Top 7 Reasons Flights Get Delayed and What You Can Do About It

According to the Bureau of Transportation Statistics, U.S. scheduled domestic flights by major carriers had an on-time gate arrival rate of about 78.1% in 2024. That still means roughly a quarter of all flights end up delayed, which can be a big problem for business travelers. 

The DOT's new Airline Dashboard explains what each airline owes you when a "controllable" delay wrecks your schedule. But knowing your rights won't save tomorrow's presentation. The best way to deal with flight delays is to spot trouble early and act before the gate agent announces "we're sorry."

We've identified the seven most common reasons flights get delayed and provide actionable strategies for each cause, helping you recover fast when disruptions threaten your business meetings.

The 7 Most Common Causes of Flight Delays

A disruption can wreck your entire trip, but knowing why it happened helps you decide how to respond. Airlines sort these incidents into seven categories, each following different rules, creating different chain reactions, and demanding different tactics. 

Spot the cause early and you can predict whether that tight connection will work, decide if you should run to a new gate, or bail out and rebook before everyone else figures out there's a problem.

1. Cascading Operational Failures & Crew Time-outs

Your flight from Dallas is delayed by a mechanical issue. The crew waits three hours for the fix. Now they've hit their federal duty limit and must rest for ten straight hours. The aircraft you were supposed to connect to in Denver never arrives because it's still sitting in Dallas. Your meeting tomorrow morning just became impossible.

Federal rules force pilots and flight attendants to rest ten straight hours once they hit their limit. Modern schedules run aircraft at nearly 100% utilization, so recovery options disappear fast. Mechanical failures may be out of your control, but there are a few ways to avoid getting stuck. Skip the last flight of the day since that’s more likely to hit delays. And use AI tools like Otto the agent that help rebook you quickly when something goes wrong.

2. Late-Arriving Aircraft

Your plane waits somewhere else, still stuck on a taxiway or circling another airport. This problem drives a massive chunk of reported disruptions because tight schedules leave zero cushion for even a 15-minute slip. Airlines hide this by padding flight times. So average blocks now run about twenty minutes longer than flights actually take.

When the inbound jet runs late, every downstream flight inherits the setback. Your connection time shrinks, and that minimum connection time transfer in Chicago becomes a dead sprint. 

Pro tip: Otto continuosly monitors flight status before departure and handles rebooking when flights get disrupted. 

3. Staffing Shortages & Labor Actions

Too few controllers, missing ground crews, and pilot contract fights can turn small problems into system-wide disasters. The National Airspace System still runs short on certified controllers, so even a minor thunderstorm can cascade into hours of holding patterns when fewer people work each radar sector. ATC strikes in France and Italy have scrubbed hundreds of flights in a single day, forcing detours that clog surrounding airspace.

Scan headlines and union boards like you check the weather before booking. When walkouts loom, pick alternate routes or use tools that analyze staffing notices and reroute you while seats remain available. Once labor shuts down operations, options vanish.

4. Airport Infrastructure & Congestion

Dallas/Fort Worth, Denver, and Reagan National all post disruption rates above 23% during peak months. They push more jets through limited runways and gates than the infrastructure can handle. Regional quirks can compound the problem. For example, Denver's altitude forces longer takeoff rolls, while DCA's constrained runway configuration means that closures quickly cause departure delays.

Knowing which airports regularly struggle with delays gives you a huge advantage. Check airport performance data and aim for secondary airports when possible, dodge Monday morning rushes at major hubs like DFW and ORD, and pad connections at chronically congested facilities. Use historical delay patterns to decide whether that cheap layover through a delay-prone airport is worth the gamble.

5. Weather & Air-Traffic Ground Stops

Thunderstorms over Atlanta, snow in Chicago, typhoons sweeping Hong Kong. Each triggers ground stops that can last the entire rush hour. When bad weather coincides with predictable peaks like Monday morning departures and Friday evening returns, volume plus bad conditions guarantees a bottleneck.

Ground stops can be avoided easily with AI. It checks weather reports for your departure, destination, and hub airports, watch FAA advisories, and enable proactive alerts so thunderstorms don't blindside tomorrow's client meeting. 

