Airline Refund Request Letter (Free Template)

If your flight was cancelled or significantly changed and you didn't accept the alternative, you're likely owed cash, not just a voucher.

Know the rule (US flights)

Under the US Department of Transportation's refund rule (in effect since 2024), airlines must give an automatic cash refund if a flight to, from or within the US is cancelled or significantly changed and you decline the rebooking or travel credit. A significant change includes a departure or arrival shift of 3+ hours domestic or 6+ hours international, a different departure or arrival airport, or extra connections. Refunds are due within 7 business days for card purchases and 20 calendar days for other payments. Checked bags delayed beyond set limits and paid extras that weren't provided (Wi-Fi, seat selection) are also refundable.

Flying in the EU/UK? EU261/UK261 may also give you fixed compensation of up to €600/£520 for delays and cancellations within the airline's control.

Steps

1. Don't accept a voucher or rebooking if you want cash.
2. Save the cancellation or change notice, your itinerary and receipt.
3. Request the refund in writing via the airline's refund form, using the letter below.
4. No refund by the deadline? File a complaint at transportation.gov/airconsumer and dispute the charge with your card issuer.

Free template

Subject: Refund request – booking [confirmation code], flight [number] on [date]

Dear [Airline] Customer Relations,

My flight [number] from [origin] to [destination] on [date] (booking [code]) was [cancelled / changed by X hours / moved to a different airport]. I did not accept the rebooking or travel credit offered.

Under the US DOT refund rule (14 CFR Part 260), I am entitled to a full cash refund of $[amount], including taxes, fees and unused ancillary charges, to my original form of payment. Please process it within the required 7 business days and confirm in writing.

If I do not receive the refund by [date], I will file a complaint with the US Department of Transportation and dispute the charge with my card issuer.

Sincerely,
[Name] | [Email] | [Phone]

General information, not legal advice. Rules vary by state, country and contract; check your agreement and card issuer's terms.