It happens to the best of us – just when everything seems to be going smoothly, a dreaded notification appears: your flight is delayed or, even worse, canceled.

Questions flood your mind like: What's the plan now? Will I miss my connection? Will I lose an entire day of vacation?

But before frustration or panic takes over, remember that while travel disruptions are far from pleasant, there are strategies to be prepared and to turn the situation around. Most people find themselves unsure of how to handle these situations. In this article, I’m going to provide you with some of my best tips for navigating flight delays and cancellations.

IF YOUR FLIGHT IS Delayed

When faced with a flight delay, your options might be somewhat limited. Your best friend during these situations is a credit card with trip delay reimbursement benefits.

With the exception of the Chase Sapphire Reserve card which provides trip delay benefits starting at just 6 hours, most other cards' benefits activate only after 12 hours or when it's an overnight delay. If you're not a Chase Sapphire Reserve cardholder, unfortunately, you'll have to make the most of the situation until your flight is ready to take off.

WHAT IS COVERED BY YOUR CREDIT CARD?

Remember, each credit card issuer has distinct terms and conditions. If your credit card offers trip delay reimbursement, it's crucial for you to acquaint yourself with your card's specifics. You'll need to understand what qualifies as a trip delay, who is covered (is it only you or also anyone traveling with you), and which expenses are eligible for coverage.

For a more comprehensive view of policies, let's dive specifically into the Sapphire Preferred Guide to Benefits straight from Chase.

The trip delay reimbursement policy provided by Chase states that their coverage includes:

“reasonable additional expenses, including but not limited to meals, lodging, toiletries, medication and other personal use items that you encounter due to a Covered Hazard delay.”

WHO IS COVERED?

Chase's coverage extends to you (the primary cardholder), immediate family, and dependent children under the age of 26.

WHAT EXPENSES ARE COVERED?

Chase's trip delay coverage caps at $500 per purchased ticket if your covered trip is delayed by a covered hazard for 12 hours or overnight (6 hours with the Sapphire Reserve card.)

Chase defines "reasonable" expenses as those typically including:

Meals (often up to $50 per person per meal)
Personal items like toiletries or medication
Unplanned hotel stays
Other unforeseen transportation costs like Uber or Lyft rides
Rental cars in cases of diversion, among others.

WHAT IS NOT COVERED?

Delays at your departure airport.
Any pre-paid expenses (while missing out on the first hotel night due to a delay isn't covered, a hotel night booked because of a delay typically is).
Delays due to a Covered Hazard already publicized or known before your departure.
Make sure to consult your card's specific terms and conditions for a comprehensive list of what isn't covered.

WHAT COUNTS AS A COVERED DELAY?

Chase's qualifying hazards for trip-delay coverage include:

Equipment failure
Inclement Weather
Labor strikes
Hijacking or skyjacking

REMINDER: The terms, definitions, and coverages differ based on the card you hold. Consult your card's guide to benefits to understand the specifics of what's covered.

WHAT TO DO WHEN YOU’RE NOTIFIED OF A DELAY

1 - STAY CALM & STAY POLITE

First off, I can’t stress this enough, it's important to stay calm and polite when you receive a notification about a flight delay. Delays can occur due to various reasons, some of which might not be immediately apparent.

While delays are undoubtedly frustrating, maintaining a calm and respectful demeanor when interacting with airline staff goes a long way.

Remember, gate agents are not responsible for the delay, and I promise you that they actually do want to help you. I can also promise that being short-tempered or rude won't improve your situation; instead, it's more likely to make things worse.

2 - START KEEPING ALL YOUR RECEIPTS

As soon as you're aware of a flight delay, start keeping track of your receipts for any expenses you incur. Even if you're uncertain whether you'll file a claim, it never hurts to simply hold onto receipts or take photos of them. In case you decide to submit a trip delay reimbursement claim, you'll need these receipts as evidence for reimbursement.

