Airline Policies For Dummies
Air travel can be complicated, but understanding basic airline policies can help you navigate delays, cancellations, overbookings, and all the perks and pitfalls of modern flying. Here’s a detailed guide on the most important things to keep in mind when booking and taking your next flight.
An HBTT insider tip - if your flight is delayed/cancelled/changed…keep in mind the scheduled flight may have crashed if you were on it. Let go, let God (whichever type you believe in).
Baggage Policies
Most airlines allow one carry-on and a personal item for free, but the rules for checked baggage can vary. Pay attention to size (usually 22x14x9 inches for carry-ons) and weight restrictions (typically 50 lbs for checked bags). Extra fees often apply if you exceed these limits, especially on budget airlines.
Oversized/Special Baggage: Items like sports equipment and musical instruments will require additional fees or special handling.
Ticket Types and Changes
Airlines offer a range of ticket types, each with different flexibility and benefits:
Basic Economy: The cheapest option, but it comes with heavy restrictions like no seat selection, no refunds, and sometimes no carry-on luggage.
Standard Economy and Beyond: As you upgrade to Premium Economy, Business, or First Class, expect more flexibility, better seats, and added perks like meals and priority boarding.
Changing or canceling a ticket is easiest with flexible or refundable fares, but if you book non-refundable tickets, expect to pay a fee for changes. Some airlines offer a 24-hour grace period to cancel or change flights for free, so take advantage of that if you’re unsure about your plans.
Check-In and Boarding
Check-In: Many airlines open check-in 24-48 hours before departure. Make sure you arrive early, especially for international flights, as cut-off times can range from 30 minutes to 2 hours before departure. Southwest Airlines doesn’t assign seats but the earlier you check-in, the earlier you board.
Boarding: Airlines board in groups based on seat assignments, loyalty status, or fare class. Be sure to listen for your group to avoid missing your spot in line.
Seat Selection and Upgrades
Most airlines now charge for seat selection, especially for premium spots like exit rows or extra legroom seats. Some tickets, like Basic Economy, may not allow seat selection at all. For those with frequent flyer status, upgrades are often offered, or you can purchase one at check-in if available.
An insider tip, for those over 18 - ask if Emergency Exit is open while waiting at the gate. It often is and the change is free as long as you’re willing and capable of assisting in an emergency. You have a better chance asking for this than a window seat and you’ll get extra leg room!
First-class is worth it when flying over 6+ hours or are expensing it for business. See the first-class seats below that slide into beds. Luxurious!
In-Flight Services
In-flight services vary depending on the length and type of flight:
Meals: Short domestic flights may only offer snacks, while international flights usually include meal service. Make sure to request special dietary meals in advance if needed. International flights will feed you, almost too much. Some hate it, some love it. Up to you but airports do allow for food to be brought through TSA! Insider tip: snack boxes on flights are cheaper than snacks in the airport!
Wi-Fi & Entertainment: Many airlines offer in-flight Wi-Fi, though it often comes at an extra cost. A tip for T-Mobile users: you often get free Wi-Fi on participating airlines like Delta and Alaska Airlines, which includes unlimited messaging & full internet access including streaming. Always check what your provider offers for in-flight perks but know in advance VPN will never be allowed.
Dealing with Delays, Cancellations, and Overbooking
Flight Delays
When a delay is caused by the airline (e.g., mechanical issues or crew scheduling), they are generally responsible for rebooking you.
Compensation, however, depends on your location:
U.S. Regulations: Compensation is often limited, but airlines may provide meal vouchers or accommodations for significant delays.
EU Regulations (EU261): In Europe, you could receive up to €600 if a flight is delayed more than 3 hours, depending on the distance of the flight.
If your delay leads to an overnight stay, airlines must provide food, hotel accommodations, and transportation. They are also responsible for rebooking you on the next available flight or, in some cases, refunding your ticket if the delay is substantial.
Flight Cancellations
When an airline cancels your flight, they must offer rebooking on the next available flight or provide a refund. Similar to delays, if your cancellation leads to significant disruptions, you may be entitled to compensation.
Overbooking
Airlines often overbook flights to account for no-shows, which can lead to voluntary or involuntary bumping:
Voluntary Bumping: Airlines ask for volunteers to give up their seats in exchange for compensation, which could include travel vouchers, hotel stays, and meal vouchers. Worth it if you’re a flexible traveler.
Involuntary Bumping: If not enough passengers volunteer, some might be forced off the flight. Compensation depends on how long you’re delayed before the next available flight:
0-1 hour: No compensation.
1-2 hours (domestic) / 1-4 hours (international): 200% of the fare (up to $775).
Over 2 hours (domestic) / 4 hours (international): 400% of the fare (up to $1,550).
Passengers with higher loyalty status or specific needs (like traveling with children or having disabilities) may be prioritized to avoid being bumped.
Lost, Delayed, or Damaged Luggage
Delayed Luggage: If your luggage is delayed, airlines generally compensate you for essentials. Check your airline’s specific claims process, as many require claims to be filed within 21 days.
Lost Luggage: After 21 days, if luggage is still missing, it’s declared lost. Airlines must compensate you, with caps of up to $3,800 for domestic flights (U.S.) or around $1,780 for international flights under the Montreal Convention.
Damaged Luggage: Report damaged luggage immediately at the baggage claim area. Airlines are responsible for repairs or compensation, though they might exclude pre-existing damage.
Special Assistance
Passengers with disabilities or mobility challenges are entitled to special assistance under the Air Carrier Access Act (U.S.). This includes early boarding, seating accommodations, and assistance with wheelchairs. Notify the airline in advance to ensure your needs are met. This includes those needing additional seats due to size and service pets.
Flying with Pets and Service Animals
Small pets can often fly in the cabin for a fee, while larger pets might have to travel in cargo. If you’re traveling with a service animal, airlines must accommodate them, but emotional support animals often have additional restrictions based on size. Most airlines require the animal to be able to fit underneath the seat without being able to remove them. Otherwise, you can purchase a seat or row for larger dogs if you don’t want to stow them.
Exclusions and When Airlines Aren't Liable
Airlines aren’t always liable for delays or cancellations, particularly in these cases:
Weather-Related Delays: If bad weather is the cause, airlines generally do not owe compensation. However, they should still help with rebooking.
Security Delays: Delays caused by airport security issues (like heightened checks or incidents) fall outside the airline’s responsibility.
Travel Insurance and Extra Protection
If you want coverage beyond what the airline offers, consider buying travel insurance, which can cover non-refundable tickets, medical emergencies, lost luggage, or trip delays. Some credit cards even offer this protection automatically for cardholders, so it’s worth checking your benefits.
HBTT recommends TinLeg, this travel insurance is less expensive than booking site’s pricing and offers refundable plans. Read more here.
Flying comes with a lot of rules, but if you know your rights and stay aware of your airline’s policies, you can avoid surprises and travel with confidence. Whether it’s making sure you get compensated for delays, or taking advantage of perks like free in-flight Wi-Fi from T-Mobile, being informed will make your travel experience smoother.
Always check the specific policies of your airline before you fly, as they can differ between carriers and countries. Thanks for reading! Please contact us at info@hbtourandtravel.com or fill out an online booking request to plan your next vacation.
With Love,
H & B @ HBTT
