You rely on your records every time your aircraft leaves the ground. One missing aircraft logbook entry can be the difference between passing an audit and being grounded on the ramp.
If you want to keep your fleet flying safely, understanding how to create and maintain a compliant aircraft logbook entry isn't just a best practice; it's a requirement. Let's break down exactly what you need to know to get it right every time.
An aircraft logbook is the official record of an aircraft's history. It documents maintenance, repairs, alterations, and inspections, such as annual and 100-hour checks.
It also tracks Airworthiness Directive (AD) compliance and key time totals, like flight hours. FAA rules require maintenance and inspection record entries under 14 CFR 43.9 and 14 CFR 43.11. These records help prove airworthiness and support safe operation.
Many operators keep separate books or sections for major areas. Common categories include airframe, engines, propellers, and avionics or appliances. Pilots and crews also rely on flight logs for quick, day-to-day reference. Flight logs can help track recent flights, oil or fluid status, and what is due next.
Logbooks do more than store history. Entries show what work was done, who performed it, and when it was completed. Teams use these details to plan maintenance, track repeated issues, and avoid missed intervals.
Accurate logbooks help aviation teams:
Poor logbook entries can lead to extra inspection time, delayed flights, and compliance risk.
The FAA has strict rules about aircraft maintenance records. These rules help keep aircraft safe and ensure only airworthy planes are allowed to fly. If your logbooks don't meet these standards, you could face delays, fines, or worse.
Here are the key regulations you need to follow:
Following these rules is required. A digital record system like SOMA Software can help teams keep records organized and easier to review for completeness and consistency.
Logbook entry requirements depend on the type of work performed. Maintenance entries follow 14 CFR 43.9, while inspection entries follow 14 CFR 43.11. The list below covers common details for a complete entry, but required items can vary by entry type.
Use the date the work or inspection was finished. This date helps track intervals and due items. Teams should verify the date before approval.
Include the aircraft registration number when the entry applies to aircraft records. This keeps entries tied to the correct aircraft. Accurate tail numbers prevent audit confusion.
Write a short, clear summary of what happened and what action was taken. Use plain language and avoid vague phrases. Inspection entries should also state the type and extent of inspection.
List part numbers and serial numbers when parts are installed, removed, replaced, or tracked. This supports traceability and future planning. Accurate part data prevents rework.
Include an approval statement when the work requires return-to-service authorization. Inspection entries must state airworthiness status. Discrepancies should be listed when approval is not granted.
Include the name and signature of the person approving the work. Include the certificate number and the certificate type. These details support verification during review.
Reference an AD, SB, or inspection program when it applies. This ties the entry to the correct requirement. Clear references speed up inspections.
A strong logbook entry documents the work clearly and supports future review. Each step below helps reduce missed details and inspection delays.
Start with a short, specific summary of what was done. The summary should explain the issue and the action taken. Avoid vague wording like "maintenance performed." Use specific language such as:
"Replaced alternator due to failure during preflight run-up. Installed P/N 12345, S/N 67890."
This helps future maintenance crews, auditors, or inspectors quickly understand what happened and why.
Use the date the work was finished. Add flight time or Hobbs readings when needed. Inspection entries also need the aircraft's total time in service. This information supports interval tracking and inspection timing.
If the action was part of a scheduled inspection or required service, mention that context:
"Completed 100-hour inspection per FAR 43.11."
If the work relates to an AD, SB, or specific regulation, make that connection clear. Instead of listing codes without context, use plain language to explain:
"Complied with AD 2024-01-12 requiring torque check of aileron hinge bolts—no defects found."
This shows you're meeting FAA requirements and helps auditors verify compliance faster.
Include the name and certificate number of the person who performed the work. Include the approving person when a different person signs the entry. This confirms that qualified personnel completed and approved the task.
Electronic signatures can work when the record system keeps approvals secure and traceable. Always confirm your process matches FAA guidance and your operation's requirements.
Don't rush to sign off. Double-check every part of the entry for:
This review only takes a minute, but it can prevent major compliance issues later on.
Save the entry in a secure, searchable system. Records should stay organized by aircraft and maintenance event. Teams should be able to retrieve entries quickly during inspections.
A digital system like SOMA Software can help you:
Keeping entries in one searchable place avoids scattered records and ensures you're always audit-ready.
Seeing real-world aircraft logbook entry examples helps clarify what proper documentation looks like.
Here are three common types of logbook entries that show you how to write clear, complete, and FAA-compliant records.
This entry shows a standard 100-hour inspection. It includes a brief description, part replacement, and all required technician info.
Why this works: The entry includes the inspection type, aircraft total time, and a clear return-to-service statement.
This entry shows how to properly log a part that was removed and replaced.
Why this works: The entry explains the issue, the action taken, and the installed part details for traceability.
This entry documents compliance with an FAA Airworthiness Directive.
Why this works: The entry references the AD and documents the inspection outcome in plain language.
Small logbook errors can cause big delays. Most issues come from timing, consistency, and missing review steps. The fixes below help teams keep entries clean.
Waiting too long to fill out a logbook increases the chance of errors or missing details. Some teams forget to include key information like part numbers or technician names.
How to fix it: Always complete the logbook entry right after the work is done. Don't leave it for later or rely on memory.
If your records are scattered across paper folders or different computers, it's easy to lose track. That makes it hard to find what you need during audits or inspections.
How to fix it: Use one system to store records. A platform like SOMA Software can help centralize entries so teams can find records faster during inspections and audits.
If no one checks entries for mistakes, problems can build up over time. A single missed signature or wrong part number can lead to non-compliance.
How to fix it: Assign someone to review all entries regularly. Catching mistakes early saves time and keeps your records clean.
Without a system to track changes, you can't prove when or how a log entry was edited. That makes audits harder and may raise red flags.
How to fix it: Use a digital logbook process that supports clear change tracking and review. A system like SOMA Software can help teams manage updates more consistently and keep records easier to verify over time.
Paper logbooks and scattered files can slow reviews and increase risk. Digital systems help teams keep entries consistent and easier to find.
SOMA Software supports logbook management with tools that help teams:
SOMA helps teams reduce errors and keep records easier to verify. Get a quote today!
