How to Fill and File an ICAO Flight Plan Form: A Step-by-Step Guide

Filing an ICAO Flight Plan is essential for pilots, dispatchers, and air operators preparing for both domestic and international flights. Properly completing and filing this form ensures that Air Traffic Control (ATC) has all the information needed for a safe and efficient flight. This guide will walk you through each field in the ICAO Flight Plan Form, ensuring your flight is compliant and well-prepared for departure.

Step 1: General Information on the ICAO Flight Plan Form

Before you begin, ensure you have the latest ICAO Flight Plan Form, which is generally provided by the relevant civil aviation authority or available digitally on aviation software platforms. The form is divided into sections that capture specific flight details, including aircraft information, route, estimated times, and alternate plans.

Key Sections:

Aircraft Identification and Equipment
Flight Rules and Type of Flight
Departure and Destination Information
Cruising Speed and Altitude
Route Information
Arrival and Alternate Airports
Supplementary Information

Step 2: Aircraft Identification and Equipment

Field 7 – Aircraft Identification: Enter the aircraft’s registration number or flight number. This should match the callsign that ATC will use for communication. For commercial flights, it may be the airline code and flight number (e.g., “BA123”).
Field 8 – Flight Rules and Type of Flight:

Flight Rules: Enter “I” for IFR (Instrument Flight Rules), “V” for VFR (Visual Flight Rules), or “Y” if changing from IFR to VFR, and “Z” if changing from VFR to IFR during the flight.
Type of Flight: Enter “S” for scheduled, “N” for non-scheduled, “G” for general aviation, “M” for military, or “X” for other.

Field 10 – Equipment:

Navigation and Communication Equipment: Specify the equipment onboard with a single letter code (e.g., “S” for standard equipment).
Surveillance Equipment: Indicate transponder capability, such as “A” for Mode A, “C” for Mode C, or “S” for Mode S with ADS-B capabilities.

Step 3: Departure Information

Field 13 – Departure Aerodrome and Time:

Departure Aerodrome: Enter the ICAO code of the departure airport (e.g., “KLAX” for Los Angeles International). If the airport doesn’t have an ICAO code, enter “ZZZZ” and specify the location in Field 18 (Other Information).
Departure Time: Enter the estimated time of departure in UTC (HHMM format).

Step 4: Cruising Speed and Altitude

Field 15 – Cruising Speed, Level, and Route:

Cruising Speed: Enter the planned cruising speed in knots (e.g., “N0450” for 450 knots) or Mach number (e.g., “M080” for Mach 0.80).
Cruising Level: Specify the initial cruising altitude or flight level, using “F” for flight levels (e.g., “F330” for FL330) and “A” for altitude (e.g., “A100” for 10,000 feet).
Route: Detail the route, including waypoints, airways, and any planned changes in speed or altitude along the flight path.

Step 5: Destination, Alternate, and Estimated Times

Field 16 – Destination Aerodrome, Total Estimated Elapsed Time, and Alternate Airports:

Destination Aerodrome: Enter the ICAO code of the destination airport (e.g., “EGLL” for London Heathrow).
Total Estimated Elapsed Time: Indicate the estimated time from departure to arrival in HHMM format.
Alternate Aerodromes: Provide ICAO codes for up to two alternate airports in case of diversion.

Step 6: Additional and Supplementary Information

Field 18 – Other Information: Include any additional information relevant to the flight, such as:

NAV/RNAV Capabilities: Details on RNAV capabilities if applicable.
PBN (Performance-Based Navigation): Add codes for RNAV or RNP capabilities.
EET (Estimated Elapsed Time): Enter times for crossing different Flight Information Regions (FIRs).
ALTN: Specify alternates if not listed elsewhere.
RMK (Remarks): Any other notes relevant to ATC or operational needs.

Field 19 – Supplementary Information: Provide details to be used in emergencies, such as:

Endurance: Fuel endurance in hours and minutes (e.g., “EET 0400” for 4 hours).
Persons on Board: Specify the total number onboard, including passengers and crew.
Emergency Radio: Indicate the type of emergency equipment and survival gear on board.

Step 7: Filing and Submitting the Flight Plan

Review the Completed Form: Double-check all entries for accuracy, as mistakes in speed, altitude, or route can lead to misunderstandings or delays.
Submit the Flight Plan:

Electronic Submission: Many modern systems allow for electronic filing through digital aviation platforms or directly via ATC’s electronic systems.
Telephone or Fax Submission: Contact the relevant ATC center to confirm the preferred submission method in your area.

Confirm Receipt: Once submitted, ensure that ATC has received and approved the flight plan.

Step 8: Amendments and Updates (If Necessary)

If any changes occur before departure, such as timing adjustments, amendments should be filed with ATC. Use the same system or contact method as the initial submission to amend the flight plan promptly.

Tips for Filling and Filing Your ICAO Flight Plan

Use ICAO Standard Codes: When detailing equipment and route information, ensure all codes follow ICAO standards.
Stay Organized: Have all necessary data ready before filling the form. This includes destination information, alternate airports, and specific equipment codes.
Keep Copies: Retain a digital or printed copy of your filed flight plan for reference.
Use Tools and Apps: Many pilots and dispatchers use software that assists with completing and filing ICAO flight plans accurately, reducing the chance of errors.

Completing and filing an ICAO Flight Plan may seem complicated at first, but with practice, it becomes a straightforward part of your pre-flight preparations. Following this step-by-step guide will ensure that you meet all requirements and help you confidently handle this essential responsibility.