You will be required to submit your flying logbook(s) in support of certain licensing applications. Where this is necessary, you may choose to submit your original logbook(s) or alternatively a certified copy.
Please note that our staff are unable to advise you on how many logbooks to submit. You will need to submit sufficient logbook evidence to cover the requirements of the licence/rating you are applying for.
The CAA retains the right to request a pilot’s original logbook at any time.
If you choose to send us certified copies of your logbook(s), they can be certified by one of the following authorised people:
- the Head of training at your approved training organisation
- the Head of Flight Standards at an Air Operator Certificate holder or authorised signatory
- a UK-approved Examiner
- the EASA (European Aviation Safety Agency) approved Examiner that conducted your skills test
- a Chief Flying Instructor (CFI)
- a Base Captain or Fleet Manager
Military flying logbooks must be stamped and certified by either
- your commanding officer
- the head of training at the ATO where any additional training for your application has taken place
The certifier must write the following on the copy:
- the declaration: 'I have seen the original document and I certify that this is a complete and accurate copy of the original logbook for (applicant name)'
- his/her name (in block capitals)
- his/her signature
- his/her position or capacity (e.g. “Head of approved training organisation”)
- his/her CAA reference number (where applicable)
- the date
The certifier must verify all the pages of the original logbook, but only the first page of the copy must be annotated as per the above guidance.
The CAA is unable to photocopy and certify logbooks. This must have been done before the application is sent to us.
The CAA is also unable to print long logbook entries, so certified copies of logbooks should be submitted by post. Please ensure you include a copy of the 'personal details' page of your logbook to help us to match this up to your records.
Certified copies of logbook(s) must clearly identify all the requisite experience requirements relevant to the licence or rating application submitted. You will need to submit sufficient logbook evidence to cover the requirements of the licence/rating you are applying for.
If you have an electronic logbook, you must send it to us in paper form when it is used as part of an application for a licence or rating.
You must print out and sign each page of the logbook and ensure that each page included a running total for each column. The first page of the logbook must contain your name. If it doesn't, then you must insert a cover sheet stating your name before the first page.
Please note that the CAA will not print any electronic logbooks received by email.
If you choose to submit your original logbook(s), you must ensure that the 'Person Details' page of your logbook has been fully completed. This is to ensure that the licensing department can determine with full certainty who the flying hours belong to. Logbooks received with a blank personal details section will be posted back to the sender, thus delaying their application.
Original logbooks can be submitted by post, in which case a covering letter must be enclosed, or they may be dropped at our Gatwick office in person. Please note that if you choose to submit your logbooks in person, our licensing team will not review your application or be able to answer queries. For a document checking service, you will need to book an appointment.
Logbook evidence must be submitted for the following applications:
- Initial issue of a licence
- Initial issue of a rating (if applicable)
- Rating transfer form a licence held outside the UK
Lost, damaged or stolen logbooks
The CAA no longer accepts 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.
In order for the CAA to confirm the hours experience, a pilot will now have to attend an appointment where an appropriately qualified member of staff will determine how many hours experience can be verified. This verification would be constructed based on the evidence historically provided within pilots previous applications which are stored by the CAA, and any legitimate evidence provided by the applicant at the time of the interview.
Individuals in such a position will now be required to follow the process stated below:
- Notify the CAA in writing, by contacting firstname.lastname@example.org stating the subject ‘LOST LOGBOOK’. 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 reference number. You can then expect an email reply confirming what documentation you should bring along to your interview.
- Once you have gathered all the evidence you will have to call us on 0330 022 1922 and arrange a payment for this appointment. This meeting is charged £108, which is non-refundable. A member of our Technical team will then be in contact to confirm date and time for your appointment.
- Attendance of the appointment. The CAA is unable to provide a timescale for the completion of this review, as this will be dependent upon the amount and complexity of the evidence provided by the applicant.
All applicants are reminded that it is an offence under the UK 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 conviction on indictment with an unlimited fine or imprisonment or both.
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.
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