How To Build a Checklist for Multi-Country Overflight Requests on Short Notice?

Planning a last-minute long-range business jet flight across multiple countries demands a disciplined, step-by-step approach backed by current knowledge of global aviation regulations. Under ICAO’s Chicago Convention, each country maintains full control over its airspace, meaning that even unscheduled business flights must obtain overflight and landing permits in advance. Operators should gather all necessary aircraft and flight details early and identify permit types and lead times for each country’s FIR. Because some nations require several days to process permits, building a detailed checklist helps ensure all clearances are secured—even on short notice.

What is a Multi-Country Overflight Request?

A Multi-Country Overflight Request is the process of obtaining official permission from multiple national civil aviation authorities (CAAs) to transit through their airspace without landing. It applies to international flights that cross several countries’ airspace en route to their destination.

Importance and Advantages

• Regulatory Compliance: Ensures the flight is legally authorized to pass through each country’s airspace, avoiding fines or denial of entry.
• Operational Continuity: Prevents last-minute diversions or delays by securing all required approvals in advance.
• Route Optimization: Allows operators to plan the most efficient, cost-effective route while complying with each nation’s requirements.
• Risk Mitigation: Helps identify and avoid restricted, politically sensitive, or unsafe airspace (e.g. conflict zones).
• Time-Saving: Coordinating all permits in one organized process reduces administrative burden and avoids duplicate effort across jurisdictions.

Step-by-Step Permit Request Process for Mılti-Country Overflight Flight Operations

Planning multi-country overflight operations requires meticulous coordination across jurisdictions. This step-by-step guide outlines the essential process—from gathering flight details to securing permits and handling last-minute changes—to ensure compliance and avoid costly delays:

1. Collect Flight Details: Assemble aircraft data (registration, MTOW, performance, Integrated Initial Flight Plan Processing System (IFPS) codes), crew and passenger names with passports, cargo (if any), fuel stops, desired altitudes, and ATC route (waypoints/FIRs). Enter basic data early in your permitting spreadsheets. In practice, CAA forms typically ask for operator name, address, certificate numbers, flight schedule, ports of entry/exit, crew/PAX count, emergency equipment, etc. (For example, German CAA requires operator/security plan details and crew/passenger specifics; China requires a local sponsor letter.)

 

1. Identify Overflight/Landing Countries: Using your planned route, list every country you will enter or cross. Mark which ones need overflight permits (airspace transit) vs landing permits (if stopping). For example: flying LHR→OMDB→VOBL might overfly France, Italy, Greece, Turkey, UAE, Oman, and require landing permits in UAE and India. Check the specific rules: e.g. France does not require an overflight permit (but charter flights need a landing permit), whereas flying over Saudi airspace does require an overflight permit (3 bd). Reach out to Just Aviation for further info and the latest updates.

 

1. Check Lead Times & Working Days: Build deadlines based on each authority’s lead time and working days. Many CAAs count business days (bd) only and observe local weekends (e.g. Saudi weekend is Thu–Fri). Some key examples: Germany requires 5 bd (min 3 bd with perfect docs) ; China 3 bd; Italy (private) 24 h; France 5 bd; Turkey/Poland 0 bd (just notification). Note if any CAA is closed weekends or has staff limits (Kenya’s CAA is closed on weekends). Set internal internal cut-offs (e.g. collect info at –72 h UTC, apply at –48 h, etc).

 

1. Gather Required Documents: Some permits need extra paperwork. Common requirements: current AOC/operations specs, Certificate of Registration & Airworthiness, Noise Certificate, Third-Party Liability insurance (EU 785/2004 format or ICAO standard), crew licenses, medicals, passport copies, and a maintenance release (for some Asian CAAs). Unique examples: Colombia wants ELT serial numbers, Philippines demands a color photo of the aircraft’s tail, Kenya a maintenance log excerpt. For charter flights, some states demand a Foreign Operator Questionnaire or sponsor letter. Always attach an ICAO-compliant flight plan form (FPL) or use the country’s request template.

 

1. Submit Permit Requests: Send each application per the country’s procedure: many CAAs accept email or online form; some (Morocco, parts of Africa) require AFTN telex. Include all data and documents in one package. For example, Saudi overflight requires crew/pax and aircraft certificates (but not sponsor) , whereas landing in Saudi does need a local sponsor and ground handler info.

