Flight planning is one of the most critical tasks a pilot performs before departure. It ensures your route, fuel, alternates, and compliance requirements are accounted for—whether you're flying VFR across controlled airspace or filing IFR for an international leg.
This article breaks down what a flight plan is, the different types used in commercial and general aviation, and how to prepare and file one correctly. You'll also learn how digital tools like SOMA Software can help ensure your aircraft is fully maintenance-ready before a flight plan is ever submitted.
A flight plan is an official document filed with aviation authorities that details your intended route, timing, fuel requirements, and other critical information before takeoff. It serves as a communication tool between pilots and air traffic control (ATC), ensuring safe navigation and efficient airspace management.
Flight plans are mandatory for most commercial operations, international flights, and any flight under Instrument Flight Rules (IFR). By filing one, you provide ATC with the details needed to coordinate traffic and initiate search and rescue (SAR) if required.
Flight plans serve multiple essential functions in aviation safety and efficiency:
Your flight plan also helps you conduct thorough preflight planning, ensuring you've considered weather, airspace restrictions, fuel requirements, and alternate landing options. This systematic approach significantly reduces the risk of in-flight surprises or emergencies.
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Different operations require specific types of flight plans to meet regulatory requirements and operational needs.
VFR flight plans are used for operations conducted under visual meteorological conditions. While not always mandatory, they provide valuable safety benefits.
Filing a VFR flight plan activates search and rescue monitoring but doesn't provide ATC separation services. You must maintain visual separation from clouds and other aircraft.
VFR flight plans are particularly important for cross-country flights over remote areas where an aircraft incident might go unnoticed.
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IFR flight plans are required for operations in controlled airspace, poor weather conditions, or when visual reference to the ground isn't possible.
When you file an IFR flight plan, you receive ATC clearances, routing instructions, and separation from other aircraft. IFR flight plan filing is mandatory for commercial operations and any flight in instrument meteorological conditions.
The IFR flight plan format requires more detailed information about your aircraft's navigation capabilities and performance.
A composite flight plan combines VFR and IFR segments in a single flight. This allows you to transition between different flight rules as conditions or airspace requirements change.
For example, you might depart under IFR in busy airspace, then cancel IFR and continue under VFR in clear weather and less congested areas. This flexibility can be advantageous for efficiency and operational flexibility.
DVFR flight plans are required when entering or operating within an Air Defense Identification Zone (ADIZ). These special areas, often near international boundaries, have additional security requirements.
Filing a DVFR flight plan helps defense authorities identify your aircraft as authorized traffic. It includes your transponder code and detailed timing information to prevent security concerns.
Preparing and filing a flight plan is more than completing a form—it's a structured process of actions that ensure your flight is safe, compliant, and coordinated with ATC. Follow these seven steps to create and file a complete, accurate flight plan.
Every flight plan starts with accurate identification of the aircraft and its capabilities. This information allows ATC to understand what kind of aircraft they're working with, its performance limits, and what navigation services it can accept.
A common mistake is misfiling equipment codes. For example, if you incorrectly declare "RNP-AR" capability, ATC might clear you for an approach you cannot legally or technically perform. Always review the aircraft's MEL (Minimum Equipment List) and avionics suite to file only what is available on that day's flight.
The next step is to clearly define where the flight begins and ends. ATC uses this to manage traffic flows, assign preferred routings, and ensure separation in congested areas.
Pilots should also check that the chosen aerodromes are open and suitable for the operation. This means confirming runway length for performance, available approach types (e.g., precision vs. non-precision), and airport hours. For international flights, customs/immigration availability is also critical.
An overlooked factor is destination NOTAMs. Imagine filing KBOS as your destination, only to discover on arrival that a major runway is closed for maintenance. Cross-check NOTAMs and TAFs (Terminal Aerodrome Forecasts) to confirm your departure and destination are both operationally viable.
Your route is the backbone of the flight plan. It tells ATC how you intend to move from departure to destination while fitting into the broader airspace structure.
Routes may be direct (DCT), along published airways, or based on RNAV waypoints. The choice depends on aircraft capabilities, ATC requirements, and airspace complexity. For example, a GA pilot might file a direct VFR route across rural airspace, while a long-haul flight from JFK to LHR will follow published oceanic tracks (NATs).
