Southwest Airlines: long delay

Collect

• confirmation number
• scheduled and actual times
• cause given by Southwest
• receipts

Steps

1. At the airport, ask for a food voucher and, if no same-day flight is available, a hotel and ground transportation.

2. Submit receipts or ask for a LUV Voucher through the reimbursement form within one year of the flight.

   FormSouthwest LUV Voucher or expense reimbursement request

3. If the delay is a significant change and you do not travel, request a refund.

   FormNon-refundable Ticket Refund Request

More contacts for this issue

Facts you can cite

• Compensation

  Southwest's reimbursement form covers delays of three hours or more within Southwest's control, or controllable cancellations with a wait of three hours or more, with a food voucher on request or reimbursement of reasonable meal costs, lodging or reimbursement if no same-day flight is available, and ground transportation if the hotel has no airport shuttle.

  Source: support.southwest.com, verified 2026-10-12

• Compensation

  A LUV Voucher may be issued when Southwest cancelled or significantly delayed a flight for a reason it can control, the disruption happened less than eight days before departure, and you arrived at your final destination three or more hours late.

  Source: support.southwest.com, verified 2026-10-12

• Deadline

  Reimbursement or voucher requests must be submitted "no later than one year from the date of the delayed/canceled flight(s)."

  Source: support.southwest.com, verified 2026-10-12

Rules in force

• DOT Delay and Cancellation Dashboard - airline commitments for controllable disruptions
  14 CFR 259.5 (Customer Service Plans); FAA Reauthorization Act of 2024 (Pub. L. 118-63) section 506

  The ten largest U.S. airlines commit in their customer service plans to help passengers when a cancellation or significant delay is within the airline's control. All ten guarantee a meal and free rebooking on the same airline, and nine guarantee a hotel and ground transportation for controllable overnight disruptions. DOT publishes these commitments on its Delay and Cancellation Dashboard, which still existed in August 2026. Airlines must adhere to their plans. These are voluntary commitments, not a federal compensation rule.

  Source: federalregister.gov, verified 2026-10-12

  6 citable points

  • Policy

    The 10 largest U.S. passenger carriers keep voluntary commitments in their customer service plans (required by 14 CFR 259.5) to assist passengers affected by cancellations and significant delays that are controllable by the carrier. All 10 guarantee a meal and rebooking without charge on the ticketed airline. Nine guarantee hotel accommodation and ground transportation to and from the hotel for controllable overnight delays and cancellations. Four commit to compensation in credits, travel vouchers or frequent flyer miles.

    Source: federalregister.gov, verified 2026-10-12

  • Policy

    Each covered carrier must adopt a Customer Service Plan for its scheduled flights and adhere to the plan's terms.

    Source: ecfr.gov, verified 2026-10-12

  • Policy

    DOT stated on December 10, 2025 that airlines are obligated to abide by their customer service commitments, and that it aligned the "controllable" standard with the "Air Carrier" cause category in its delay reporting rules (14 CFR 234.4).

    Source: federalregister.gov, verified 2026-10-12

  • Policy

    Since December 10, 2025, until further notice, DOT will not take action against airlines that do not provide services, amenities or compensation for delays or cancellations caused by unscheduled maintenance required by an FAA airworthiness directive that cannot be deferred (such as Emergency AD 2025-24-51).

    Source: federalregister.gov, verified 2026-10-12

  • Policy

    Effective October 19, 2026, ten event types move out of the "Air Carrier" (controllable) delay and cancellation cause category into a new "Section 511(b)" category. They include extreme weather or foreign-object damage to the aircraft, cybersecurity attacks, government system failures, non-deferrable unscheduled maintenance, medical emergencies, removal of an unruly passenger, and airport closures from volcanic ash, wind or wind shear. DOT expects fewer disruptions to trigger the airlines' commitments.

    Source: federalregister.gov, verified 2026-10-12

  • Policy

    DOT stated in August 2026 that the delay and cancellation dashboard and the family seating dashboard currently exist on its website, and that a seat size dashboard has not yet been created.

    Source: federalregister.gov, verified 2026-10-12

• DOT automatic refund rule for airline tickets and ancillary fees (2024)
  14 CFR part 260 and 14 CFR part 262 (89 FR 32760, April 26, 2024; amended 89 FR 65534, August 12, 2024)

  Airlines operating to, from or within the U.S. must give a full cash refund (to the original form of payment) when they cancel or significantly change a flight and the passenger does not accept the alternative. Refunds are due within 7 business days (credit card) or 20 calendar days (other payment). Airlines must also refund checked bag fees for significantly delayed bags and fees for paid extras that were not provided. Until July 7, 2027, DOT does not enforce the rule in one narrow case: a flight that is only renumbered, with no significant change or delay.

  Source: ecfr.gov, verified 2026-10-12

  2 citable points

  • Policy

    A "significantly delayed or changed flight" is one where, because of the carrier's change, the passenger departs 3 or more hours earlier or arrives 3 or more hours later (domestic itineraries), or 6 or more hours earlier or later (international itineraries); departs from or arrives at a different airport; has more connection points; or is downgraded to a lower class of service. For a passenger with a disability, a change of connecting airport or a substitute aircraft without a needed accessibility feature also counts.

    Source: ecfr.gov, verified 2026-10-12

  • Policy

    The merchant-of-record carrier must refund the airfare, including taxes and ancillary fees, to a passenger with a nonrefundable ticket whose flight is cancelled or significantly delayed or changed, if the passenger does not fly the changed flight or accept rebooking and does not accept a voucher or other compensation. The refund is automatic when the flight is cancelled and no alternative is offered, when the passenger rejects the alternative, or when the passenger does not respond to the offer before the flight departs.

