A systematic 9-step flight planning before every cross-country flight.
1. Obtain briefing material
Weather:
- METAR and TAF for departure, destination, alternate
- GAFOR (VFR area forecast)
- SIGMET, AIRMET for the route
- SIGWX (significant weather) chart
- Upper wind and weather charts
NOTAMs:
- Pre-flight Information Bulletin (PIB) from national AIS
- Specific for airfields (Annex 1), en-route (Annex 2), navaids
- Check AIP: AD section per airfield, ENR section for route
2. Route selection
| Aspect | What to check |
|---|---|
| Terrain | Minimum safe altitude (MSA), avoid mountain climbs with low-trainer |
| Airspace | Controlled airspaces and restricted areas must be explicitly considered in route planning — class C/D near major airfields to circumnavigate or pre-clear |
| Danger/restricted areas | Adjust flight plan; with active areas calculate alternative |
| Weather | Frontal systems, visibility along route |
| Landmarks | Identifiable points for pilotage (lakes, towns, rivers, railways) |
3. Plot route on chart
- Straight legs between waypoints (straight lines minimise error).
- 10-NM marks along each leg (time and distance).
- Checkpoints every 10–15 NM at unique landmarks.
4. Measure courses
| Step | Calculation |
|---|---|
| 1. True Track (TT) | from chart (geographic) |
| 2. True Heading (TH) | TT − Wind Correction Angle (WCA) |
| 3. Magnetic Heading (MH) | TH ± variation |
| 4. Compass Heading (CH) | MH ± deviation |
CDMVT order (see Subject 020 §8.3).
5. Headings and ground speed
With CRP-5 / E6B / SkyDemon / ForeFlight:
- TAS (from AFM cruise table at planned altitude/power)
- Wind (forecast)
- → WCA, GS
6. Fuel calculation
See §3.2 (fuel planning per NCO.OP.125).
7. Submit a flight plan (if required)
When is a flight plan required?
An ATS flight plan (FPL) is mandatory for:
- Cross-border flights — even purely VFR.
- Flights in controlled airspace classes A, B, C, D (often via radio clearance; FPL for IFR/long cross-country).
- Aerobatic flight in controlled airspace or over controlled aerodromes — FPL required.
- Night VFR cross-country flights — the pilot must submit a flight plan AND maintain two-way radio communication on the relevant ATS channel.
- IFR flights in general.
- SAR-relevant flights (search-and-rescue support).
How is the flight plan submitted?
The pilot submits the required flight plan to the appropriate ATS unit, typically via the appropriate AIS office (Aeronautical Information Services). In Germany this is via the AFTN/SITA network through the AIS desk; the pilot files online (DFS portal) or via service providers (Jeppesen, SkyDemon).
How early?
At the earliest 120 hours (= 5 days) before the planned departure day a VFR flight plan can be submitted. This window is set in ICAO Doc 4444 PANS-ATM and adopted in most national AIPs.
At the latest 60 minutes before EOBT the flight plan should be filed.
Flight plan content — fields (key extracts)
The ICAO flight plan has standardised fields. Important details for PPL VFR:
| Field | Content | Example |
|---|---|---|
| Field 7 | Aircraft callsign | DEMRA |
| Field 8 | Flight rules and type of flight — for VFR + general aviation: "VG" (V = VFR, G = general aviation) | VG |
| Field 9 | Aircraft type and wake-turbulence category | C172/L |
| Field 13 | Departure airfield (4-letter ICAO code) — for an airfield without an ICAO identifier, "ZZZZ" is entered, and the airfield name is given in Field 18 under "DEP/" in long-hand | ICAO: EDDM; or ZZZZ + DEP/Hahnweide |
| Field 15 | Cruise speed as TAS (True Airspeed) and cruise level | N0110F095 (110 kt TAS, FL095) |
| Field 16 | Destination + EET + alternates | EDDS0102 EDDF |
| Field 18 | Additional info (DOF, RMK, DEP/, DEST/, etc.) | DOF/260615 |
EOBT (Estimated Off-Block Time)
The EOBT is the estimated off-block time (when the aircraft leaves the parking position). It is always given in UTC in the flight plan after the airfield code. All times in the flight plan are in UTC.
Delay beyond EOBT
If the actual off-block time at an airfield without ATC (uncontrolled) exceeds the submitted EOBT by more than 30 minutes, the pilot must change the flight plan with a new estimated off-block time at the AIS office. Otherwise the flight plan may expire or trigger SAR activation.
Take-off time at an uncontrolled aerodrome
When a flight plan has been filed for a flight from an uncontrolled aerodrome, the actual take-off time must be transmitted to ATC immediately after take-off (by radio to FIS or the appropriate ATS unit). ATC then activates the flight plan.
Filing a flight plan during flight
A flight plan can also be filed during flight via FIS (Flight Information Service) — by radio to the FIS unit, which forwards the plan to AIS. Common with spontaneous destination changes or surprise cross-border.
Landing report
- Landing at an international airfield with ATC: when a flight plan was filed, no separate landing report is required from the pilot — ATC closes the flight plan automatically.
- Landing at an uncontrolled airfield: the pilot must close the flight plan via radio to FIS or by phone at the AIS office.
- Landing at an airfield ≠ destination filed in flight plan: the pilot must immediately after landing inform AIS to prevent SAR activation.
Reporting expected landing time
The pilot can report his expected landing time by radio to the appropriate ATC unit or, if unavailable, to FIS for forwarding to AIS. It is assumed he is already in the traffic pattern and landing is assured.
Where are details set out?
Details on types, contents, form, and procedures of flight plans are documented in the AIP VFR, Section ENR (en-route) for VFR operations. The pilot consults the national AIP for national specifics (e.g. AIP Germany ENR 1.10 for flight plans).
8. Brief passengers (NCO.OP.135)
- Seat belts used correctly
- Emergency exits and procedures
- Emergency equipment (extinguisher, life vests, ELT activation)
- No smoking
- Sterile cockpit rule in critical phases (take-off, approach, landing)
9. Calculate take-off and landing distances
For destination and alternate with forecast wind and temperature. Compare against TODA/LDA from AIP (see §2.4).