Aircraft Documents

There are a number of documents that must be carried on board an aircraft at all times. This page provides student or renter pilots with both a Proof of Airworthiness Shortlist as well as detailed information on the required Aircraft Documents:

1. Two Certificates
   • Certificate of Airworthiness (C of A)
   • Certificate of Registration (C of R)
2. Two Books
   • Journey Log
   • Pilot (Aircraft) Operating Handbook (POH)
3. Two Sets of Licences
   • Pilot Licence (Including Medical)
   • Radio Operator's Licence
4. Two Papers
   • Interception Signals
   • Weight and Balance Report

Private aircraft must also carry Proof of Insurance.

Proof of Airworthiness (Shortlist)

Check for these items in the Journey Log:

• OFC aircraft inspection carried out within the last 50 flight hours (Cessna Progressive Care Programme).
• Private aircraft inspection carried out within last 12 months.
• Compass swing conducted within last 12 months.
• ELT certified within last 12 months.
• No unrectified aircraft defects.

Certificate of Airworthiness

The aircraft must be operated pursuant to a Flight Authority (see CARS Part V Subpart 7 - Flight Authority), the most common type of which is the Certificate of Airworthiness.

Lists:

• registration, serial number, aircraft type, date of issue

Valid (in force) Providing:

• the aircraft is in an airworthy condition and all required equipment is on board, serviceable, and functioning
• any airworthiness defect is rectified and the aircraft is certified airworthy by an A.M.E.
• Airworthiness Directives (ADs) are completed (ADs are special maintenance outlines frequently issued by aircraft and aircraft component manufacturers).
• appropriate periodic inspections are carried out and entered in the journey log.
• the aircraft is operated in accordance with the Aircraft Operating Manual and the Weight and Balance requirements.

Expires (no longer in force):

• if any of the above conditions are not met

Renewal:

• The Annual Airworthiness Information Report must be submitted by the aircraft owner on a yearly basis - refer to CARS 501 - Annual Airworthiness Information Report
  (to see what this form looks like, click here)

Note:

Failure to submit the Annual Airworthiness Information Report to Transport Canada does not effect the C of A. However, this failure may result in a fine.

Certificate of Registration

Refer to CARS Part II, Subpart 2 - Aircraft Marking and Registration

Lists:

• registration, serial number, owner name and address, purpose (private, commercial)

Valid providing:

• no changes to above

Expires:

• if changes to the above (Transport Canada must be notified within 7 days)
• if aircraft is destroyed or permanently withdrawn from use
• if document is illegible or destroyed

Change of Ownership

• buyer must complete the Application for Registration of Aircraft (lower portion of the C of R) and submit it to Transport Canada
• buyer must complete lower portion of the Interim Certificate of Registration.
  This document is retained by the buyer and is valid for a period of 60 days.
• the only proof of ownership, however, is a bill of sale
• submit change of ownership card (included)

Journey Log

Refer to
CARS 605.94 - Journey Log Requirements and
CARS 605.93 - Technical Records - General

• On board for all flights unless the operator has an exemption letter from the Minister.
• When beginning a new log, enough entries relating to the old log must be entered so as to ensure that an unbroken chronological record is maintained.
• The old log must be kept for 1 year after the last entry.

Entries to be Made:

• Every individual flight (as soon as possible following the flight, by a competent person, in ink).
• Accumulated daily flights if the operator has an approved daily flight sheet (sign-out sheet).
• Inspections:
  • Based on accumulated airtime,
  • OFC aircraft inspection every 50 hours (Cessna Progressive Care Programme),
  • Private aircraft inspected annually.
  • Compass swing every 12 months.
  • ELT certification every 12 months.
• Aircraft defects and rectifications.

Aircraft Operating Manual (or Pilot Operating Handbook)

Refer to
CARS 605.04 - Availability of Aircraft Flight Manual

Lists:

• Normal, emergency, performance, weight and balance, and other handling procedures,
• The aircraft must be operated in accordance with this manual in order to keep the Certificate of Airworthiness in force.
• Must reflect the model year and exact type of the aircraft (eg., 1982 C172P, 1980 C152).
• Must be original or "Certified True Copy".

Pilot Licence, Medical
Certificate, and
Radio Operators Licence

1. Pilot Licence

Lists:

• Name, Address, Citizenship of holder
• Type (private/commercial) and Category (aeroplane, helicopter, etc.)
• Validity for Class (single, multi, land, sea, high performance, non-high performance)
• validity for Aircraft Types (eg., C500, B747, DA20, etc.)
• Ratings (instrument, instructor, type)

Expires:

• in force only when accompanied by a current medical certificate

2. Medical Certificate

Lists:

• Name, Address, and Birthdate of Holder
• Date of medical exam
• Category of Medical:
  1. Commercial Pilot
  2. Air Traffic Control
  3. Private Pilot
  4. Recreational Pilot
• Limitations (glasses, contact lenses, etc.)

Expires:

• Category 1:
  • If under 40 years of age: 1st day of 13th month after medical exam
  • If over 40 years of age: 1st day of 6th month after medical exam
• Category 3:
  • If under 40 years of age: 1st day of 60th month after medical exam
  • If over 40 years of age: 1st day of 24th month after medical exam

Renewal:

• Medical examination

3. Radio Operator's Licence

• Valid for Life

Radio Station Licence

Note:

• As of June 1, 1999, the Radio Station Licence is no longer required to be carried aboard Club
  aircraft.

Interception Signals

Lists:

• Actions to be undertaken when intercepted by another aircraft
• Can also be found in the Canada Flight Supplement

Weight and Balance Report

Lists:

• All current weight amendments
• All standard and optional equipment in the Licenced Empty Weight

Amendment Expires:

• With addition/deletion of equipment (radios, wheel pants, etc.)

Update with:

• New amendment (includes new licenced empty weight, C of G, and moment)

Proof of Insurance

• Privately registered aircraft must carry proof of liability on board