    Source: ecfr.gov, verified 2026-10-12

• DOT tarmac delay limits
  14 CFR 259.4 (86 FR 23270, May 3, 2021)

  At a U.S. airport, passengers stuck on a plane on the ground must be given the chance to get off before the tarmac delay exceeds three hours (domestic flights) or four hours (international flights), unless a safety, security or air traffic control exception applies. Food and water are due within two hours, and working lavatories and medical attention must be available.

  Source: ecfr.gov, verified 2026-10-12

  7 citable points

  • Limit

    For domestic flights, each covered U.S. carrier must give passengers on a flight in a tarmac delay at a U.S. airport the opportunity to deplane before the tarmac delay exceeds three hours.

    Source: ecfr.gov, verified 2026-10-12

  • Limit

    For international flights, each covered carrier (U.S. or foreign) must give passengers on a flight in a tarmac delay at a U.S. airport the opportunity to deplane before the tarmac delay exceeds four hours.

    Source: ecfr.gov, verified 2026-10-12

  • Policy

    The limits do not apply if a departing flight begins returning to a suitable disembarkation point within the time limit, if the pilot-in-command determines that deplaning would jeopardize passenger safety or security, or if air traffic control advises that returning to deplane would significantly disrupt airport operations.

    Source: ecfr.gov, verified 2026-10-12

  • Deadline

    During a tarmac delay, the carrier must provide adequate food and potable water no later than two hours after the start of the tarmac delay, unless the pilot-in-command determines that safety or security considerations preclude it. It must also ensure operable lavatories and adequate medical attention if needed.

    Source: ecfr.gov, verified 2026-10-12

  • Process

    The carrier must tell passengers the status of the delay when the tarmac delay exceeds 30 minutes, and must tell them in time whenever there is an opportunity to deplane.

    Source: ecfr.gov, verified 2026-10-12

  • Policy

    A tarmac delay is the period when an aircraft is on the ground with passengers and the passengers have no opportunity to deplane.

    Source: ecfr.gov, verified 2026-10-12

  • Process

    The operating carrier must file a report with DOT's Office of Aviation Consumer Protection within 30 days of any tarmac delay that exceeds three hours (domestic) or four hours (international). Failure to follow the contingency plan is an unfair and deceptive practice subject to DOT enforcement.

    Source: ecfr.gov, verified 2026-10-12

• Montreal Convention 1999 - baggage liability and claim deadlines
  Convention for the Unification of Certain Rules for International Carriage by Air (Montreal, 1999), Articles 17, 19, 22, 31, 35

  For international air travel covered by the Montreal Convention, the airline is liable for lost, damaged or delayed checked baggage up to 1,519 Special Drawing Rights (SDR) per passenger (revised limit effective 28 December 2024). Written complaints are due within 7 days of receiving a damaged bag and within 21 days after a delayed bag is returned. A lawsuit must be brought within two years.

  Source: icao.int, verified 2026-10-12

  2 citable points

  • Limit

    The liability limit for damage caused by delay of passengers (Article 22, paragraph 1) is 6,303 SDR, effective as of 28 December 2024.

    Source: icao.int, verified 2026-10-12

  • Deadline

    The right to damages is extinguished if an action is not brought within two years from the date of arrival at the destination, the date the aircraft ought to have arrived, or the date the carriage stopped (Article 35(1)).

    Source: laws-lois.justice.gc.ca, verified 2026-10-12

Rules not in force (do not cite)

• DOT proposal to require cash compensation for controllable delays and cancellations (withdrawn) Withdrawn
  89 FR 99760 (December 11, 2024), ANPRM "Airline Passenger Rights", docket DOT-OST-2024-0062, RIN 2105-AF20; withdrawn 90 FR 51230 (November 17, 2025)

  Withdrawn on November 17, 2025 (90 FR 51230, FR Doc. 2025-20042). The 2024 document was an ANPRM with comments due February 10, 2025; it never reached a proposed or final rule. What remains: airlines' voluntary customer service plan commitments (rules/dot-airline-commitments), refund rights when a flight is cancelled or significantly changed (rules/dot-refunds-rule), and the Montreal Convention delay liability for international trips (rules/montreal-convention-baggage).

  Not in force. Do not cite it as current law.

If that fails, escalate

Go up one step at a time. Keep the reference numbers and dates from each contact.

1. Customer service

   PhoneReservations and customer service (1-800-I-FLY-SWA) +1-800-435-9792

2. Written complaint

   FormHelp Center Contact Us (compliment and complaint sections)

3. Federal regulator

   RegulatorU.S. Department of Transportation, Office of Aviation Consumer Protection +1-800-778-4838

4. Card or bank dispute

   Fair Credit Billing Act billing-error and purchase-dispute rights (Regulation Z)

   Electronic Fund Transfer Act error resolution and unauthorized-transfer liability (Regulation E)

   Card dispute for a refund Southwest owes but has not paid.

State agencies for this sector: your state’s attorney general. Find yours in the list of state agencies, or as JSON in states/<code>.json (for example states/ny.json).

Watch out

Related

• Long delay at other companies
• How Southwest Airlines complaints actually go (dossier, checked 2026-10-12)
• Airlines — how complaints work
• Southwest Airlines: flight cancelled or significantly changed
• Southwest Airlines: delayed bag
• Southwest Airlines: lost bag
• Southwest Airlines: damaged bag
• Southwest Airlines: bumped or denied boarding
• Southwest Airlines: travel credit or voucher problem