Guidance on documentation

A list of documents you need to include with your application is available on the paper-based application page for the licence you want or on the online forms page.

This section contains short guidance on what each document is and how to send it to us in the right format.

In this section:

• What is a certified copy?
• Uploading digital copies
• Medical certificates at a glance
• Language proficiency quick guide
• Course completion certificates
  
• Examiner's report form
• Electronic logbooks
• Third-country ICAO applications - what you need to send us
• Military service applications - what you need to send us
• What you need to send if your skill test examiner was approved by someone other than the CAA

Exactly what you need to send us in your application will differ depending on which licence you are applying for and whether you are making a paper-based application or using an online form.

For paper-based applications, a list of specific documentation required for each licence is available on each licence’s individual paper-based application page.

For online applications, a list of documents is available on the online forms page.

Pilot logbooks - submitting your logbook or logbook evidence to the CAA

You may submit your original logbook(s) or alternatively a certified copy of logbook evidence to the CAA as part of a licensing application. 

Certified copies of logbook(s) must clearly identify all the requisite experience requirements relevant to the licence or rating application submitted.

If you are submitting certified copies of your logbook, the document must be certified in accordance with the following guidance:

• How to get copies of your documents certified

Please note if you are submitting an electronic logbook instead of certified copies of a paper logbook, you must print out and sign each applicable page of the logbook and ensure that each printed page includes a running total for each column. The first page of the logbook must contain your name. 

Your logbook or certified logbook evidence must be submitted for the following applications:

• Initial issue of a licence
• Initial issue of a rating (if applicable)
• Rating transfer from a license held outside the UK 
  

Please note for ATPL applications, you may obtain written confirmation of your hours from your UK Operator in lieu of submitting your logbook.

The CAA retains the right to request a pilot’s original logbook at any time.

Pilot Logbooks - Loss, Damage, Corruption or Theft

With immediate effect, the CAA will no longer accept the submission of a sworn affidavit as the primary means of accepting hours for the grant of a licence, rating, certificate or the revalidation and extension/or removal of restriction of privileges where an individual is unable to provide logbook evidence of their required hours due to loss, damage, theft or data corruption. Individuals in such a position will now be required to follow the process stated below:

1. Arrange an interview with the CAA, in writing, by contacting FCLWEB@caa.co.uk stating the subject as ‘LOST LOGBOOK INTERVIEW’. The email must provide name, date of birth and CAA reference number (if issued), together with a brief account of the reason why the logbook is not in your possession.Reasons may, for example, include loss, theft, damage or, in the case of e-logbook records, corruption/deletion of data. Any loss, theft or malicious damage will be expected to have been reported to the police and evidence must be provided to that effect, including an incident number.
   
2. Applicants must provide a selection of dates, at least 2 weeks in advance, when they will be available for CAA interview, so that appropriately qualified members of staff can be made available to assist. There will be a Licence Application service fee of £100.00.  The interview process will determine the evidence that an individual will be required to obtain for the CAA to consider their application further.
   
3. Once an applicant has obtained the required evidence, they are to arrange a second interview with the CAA again by contacting FCLWEB@caa.co.uk. This will only be available if booked in advance, again at a fee of £100.00.
   
4. The CAA will then review the documentary evidence provided. The CAA is unable provide a timescale for the completion of this review, as this will be dependent upon the timeliness of responses from third parties involved in the evidence gathering process.

All applicants are reminded that it is an offence under Article 256 of the Air Navigation Order to make, with intent to deceive, any false representation for the purpose of procuring the grant, issue, renewal or variation of any certificate, licence, approval, permission or other document. This offence is punishable, on summary conviction, by a fine and, on indictment, by a fine and/or up to two years imprisonment.

Training Providers, Instructors and Examiners need to be aware that the CAA will no longer accept a sworn affidavit as the primary means of accepting hours, so this needs to be taken into account prior to any recommendation for the grant of any privileges for a person without a logbook.  However, where possible, they are requested to assist individuals who find themselves in this predicament by ensuring that any statements provided can be supported by their training logs, aircraft logs and personal logbooks.