
Amount
€600
Compensation Claim
EC 261/2004
Flight KL1009 — Cancelled
SIGNED
The best time to gather evidence is during the disruption itself. Once you are home and life returns to normal, memories fade and digital records become harder to find. Create a simple folder (physical or digital) with your booking confirmation, any communications about the disruption, photos taken at the airport, and receipts for expenses. If you need to escalate your claim later, having everything in one place will save you time and frustration.