A delayed flight letter for work is something you request from the airline: at the airport desk or gate, or after your trip through customer service, quoting your booking reference. Your employer will want a document with your name, the flight number, the date and the scheduled and actual times. Here is a checklist to get one quickly, and why it is worth keeping for a compensation claim too.
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Delayed flight letter for work: what it should show
There is no standard form: every airline has its own format and name ("delay letter", "insurance letter", "flight certificate"). Before you send it to your manager or HR, check that it shows:
- the passenger's full name, as on the booking;
- the flight number, date and route;
- scheduled and actual times of departure and, above all, arrival;
- where given, the reason for the delay or cancellation;
- the airline's letterhead or signature.
If you are not sure where to find these details, our guide on how to read a flight ticket shows where the booking reference and flight number are.
How to request it from the main airlines
We checked the official pages of airlines widely used from Ireland and the UK. This is how it works today:
| Airline | How to ask | What you get |
|---|---|---|
| Ryanair | On request, by contacting customer service (chat or phone) | A PDF letter confirming the delay or cancellation, sent to the email address used for the booking. Ryanair calls it an "insurance letter" and refers to delays of over 3 hours |
| Vueling | Through the "flight certificate" assistant in its customer service centre, giving the booking code and purchase email, or the code, departure airport and date of the first flight | A certificate showing that you flew, or that you did not fly |
| ITA Airways | By email to [email protected], with the ticket number, a phone number and your ID attached | A certificate of flights taken or not taken, only for flights operated by ITA. It is a paid service |
Certificates confirming that you flew do not always show how late you were: when you ask, say that you need the actual arrival time as well. For other airlines, look in the help section of their website for "delay letter", "flight certificate" or "disruption letter", or write to customer service with your booking reference and flight number.
The checklist: at the airport and afterwards
- Ask for a written statement straight away at the airline desk or the gate: that is when it is easiest to get one.
- Photograph the departures board showing your flight, the time and "delayed" or "cancelled".
- Save the airline's emails, texts and app notifications: they are the quickest evidence to forward to work.
- Screenshot the flight status with the actual times: our guide to real-time flight status explains where to find them.
- Keep your boarding pass, including the mobile one: it proves you turned up for the flight.
- Request the letter from the airline as soon as you are back, with booking reference, flight number and date.
- Check the details before forwarding it and keep a copy: you will need it for a claim too.
Does my employer have to accept it?
The letter shows the delay was not your fault, but how the absence is treated (paid time, annual leave, making up hours) depends on your contract and your employer's policy: ask HR which document they accept. The airline's letter is often enough; sometimes they also want the boarding pass or booking. Send everything by email so there is a dated record.
Why the letter also helps with compensation
If you reached your destination 3 hours or more late, or your flight was cancelled at short notice, you may be owed €250, €400 or €600 per passenger, unless there were extraordinary circumstances. The letter helps because it fixes your actual arrival time, which is what counts for the 3 hours, and often states the reason the airline gives. You do not need it to claim, but it makes the claim stronger. Our guide on what you are entitled to after a 3-hour delay covers it hour by hour.
With DelayFlight24 you can check in 2 minutes, free, whether you are owed flight delay compensation or cancelled flight compensation: upload the documents you have and we handle the rest. Nothing to pay upfront, and you only pay 25% + VAT if you get compensated.
Frequently asked questions about delayed flight letters
Is a delayed flight letter free?
It depends on the airline. Ryanair emails the letter on request to the booking address; ITA Airways says its flight certificate is a paid service.
Can I get a letter for a cancelled flight?
Yes. The airlines we checked also issue letters for cancelled flights or flights not taken: say in your request that the flight was cancelled.
Can I request it for another passenger?
It depends on the airline. ITA Airways, for example, asks for the passenger's written authorisation and ID for both of you; Ryanair sends the letter to the email used for the booking.
Is a screenshot of the flight status enough for work?
Sometimes, but it is not an official document. Use it as evidence while you wait for the airline's letter.
If I have the letter, is compensation automatic?
No. The letter proves the delay, but compensation has to be claimed from the airline. If it refuses or does not reply, we can take it on for you.
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Find out more
- Air passenger rights
- Delayed flight: when you can claim compensation
- Cancelled flight: refund and compensation
- Overbooking: what you are owed
- What our service costs
Article updated on 04/11/2026 by the DelayFlight24 editorial team.