Documents an aircraft and its crew must carry

What must every aircraft and crew carry and hold?

Documents and licences

Article 29 first, then the rules behind each document.

• Conditions for aircraft Arts 29 to 42 What an aircraft flying between countries must carry, and how other countries accept its papers.
  • Art. 29: seven documents carried on board Think of it as the aircraft's passport pack. Every aircraft of a member country flying internationally carries these seven papers.
    • Certificate of registration Proves where the aircraft is registered, and so its nationality (Article 17).
    • Certificate of airworthiness Proves the aircraft is fit to fly. Issued, or made valid, by the country of registration (Article 31).
    • Crew licences The right licence for every crew member, showing they are qualified for their job (Article 32).
    • Journey log book A record of the aircraft, its crew and every journey it makes (Article 34).
    • Radio station licence if radio is fitted Only needed when the aircraft has a radio fitted (Article 30).
    • Passenger list if passengers Only when carrying passengers: their names, where they boarded and where they are going.
    • Cargo manifest if cargo Only when carrying cargo: a list of the cargo with detailed declarations.
  • Rules behind the documents Arts 30 to 36 Where each document comes from, and what may or may not be carried.
    • Radio equipment Art. 30 An aircraft's radio is licensed by its country of registration and may be used only by flight crew licensed for it.
    • Licences of personnel Art. 32 Crew licences come from the country of registration. But a country may refuse to recognise a licence another country gave to one of its own citizens.
    • Mutual recognition Art. 33 Countries accept each other's certificates and licences, as long as they meet at least ICAO's minimum standards.
    • No munitions of war Art. 35 No weapons or ammunition of war, or other items a country bans, may be carried.
    • Photography Art. 36 A country may ban or control cameras on aircraft flying over it.
  • Standards and transition Arts 37, 39 to 42 What happens when papers fall short of international standards, and the grace periods after a new standard.
    • SARPs Art. 37 Standards and Recommended Practices. ICAO adopts and updates them so that every country's rules are as alike as possible (Article 37).
    • Endorsed certificates Arts 39 and 40 Endorsed means noted on the paper. If a certificate or licence falls short of international standards, the shortfall is written on it, and that aircraft or crew may enter another country only with permission.
    • Older aircraft types Art. 41 Grace period for aircraft. A type submitted for certification before three years after a new airworthiness Standard is not covered by that Standard.
    • Older licences Art. 42 Grace period for people. Licences first issued before one year after a new Standard are exempt, but the Standard applies to every licence still valid five years after it was adopted.

Memory hook: Two certificates, licences, log, radio, people, cargo.

Takeaway: Seven documents on board, all issued or validated by the State of registry; endorsed papers need permission to enter.

Which papers must be on board?

Documents

Five groups of required documents. Read across for what is in each and how it is carried.

Memory hook: Physical copies are the rule; an approved Electronic Flight Bag is the only exception.

Takeaway: Originals or DGCA attested copies: aircraft, operator and crew papers, manuals and checklists, log book and charts, load and passenger papers.