Flight add-on wording
Flight complaint wording for Spain-related trips
Use these safe first-stage templates to ask the airline for a clear written explanation, refund/rerouting position and complaint reference.
Safe use: these templates are for first-stage complaint preparation. They should be adapted to your facts. CostaSure is not positioned as a flight compensation claims company and does not promise a compensation outcome.
1. Basic airline complaint wording
Use this where the flight was delayed, cancelled, rerouted or not properly explained.
Subject: Complaint regarding flight [FLIGHT NUMBER] on [DATE]
Dear [AIRLINE NAME],
I am writing to complain about the disruption to flight [FLIGHT NUMBER] from [DEPARTURE AIRPORT] to [ARRIVAL AIRPORT] on [DATE].
My booking reference is [BOOKING REFERENCE].
The flight was [cancelled / delayed / rerouted / moved forward / affected by denied boarding]. I was notified on [DATE/TIME], and the reason given by the airline was: “[INSERT EXACT AIRLINE WORDING]”.
Please confirm in writing:
1. The exact reason for the disruption;
2. When the airline became aware of the issue;
3. How the issue affected this specific flight;
4. What refund, rerouting or assistance options were available;
5. Why [refund / rerouting / hotel / food / transport] was not provided, if applicable.
I attach the relevant booking confirmation, airline messages, screenshots and receipts.
Please respond in writing and provide a complaint reference number.
Yours faithfully,
[NAME]
2. Airline refund or voucher problem wording
Use this where the airline cancelled the flight or offered a voucher instead of clear refund information.
Subject: Refund request for disrupted flight [FLIGHT NUMBER]
Dear [AIRLINE NAME],
I am writing regarding flight [FLIGHT NUMBER] from [DEPARTURE AIRPORT] to [ARRIVAL AIRPORT] on [DATE], booking reference [BOOKING REFERENCE].
The flight was [cancelled / significantly changed / not operated as booked]. I have not received a clear refund resolution.
Please confirm:
1. Whether a refund is available;
2. Whether any voucher offer is optional;
3. Whether accepting a voucher would affect my refund position;
4. The expected refund timescale;
5. Whether the airline or travel agent is responsible for processing the refund.
Please provide the answer in writing and explain the basis for any refusal.
I attach the booking confirmation, payment evidence, cancellation notice, voucher/refund messages and any previous correspondence.
Yours faithfully,
[NAME]
3. Fuel, airspace, war-risk or disruption explanation wording
Use this where the airline gives a broad or vague explanation.
Subject: Request for specific disruption explanation — flight [FLIGHT NUMBER]
Dear [AIRLINE NAME],
I am writing about the disruption to flight [FLIGHT NUMBER] on [DATE], booking reference [BOOKING REFERENCE].
The explanation I received referred to “[INSERT EXACT WORDING: fuel shortage / airspace disruption / security issue / operational issue / extraordinary circumstances / other]”.
Please provide a specific written explanation of:
1. The precise event relied upon;
2. The date and time the airline became aware of it;
3. Why this specific flight was affected;
4. What alternative routing or operational options were considered;
5. Why refund, rerouting, hotel, meals or transport were not offered, if applicable;
6. Whether the airline is relying on extraordinary circumstances.
Please do not provide a generic answer. I require the explanation connected to this specific flight.
Yours faithfully,
[NAME]
4. Missed connection wording
Use this where one delayed flight caused you to miss a connected flight.
Subject: Missed connection complaint — booking reference [BOOKING REFERENCE]
Dear [AIRLINE NAME],
I am writing about my missed connection on [DATE].
My journey was booked from [ORIGIN] to [FINAL DESTINATION] under booking reference [BOOKING REFERENCE]. The relevant flights were:
- [FIRST FLIGHT NUMBER]: [ROUTE]
- [CONNECTION FLIGHT NUMBER]: [ROUTE]
The first flight was delayed/cancelled, which caused me to miss the connection. I arrived at my final destination at approximately [ACTUAL ARRIVAL TIME], instead of [SCHEDULED ARRIVAL TIME].
Please confirm:
1. Whether the flights were treated as one connected itinerary;
2. The reason for the first delay/cancellation;
3. What rerouting options were available;
4. What hotel, food, transport or other assistance should have been offered;
5. The airline’s position on reimbursement of necessary expenses.
I attach the booking confirmation, boarding evidence, disruption messages, rerouting details and receipts.
Yours faithfully,
[NAME]
5. Denied boarding wording
Use this where you had a confirmed booking but were not allowed to board.
Subject: Denied boarding complaint — flight [FLIGHT NUMBER]
Dear [AIRLINE NAME],
I am writing regarding flight [FLIGHT NUMBER] from [DEPARTURE AIRPORT] to [ARRIVAL AIRPORT] on [DATE].
I had a confirmed booking under reference [BOOKING REFERENCE] and attempted to board the flight. I was denied boarding at approximately [TIME].
Please confirm in writing:
1. The exact reason I was denied boarding;
2. Whether the flight was overbooked;
3. Whether the airline says I presented late or failed any requirement;
4. What rerouting or refund options were offered;
5. What assistance was offered while waiting;
6. The complaint reference number for this issue.
I attach the booking confirmation, check-in/boarding evidence, gate information, airline messages and receipts.
Yours faithfully,
[NAME]
Before sending
- Replace every bracketed field with your actual details.
- Attach clear evidence, not just a long explanation.
- Ask for a written reason and a complaint reference number.
- Keep proof of submission.
- Do not exaggerate; keep the wording factual and calm.
Need help structuring your flight complaint?
CostaSure can help organise the chronology, evidence gaps and first complaint wording for Spain-related flight disruption.
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