 

1. Confirm & File Flight Plan: Once issued, write each permit number into your ICAO flight plan Item 18 (“Other information”), or as specified by the CAA. (For example, Saudi instructions say the permit number “must be included in Item 18.”) Print or PDF every approval and have it on board. If any permit is delayed until just before departure, coordinate an emergency contingency (alternate routing avoiding that airspace or last-minute diplomatic call).

 

1. Monitor & Revise If Needed: If your Estimated Time of Departure (ETD) / Estimated Time of Arrival (ETA) changes by ≥24 h, submit permit revisions. Many countries allow changes but require notice (German CAA mandates a 48-hour lead on revisions; China permits only two revisions before restarting). Never assume a permit “stays valid” beyond its specified time window. In practice, build cushion time before departure: for instance, German permits are dated UTC (“Zulu-day”), so a one-day delay can invalidate them without amendment. Prepare to reapply or renew if delays occur.

 

1. Final Checks: Shortly before departure, verify all navigational fees are paid (some CAAs won’t issue permits if invoices are unpaid). Checking airport curfews/slot requirements are needed: e.g. Heathrow (EGLL) forbids arrivals 2300–0430 GMT (operate via London Luton or align with slot window). Reviewing FIR boundaries is also important: certain zones may require specific routing clearance; avoid overflying any NOTAM’ed restricted areas. Confirming crew visas and immigration paperwork (many African/Asian overflights require transit visas even without landing) is also one of the final checking processes.

Key Considerations for Permit Processing

Permit processing isn’t just about submitting forms—it requires awareness of timing, regulations, and regional quirks. This overview highlights key considerations such as lead times, local hours, airport curfews, and diplomatic protocols that can impact flight approvals:

Lead-time Variance

Prepare for extremes. While many permits can be done in 1–3 business days, some require weeks. For example, Cameroon and Angola typically take ≥7 bd; Venezuela may need 30 bd for long stays. Conversely, some regions issue permits on demand (e.g. France private overflight requires essentially no notice). If time is very short, identify “short-notice-friendly” countries: many Central American and Caribbean permits are instant notifications, and a few African states (e.g. Kenya via online system, though closed on weekends

Time Zones & Local Hours

All deadlines are on local working days. A 24-hour lead time means “24 h local”, which can be double your home-time if flying east or west. For example, applying on Monday UTC may be Tuesday Tehran time (UTC+4½), which reduces effective processing time. Keep a world clock handy. Example: Saudi CAA closes on GMT 20:00 local (midnight UTC). An application Friday late may not be seen until Sunday. Using the UTC-based time-zone map to plan submittals can avoid such pitfalls.

Airport Curfews & Slots

Major airports often restrict operations at night or peak: e.g. many European city airports ban GA arrivals overnight or require noise certificates. Apply for PPR (Prior Permission Required) or slots where needed (e.g. London, Paris, Rome during curfew). Remember: a refused slot or closed airport can force a last-minute reroute (scramble for a landing permit elsewhere).

Diplomatic Protocol

Although the focus here is civil overflight, note that flights carrying diplomatic flight planning or foreign government officials may need separate diplomatic clearances (even if non-scheduled, these are often State Aircraft by definition). Verify the nationality of VIPs and coordinate via diplomatic channels if required. Even “private” flights carrying certain nationals might trigger extra security.

FIR Boundaries & Notams

A flight plan must respect FIR boundaries. If overflying a country that requires permits, ensure the route leg falls entirely within authorized airspace. Some countries issue “route restrictions” (e.g. over conflict zones): use current international NOTAM (e.g. NOTAM A1042/20 for unsafe areas) to avoid forbidden airspace.

Financial & Fees

Pay navigation and overflight fees promptly. Some CAAs (e.g. Gabon) demand advance payment by wire transfer before issuing permits. Keep receipt copies. Outstanding fees can lead to permit denial at the last minute.

Best Practices for Short-Notice Ops

Advance Preparation

Keep up-to-date copies of all important aircraft documents and crew passports (preferably digitally and physically). Maintain a “permit requirements” file or subscription for quick country reference. Pre-complete recurring documents (e.g. insurer’s standard form for Germany, sponsor letters for China, etc.) so they can be attached immediately.

Route Optimization

When short of time, choose routes with the fewest CAAs, and overfly countries known for quick approvals. For example, a London → Bangalore trip might fly UK-France-Turkey-India, exploiting France’s simple rules and Turkey’s notification-only overflight. Conversely, flying via the Middle East (over UAE/Oman) could eliminate Africa permits. Analyze winds vs permit load – sometimes the slightly longer path is worth avoiding a 5-day permit.

