LetterAgent
Mail physical letters by just asking your AI assistant.
Write to the airline's customer relations or customer care office, include your booking reference, flight numbers and dates, and state exactly what you want: a refund, compensation, or a correction. Keep copies of everything you send, since a paper letter creates a dated record that chat transcripts and phone calls often do not.
Airlines publish a customer relations mailing address on their contact or help pages, and that is the address to use, not the airport office and not the headquarters front desk. Airport staff handle same-day problems; mailed complaints go to a central team that can actually issue refunds and compensation. If the airline's site lists only an online form, check its terms of carriage or its regulator filings, which often still carry a postal address. In the United States, the Department of Transportation also accepts air travel complaints, and in Canada the Canadian Transportation Agency handles them, but write to the airline first: regulators usually ask whether you gave the carrier a chance to resolve the matter. Use the airline's legal name on the envelope when it differs from the brand name, since that is how the mailroom files it.
A complaint without identifiers goes to the back of the queue while staff hunt for your booking. Put the essentials in the first paragraph so the reader never has to search for them.
Do not include full credit card numbers or passport numbers. A booking reference plus the last four digits of a payment card is enough for staff to find the record. If you already filed an online claim, give its case number and date so the letter is attached to the same file instead of opening a duplicate case that slows both down.
| Situation | United States | Canada |
|---|---|---|
| Flight cancelled by the airline | You are entitled to an automatic refund to your original payment method when you decline rebooking | Compensation rules depend on whether the disruption was within the carrier's control |
| Long delay | No federal rule sets a fixed cash amount for delays alone | Set compensation amounts apply for delays within the carrier's control, scaled by length |
| Lost or damaged baggage | Liability limits apply under federal rules and the Montreal Convention | Similar convention limits apply, plus carrier tariff rules |
| Denied boarding | Cash compensation rules apply for involuntary denied boarding on oversold flights | Compensation applies for denied boarding within the carrier's control |
Do not quote a compensation figure you have not verified for your exact route and cause. Airlines reject letters that demand a sum the rules do not support, and a letter that asks for "the compensation due under the applicable rules" plus a refund of out-of-pocket costs often moves faster. List out-of-pocket costs separately, with receipts or copies attached, and total them yourself so the reader does not have to add them up.
Yes, for any letter that involves money or a deadline. US Certified Mail and Canada Registered Mail add tracking and proof of delivery, which matters when a claim has a filing window or when the airline later says it never received your letter. Keep the mailing receipt and the delivery confirmation with your copy of the letter. For a simple compliment or a suggestion, ordinary mail is fine. Note that LetterAgent letters go to US and Canadian recipients only, are printed on 8.5 by 11 inch paper, single-sided, and mailed in a double-window envelope, and you approve the exact quoted price before anything is sent.
Short, factual, and polite beats long and angry. Airlines process thousands of complaint letters, and the ones that get resolved fastest are the ones a reader can understand in two minutes. State what happened, what it cost you, and what you want, then stop. Threats to go to the press or to sue usually push a file to a legal team, which slows it down rather than speeding it up. If you genuinely plan to escalate to a regulator, say so calmly at the end: "If this is not resolved, I will file with the regulator." That sentence carries weight precisely because it is measured. Date the letter, sign it, and keep a copy with your boarding passes and receipts until the case closes.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
Need help? Ask your assistant: it can check a job's status any time. If it ever can't handle something: hello@getletteragent.com