Regulatory and operational considerations also apply. In busy regions, preferred routings are often published to prevent congestion. Ignoring these can lead to delays or ATC reroutes. Terrain is another factor: routes must maintain safe altitudes above minimum obstacle clearance levels.
Modern software helps validate routes before filing, flagging errors or conflicts. This prevents embarrassing rejections and keeps the clearance process smooth.
Altitude and timing estimates are essential for traffic management and flight efficiency. ATC uses this information to deconflict aircraft in the same sector and plan sequencing into terminal areas.
Under IFR, hemispheric rules apply: eastbound flights are filed at odd flight levels (FL330, FL350), and westbound at even flight levels (FL340, FL360). Exceptions may apply in RVSM (Reduced Vertical Separation Minimum) airspace or local procedures. VFR pilots also follow hemispheric altitude rules but base them on altitudes above ground level.
The Estimated Enroute Time (ETE) is based on aircraft performance and winds aloft. Filing a conservative time is recommended; if your ETE is too short, you may arrive before ATC expects you, causing sequencing issues. Conversely, overestimating by too much could trigger unnecessary SAR alerts if you don't close a VFR plan on time.
Example: A Boeing 737 flying JFK–BOS might log an ETE of 00:50. A Cessna 172 flying the same leg could log 03:30 depending on routing and performance. Always factor winds, climb rates, and descent profiles into this calculation.
Fuel planning is not just a safety practice—it's a legal requirement. ICAO and FAA regulations mandate minimum reserves to ensure that flights can handle diversions, holds, and delays.
Your plan must include:
For alternates, consider not only weather minima but also runway length, instrument procedures, and services available. A widebody jet cannot divert to a small regional strip with no customs or maintenance.
Example: A 737-800 JFK–BOS may carry 3,000 lbs trip fuel, 300 lbs contingency, 1,000 lbs alternate (KBDL), and 2,000 lbs reserve. A general aviation pilot might carry extra beyond legal minima simply for peace of mind.
Failure to plan properly for alternates has led to high-profile incidents. In 2016, a LaMia RJ85 crashed due to fuel exhaustion when no realistic alternate was included. This highlights why alternate planning is non-negotiable.
This section ensures SAR and ATC know who is onboard and what equipment is available in emergencies.
For international or oceanic flights, inspectors may verify emergency equipment against the filed plan. Filing "life rafts onboard" when you don't have them is a serious compliance issue. For GA pilots, ensuring an ELT is functional and logged in the plan could mean the difference in SAR effectiveness.
The last step is to actually file and activate the plan. This is where preparation becomes operational.
Filing methods:
Filing windows:
Verification: Check all entries before submission—incorrect altitudes, route errors, or outdated equipment codes often cause ATC to reject plans.
Activation:
Amendments and Cancellations: Plans can be amended if weather changes or canceled if flights are scrubbed. This must be done through ATC, Flight Service, or electronic filing systems.
Final action: Always request confirmation and read back IFR clearances word-for-word to avoid miscommunication.
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Below is a simplified example of an ICAO flight plan form for a typical commercial flight:
Flight plans are essential for safety, efficiency, and regulatory compliance in aviation operations. Proper preparation requires attention to detail and coordination across multiple departments.
SOMA Software helps aviation organizations streamline this process by integrating flight operations with maintenance tracking. Our platform ensures your aircraft are ready when needed, with all required inspections and maintenance completed before flight plans are filed.
By centralizing your operational data, SOMA eliminates the disconnect between maintenance status and flight scheduling. This integration helps prevent delays, reduce compliance risks, and keep your fleet flying safely and efficiently.
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For VFR flights in uncontrolled airspace, you generally aren't required to file a flight plan, but it's still recommended for safety. IFR flights, international flights, and operations in controlled airspace legally require flight plans before departure.
A flight plan creates a record of your intended route and timing, enabling ATC to track your progress and initiate search and rescue if you don't arrive as planned. It also helps coordinate traffic flow and prevent conflicts between aircraft.
You can file an FAA flight plan through the Leidos Flight Service website, by calling Flight Service at 1-800-WX-BRIEF, using various flight planning apps, or in person at an airport flight service station before departure.
If you need to deviate from your filed flight plan, you must notify ATC as soon as possible. For IFR flights, you must receive clearance for any changes. For VFR flights, simply update Flight Service with your new intentions.
