Airlines reject a large share of first claims, often with a template. Many of those rejections don't survive a well-argued reply.
Common rejection lines - and replies
"The delay was caused by extraordinary circumstances." Ask which circumstance, with evidence (weather reports, ATC slot records). Point out that the airline must prove it and that it took all reasonable measures.
"Technical problem." Technical faults found during normal operations are part of running an airline and are not extraordinary (Wallentin-Hermann C-549/07, van der Lans C-257/14). Hidden manufacturing defects or sabotage can be exceptions - ask for specifics.
"Weather at a previous airport." The knock-on effect of weather on an earlier flight can count, but only if the airline shows the chain and that it couldn't reasonably avoid the delay. Check other flights at the same time.
"Crew strike." Strikes by the airline's own staff are within its control (Airhelp v SAS, C-28/20).
"You were re-routed." If you arrived 3+ hours late at your final destination, compensation is still due (reduced by 50% in some cases).
Silence. After 6-8 weeks, escalate.
Escalation
- EU: the national enforcement body of the country where the incident happened, an ADR body if the airline belongs to one, then court (European Small Claims Procedure up to €5,000).
- UK: AviationADR or CEDR if the airline is a member (decisions are binding on the airline if you accept them); otherwise the CAA's PACT; then the small claims track (Money Claim Online).
- India: AirSewa, National Consumer Helpline, then the District Consumer Commission.
Your evidence pack
Boarding pass, booking confirmation, any delay notices, photos of departure boards, receipts for food and hotel, and the airline's rejection letter.
Draft your reply to the rejection - choose "Airline rejected my claim" and paste their reply.