Pro tip: Weather forecast models flag trouble six to twelve hours out, so Otto can help rebook before gate agents admit defeat. 

6. Security or Safety Incidents

One suspicious bag freezes an entire terminal whenTSA evacuates checkpoints and bomb dogs sweep concourses. Or a passenger gets sick mid-flight and forces a diversion. Security investigations and medical clearances run on their own timelines, so holds lasting an hour or more become standard.

During heightened alerts, build in extra buffer time and keep a backup airport in mind. When a ground hold drags on, escaping to a nearby airport beats waiting for the all-clear.

7. Technology & System Outages

The January 2023 NOTAM system crash grounded every U.S. departure for hours. A single software failure at NATS in August 2023 rippled across the UK and disrupted flights in and out of UK airspace for the rest of the day. When the tech holding aviation together breaks, planes stop moving.

Unlike localized thunderstorms, these outages hit all carriers simultaneously. So make sure to carry offline boarding passes, and keep mobile hotspots charged.

Pro tip: Otto monitors multiple airlines so it can pivot to an unaffected carrier the minute seats open.

Know Your Passenger Rights 

The airline's crew shortage just killed your connection. That's a "controllable" disruption under DOT rules, meaning you can demand more than an apology. Its Airline Dashboard lists exactly what each airline promises when they slip up:

• Rebooking on same airline: Airlines commit to rebook you on their next available flight at no additional cost
• Rebooking on other airlines: Some carriers will transfer you to partner airlines or competitors when necessary
• Meal vouchers: During long controllable delays, many airlines provide meal vouchers or food credits (though no federal rule requires this)
• Hotel accommodations: If you're stranded overnight due to a controllable cancellation, participating airlines provide complimentary hotel stays
• Ground transportation: Those same airlines typically offer transportation between the airport and hotel
• Compensation: A few carriers provide additional compensation for significant delays, though policies vary widely by airline

U.S. rules don't force airlines to offer cash the way European EC 261 regulations do. Some carriers honor every icon, others only a few, and policies can vanish with a quiet website update. Save the carrier's complaint form and the DOT hotline in your phone. Keep receipts if you buy your own dinner or hotel. Many travelers claw those costs back after filing a claim.

Business-Traveler Checklist

The traveler who plans ahead spends less time sleeping on airport carpets. Here’s what to do:

• Start monitoring early. Confirm flight status 24 hours, 6 hours, and 2 hours before departure. Screenshot your airline's DOT dashboard row so you can quote the promised perks when disruptions hit.
• Save essential contacts before you need them. Your airline's priority desk, your credit-card concierge, and your travel assistant all matter when plans fall apart. Pack a fresh shirt, chargers, and medications in your carry-on because checked bags don't follow you to alternate flights.
• Strategic timing makes all the difference. Book morning departures since they experience about 20-30 percent fewer disruptions than afternoon flights. Build at least a half-day buffer before critical presentations. Carry travel insurance or a credit card with coverage because it buys meals and hotels when airlines won't.
• Use your loyalty status for first dibs on the next seat out. Sketch an alternate route before you board. Pack light so you can sprint to another concourse when a new boarding pass appears. Add a time buffer, and even a four-hour ground stop becomes an inconvenience, not a lost deal.

With these strategies in your arsenal, you're better equipped to navigate delays. But what if you could skip the customer service line entirely when disruptions hit?

How Otto Acts Fast for Flight Delays

On meltdown days, customer-service queues stretch well past half an hour while agents juggle thousands of angry travelers. With Otto you never have to pick up the phone in the first place . It alerts you to cancellations, helps you search for seats on the next available flights, and suggests nearby hotels you can book while airlines are still drafting their first text alert. You tell Otto your preferences, and it presents options that match your status perks, seat preferences, and company policy, allowing you to make informed decisions through a simple conversation.

Flight delays hit every business traveler. The difference between making your meeting and missing your deal comes down to how fast you recover. Try Otto for free on your next business trip. When the next meltdown floods the service desk, you'll already be walking to your new gate.