3 - COLLECT THE NECESSARY DOCUMENTS

If you plan to file a trip delay claim, there are a few essential documents that a claims representative will typically require. While this isn't an exhaustive list, here are common documents you'll likely need:

Your printed itinerary
A Carrier statement indicating the reason for the delay. You can usually get this by asking the gate agent for a “military excuse” (yes even if you’re not in the military). You can also email the airline’s customer service department to request it.
Receipts for expenses seeking reimbursement.
A charge statement showing that the necessary part or parts of your trip was indeed charged to the card which has the coverage. (For Chase Cards, only a portion of the trip has to be charged in order for coverage to apply. For Amex and others, the trip must be paid for in full by a qualifying card.)

4 - FILE YOUR CLAIM

Initiating your claim within the stipulated time frame is crucial, even if you don’t have all the required documents yet. Depending on your card issuer, follow these steps:

CHASE: For qualifying Chase cardholders, you can visit the card benefits services website which handles all of Chase’s claims, to file your claim within 60 days of the delay.

AMEX: If you’re using an Amex Card, call: 844-933-0648 in order to begin your claim process. You’ll have 60 days to file a claim.

CAPITAL ONE: Capital One cardholders should call 1-800-825-4062 to start the claim process within 30 days of the delay.

Remember that each card issuer's procedures may vary, so it's wise to refer to your specific card's terms and conditions for accurate instructions.

TIPS FOR AVOIDING DELAYED FLIGHTS:

Travel Early — Delays have a tendency to cascade and accumulate as the day progresses. Opt for early flights whenever possible to increase your chances of departing without delays.

Leave extra time — Try to avoid tight connections or same-day repositioning flights in your itinerary. By incorporating extra time between your flights, you ensure that a single delay won't disrupt your entire trip.

Book with the right card — It goes without saying, but always make sure to book your travels using a card that provides coverage. Check out our list of favorite cards with trip insurance for a suitable option.

While trip delays are often beyond your control, it's important to be able to adapt and roll with the punches. Remember, patience is key, and as long as your reimbursement requests are reasonable and well-documented, you shouldn't have any problems getting coverage.

CANCELLED FLIGHTS

While trip delays can be inconvenient, a flight has the potential to completely disrupt your travel plans. Trust me when I say, you do NOT want to be caught in this situation without some backup. Occasionally, your flight might be cancelled well before your departure, giving you the chance to rearrange your plans. However, I want to focus on what you should do if your flight gets cancelled while you're already on the move—meaning, you're right there at the airport!

STEP 1 - GET IN LINE

The first thing you're gonna wanna do is talk to an airline representative. Time is really of the essence here. As SOON as you get that dreaded notification that your flight has been cancelled—which you might snag before the crowd if you're using my favorite app for flight notifications—your number one priority should be reaching someone who can help you rebook.

Two things will happen as soon as that flight gets cancelled:

The airline will start the process of auto-rebooking everyone who was on the cancelled flight.
Everyone on that flight will make a beeline to the gate or help desk.

So, ASAP, head over to the gate or help desk to get in line while also picking up your phone. You can try to reach the airline's customer service line to speak with someone while you're waiting. If getting a person on the phone proves tricky, consider googling an international help number for the airline or using their website, app chat, or even social media. Basically, do whatever it takes to get in touch with a real person.

STEP 2 - DO YOUR RESEARCH

While you’re waiting in line to talk to someone, grab your phone and start exploring other flight options. Although the airline will eventually reschedule you, there's a good chance they might not find a great alternative for you. Often the flights they will put you on are a day or 2 away. Your best move is to find a few flight options that could work for you. This way, when you finally speak with a representative, you’ll have a range of solutions to propose, and they will love that you’re showing up so prepared.

When you're hunting for alternatives, consider these creative strategies:

Check Alternate Airports: Don't limit yourself to your original destination airport. Often, cities have multiple airports you could fly into. Be sure to check if flying to a nearby airport could be a practical solution for you.
Explore Partner Flights: If the airline you’re flying with is part of an airline alliance, you can also explore flights offered by their partner airlines. Presenting a partner flight as an option could increase your chances of getting rebooked quickly.

REMEMBER: Availability displayed online doesn’t guarantee you a confirmed seat. Airlines sometimes overbook their flights, so even if you see available seats online, the airline's system might consider the flight full. This is why having multiple options ready to go is crucial.

