Can I claim back costs if I arrange my own hotel or meals during a flight delay?
The short answer
Yes, if your airline does not arrange food, drink or accommodation, the UK CAA says you can make your own arrangements and claim the cost back later. Keep itemised receipts and keep spending reasonable, because alcohol, luxury hotels and luxury meals are unlikely to be accepted.
When the airline owes you care
The CAA says you are entitled to care once your flight is delayed beyond its scheduled departure time by a set amount.
- 2 hours or more for flights under 1,500 km.
- 3 hours or more for flights of 1,500 to 3,500 km.
- 4 hours or more for flights over 3,500 km.
What care includes
According to the CAA, care means food and drink based on the length of the delay, two phone calls or emails, and accommodation with transport if you are delayed overnight. Airlines usually provide a voucher for food and drink. If you live near the airport, they may reimburse travel to and from home instead of providing accommodation.
Arranging your own and claiming back
If your airline does not arrange care, the CAA says you can organise it yourself and claim the cost back later. It advises you to ask for an itemised receipt or invoice showing what you bought and how much you spent, and to keep these because the airline needs them to process the claim.
Airlines may publish what they consider reasonable expenses. The CAA says alcoholic drinks, luxury hotels and luxury meals are unlikely to be accepted. For cancellations, the CAA says the airline should respond to reimbursement claims within a reasonable time.
Expenses are separate from compensation
Care costs are separate from fixed compensation, which the CAA says applies if you arrive more than three hours late and the delay was caused by the airline. Compensation is not paid automatically and you claim from the airline first. The CAA says you can escalate if the airline takes more than eight weeks to respond. This page covers UK CAA guidance; EU and US rules differ and were not read for this page.
Rules and fees change, so check the official page before you travel.
Sources: UK CAA: Flight delays, UK CAA: Flight cancellations. Read 5 November 2026. Rules and fees change, so check the official page before you travel.
Frequently asked questions
Do I need receipts?
Yes. The CAA says to ask for an itemised receipt or invoice and keep it, because the airline needs it to process your claim.
Will the airline pay for alcohol?
The CAA says alcoholic drinks are unlikely to be accepted.
Can I book a hotel myself if the airline will not?
The CAA says you can make your own arrangements and claim the cost back later, as long as you keep it reasonable.
What if I live near the airport?
The CAA says the airline may reimburse travel to and from your home instead of providing accommodation.
How long does the airline have to respond?
The CAA delays page says you can escalate if your airline takes more than eight weeks to respond. For cancellations, it says the airline should respond to reimbursement claims within a reasonable time.