Monitor Permits Up to Departure

If any approval is still outstanding, escalate immediately: re-send to alternate contacts, or provide additional info if asked. Keep permit agencies aware of the 24–48 h timeline urgency. Note that many CAA websites state “short-notice requests may be possible at the CAA’s discretion”. A polite reminder or time-sensitive “urgent” flag can help, but never assume verbal promises – get the written permit.

Plan for Delays

Have backup plans. If an overflight is finally refused or delayed, you may need to reroute or divert. Identify a realistic alternate route in preflight planning. Building fuel stops at neutral countries (Dubai, Doha, Nairobi) can provide flexibility.

 

Overflight & Landing Permit Documentation Checklist (Overall)

Section	Required Items	Notes / Details
Aircraft & Operator Data	– Aircraft Registration – AOC & Ops Specs – Radio Station & ELT Licenses – Noise Certificate – Insurance Certificate (ICAO or EU 785/2004)	Ensure all docs are current and match recent renewal dates.
Crew & Passenger Info	– Crew full names + license numbers – Passport/visa validity – ELT Serial Number (if required) – Emergency contact info	Some CAAs request Emergency Locator Transmitter Serial Number (ELT SN), emergency comms, or pilot license copies.
Flight Plan Info	– Routing (airways, FIRs, waypoints) – Cruising altitudes – ETD/ETA in UTC – Fuel stop airports/trip legs	File 2–4 hours before departure. Use the official ICAO format.
Country Requirements List	– Country name – Permit type (Overflight/Landing) – Lead time – Submission channel (email, AFTN, portal) – Fees – CAA contact info	Create a master sheet; track status (sent/approved + timestamps).
Country-Specific Docs	– e.g. FOQ (France), Security Plan (Germany), Sponsor Letter (Qatar/China) – Ground handler details (India, Gulf States) – Diplomatic notes if applicable	Research and prepare these before initial permit requests.
Submission Tracking	– Application copies/screenshots – Approval emails or PDF permits – Permit Numbers (log upon receipt)	Maintain centralized tracking with timestamps and contacts.
Flight Plan Filing (ATC)	– Item 18 entries for permit numbers (RMK/PERMNO=XXXX) – Route remarks if required – Crew copy of permits	Incorrect or missing permit numbers in the FPL can cause rejection or rerouting.
Onboard Documentation	– Printed & digital copies of: permits, fuel receipts, crew documents, passports	Some FIRs may request permit verification airborne or upon landing.
Contingency Plan	– Alternate routings (filed/not filed) – Diversion airports – Emergency contacts (embassy, handler, CAAs)	Essential if FIR permits are delayed/denied or airspace restrictions change suddenly.

Example Multi-Country Routes and Overflight

These examples illustrate the mix of national rules. Always check the latest country notes—Just Aviation provides regular updates to help you stay informed:

Paris (LFPG) → Cairo (HECA) → Nairobi (HKJK)

Overflies Italy, Greece, Libya, Sudan. Permits: EU Schengen overflights (Italy, Greece) are generally free for private flights. Libya/Sudan require permits (Libya lead-time often 3–5 bd; Sudan ~3 bd). Cairo requires an Egypt landing permit (5 bd). Nairobi (Kenya) requires no permit for transit, but a landing permit (about 2 bd) and allows 72 h ground. Curfews: Note Paris adds a 06:30–16:30 UTC slot constraint in summer.

Dubai (OMDB) → Accra (DGAA)

Overflies Saudi, Egypt, Niger. Saudi overflight permit (3 bd); Egyptian permit (~3 bd, requires AFTN filing with ICAO flight plan); Niger permit (~1 bd); Ghana landing (5 bd in advance). Alternate: Emirates flights often detour via Sudan/Ethiopia/East Africa for Africa trips.

 

Just Aviation specializes in comprehensive flight support for business aviation operators worldwide. From urgent overflight and landing permits to optimized routing and regulatory compliance, our team ensures your missions proceed smoothly, even on the tightest timelines. With a strong focus on optimizing operational efficiency, global expertise, and 24/7 operational support, we simplify complex multi-country trips so you can focus on flying. Trust Just Aviation to deliver precision, speed, and reliability—anytime, anywhere. Reach out today to elevate your next operation.