STEP 3 - SECURE YOUR NEW FLIGHT

Now that you’ve got a few viable flight options in your pocket, your next objective is to secure a new booking. Flights will likely fill up fast as everyone else also scrambles to rearrange their travel plans. Therefore, whether you're at the front of the line in person or you managed to connect with a representative over the phone, getting rebooked should be your top focus at this stage.

STEP 4 - GET A CARRIER STATEMENT

Phew, the worst is behind you as you've successfully secured a new seat on an alternative flight. Now, it's time to acquire what’s called a “carrier statement” from the airline. This is a document that shows the official reason for the delay and you will need it in order to file a claim. You can request this via email or directly from a gate agent or help desk agent. Sometimes you might have better luck referring to it as a "military excuse" (yes, you can get one of these even if you’re not in the military).

With this document in hand, you're ready to start your claims process.

PUTTING IT ALL TOGETHER: A HYPOTHETICAL SCENARIO

Let’s say you’re flying on your own with Delta Airlines from Atlanta to Lisbon, Portugal and your journey includes a layover at JFK airport in New York. You made a smart decision to pay for your flight using the Chase Sapphire Preferred card giving you some reassurance in case of any unexpected events. Sure enough, you get to JFK and you’re heading to your gate for the connecting flight to Lisbon when you receive a notification announcing the cancellation of your flight due to unforeseen aircraft maintenance issues.

First things first, you would follow the four steps outlined above to ensure your journey to Lisbon completely isn't derailed. Let's assume you’ve already completed these steps, and you’ve secured yourself a spot on a flight departing the following morning. Great news! However, the downside is that you now find yourself spending the night at JFK.

What are your next steps?

Assuming you've got steps 1-4 sorted, your next move is figuring out how to handle your extended layover. Remember, Chase will cover you for up to $500 in expenses, so let's strategize. Your first step will probably be to snag a comfy hotel for the night. A quick online search lands you a spot near the airport, and it's priced at $300. Toss in an Uber ride to the hotel, which rings up to about $35 after a tip.

Once you get to your hotel you realize that in all the busyness, you haven’t eaten anything since that morning! Hunger strikes, and you head to the lobby restaurant for a hearty dinner that comes out to around $45.

Morning comes, and you hail another Uber back to the airport for $35. After breezing through security, you grab a $10 breakfast sandwich to take along on your flight.

Now you’re back at the airport for your new flight, you're back on track, and you’ve shelled out around $425. No worries, though! If you've been keeping receipts as you should, Chase's policy should have your back, and you can likely expect reimbursement for every penny you spent while stuck in New York.

Now that’s worth the $95 annual fee if you ask me!

What about my missed travel reservations?

In this situation, it's quite likely you paid for accommodations in Lisbon that you didn't even get to enjoy thanks to this overnight delay. And unfortunately, most trip delay reimbursements don’t cover the cost of pre-paid stays you've missed out on. Their focus is squarely on taking care of the unexpected extra expenses you've incurred while being delayed.

However, there's a silver lining. If your missed night was non-refundable and the hotel won’t help you out, you might be able to file a separate trip interruption claim (a separate coverage that Chase includes with their sapphire cards) and recoup the cost of that lost night. Just remember, it's all about familiarizing yourself with the fine print and making sure you've got your receipts and documentation together.

Tips for avoiding cancelled flights:

Have a Backup Flight Plan — While often overlooked, having a backup flight booked can be a smart move, especially in situations like summer storms affecting air travel in the southeast US. Consider reserving a refundable backup flight, which is particularly convenient when booking with points as most airlines provide full refunds for award tickets.

Choose the Right Card for Booking — Make sure you pay for your trip using a card that has comprehensive travel coverage. This choice alone can put you leaps ahead of others in case of flight delays or cancellations. By taking advantage of these policies even once, you might easily recover your entire annual fee. And don't forget the other perks of a card like the Chase Sapphire Reserve, offering comfy lounge access at the airport while you’re waiting!

BEST CARDS WITH TRAVEL INSURANCES:

As always if you have any questions feel free to email info@artoftravelblog.com.

Share this post with any friends you might know who recently got stuck! This could come in handy for them next time!

The Ultimate Guide to Flight Delays and Cancellations

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