How to File a Flight Plan: Steps for Pilots and Dispatchers

Filing a flight plan tells air traffic services where you are going, when, and how. The details of who accepts it and how early differ by country, but the steps are similar everywhere.

Before you file

1. Check the weather at departure, destination and alternate, and the forecast along the route.
2. Read the NOTAMs for the airports, the route and the airspace you will use.
3. Choose the route and cruise level, and work out the time en route.
4. Plan the fuel and make sure the weight is within limits.
5. Confirm the aircraft's equipment and approvals, which go into items 10 and 18.

Completing the form

Fill in the ICAO items in order: aircraft identification, flight rules, aircraft type, equipment, departure and off-block time, speed, level and route, destination and elapsed time, alternates, other information, and supplementary data. The flight plan guide explains each item.

Where to file

• Airline and business operators usually file through their dispatch or flight planning system.
• Other pilots file with the air traffic services reporting office, or through the national system or an approved app. In Europe, IFR plans are checked by EUROCONTROL's flight plan processing system. In the United States, plans can be filed through Flight Service.

Rules on how early to file vary by State and by type of flight, so check the aeronautical information publication (AIP) of the country you depart from.

After filing

• You normally get an acknowledgement or a rejection with the reason. Fix errors and refile.
• If the departure is delayed, send a delay message with the new off-block time, because a late flight plan may be cancelled.
• If the flight is cancelled, send a cancellation message.
• For some flights you must close the flight plan on arrival.

Open the flight plan generator

FAQ

Do I need a flight plan for every flight?

Not always. VFR flights in many places do not require one, but IFR flights and flights crossing borders generally do. Check the rules of the airspace you use.

What happens if my flight plan is rejected?

The system returns an error message. Correct the item it names and file again.

More guides

• How to Calculate Crosswind and Headwind Components
• How to Read a METAR: A Plain-English Guide
• How to Read a TAF: Airport Forecasts Explained
• What Is in an ICAO Flight Plan? Every Item Explained
• The Wind Triangle Explained: Heading, Ground Speed and Drift
• FAA Part 117 Explained: Flight Time, Duty Period and Rest
• Flight Fuel Planning Explained: Trip, Contingency, Alternate and Reserve
• Density Altitude Explained: How Heat and Height Cut Performance
• How to Read a NOTAM: ICAO Format Explained

For training and reference only. Check official sources before any real flight.