What Do Business Flight Operators Need To Prepare for Flight Permits in Ferry, Maintenance, and Delivery Flights

International ferry, maintenance, and delivery flights require careful permit planning and documentation. Each flight type has distinct requirements: ferry flights often involve special “permit to fly” authorizations when an aircraft’s airworthiness certificate is not valid, maintenance flights focus on approving post-maintenance or repositioning flights, and delivery flights entail export approvals and import clearances for new or sold aircraft. Understanding how to obtain a flight permit for international flights is essential to ensure compliance and minimize delays. Below we outline the key steps and considerations for each flight type, with operational scenarios and timing strategies.

Ferry Flight Permits

Ferry flights (also called special flights) relocate an aircraft without passengers or cargo, often for maintenance, storage, or repositioning. If the aircraft does not hold a valid Certificate of Airworthiness (CoA) – for example after a heavy maintenance or with an expired inspection – most regulators require a Special Flight Permit (US) or Permit to Fly (EASA) before departure. For instance, the FAA explicitly authorizes ferry permits “to a base where repairs, alterations, or maintenance are to be performed” and “for delivering or exporting the aircraft”.

 

Likewise, EASA’s Permit-to-Fly is an ad-hoc airworthiness certificate granted when an aircraft “needs to fly but cannot hold a valid CofA”. In practice the operator obtains this permit from the CAA of the state of registry (for a non-EASA aircraft) or through the Member State authority if EU-registered, often requiring a statement by a certifying engineer that the airplane can fly safely (typically a Form 8130‑6 in the US or EASA Form 1/8130‑3 in Europe).

 

Once the special permit is approved, carry all normal documents onboard – current registration or temporary permit, insurance certificate, pilot licenses/medicals, and the maintenance release for any recent work. The operator must also submit permit applications for any countries whose airspace will be used: this typically means filing for overflight permits and landing permits to each CAA on the route.

 

Permit requests generally include the proposed flight plan, aircraft registration, insurance cover page, and in the case of landing permits a crew/passenger manifest and weight data (many CAAs specifically require proof of valid liability insurance covering the flight). Throughout the process, the operator coordinates with the relevant CAAs to meet each country’s lead time. As one industry guide notes, “the operator submits the flight plan, aircraft registration, and proof of insurance to the aviation authorities to secure approval” of overflight and landing permits.

Example Operational Scenario

A business jet (e.g. a Dassault Falcon 2000EX) suffers an AOG in Athens (LGAV) and must be ferried to a maintenance base in Nice (LFMN). Before departure, the operator obtains a Greek special flight permit (since the CoA is technically invalid for the ferry), and files for French landing clearance at LFMN. They submit the aircraft’s maintenance logbook or release certificate, insurance documents, and crew passports.

 

The ferry flight plan from Greece to France is short (no foreign overflight needed beyond EU), but the dispatcher still checks for slot availability, NOTAMs, and ensures crew rest rules. If the plane must stop for fuel en route (e.g. out of range, requiring a tech stop), each tech stop airport would also need a landing permit or authorization, typically with a certificate that “no passengers will disembark” during the stop.

Key Ferry Flight Tasks:

• Notify origin CAA of planned ferry (attach engineer’s flight release or Form 8130‑6) and obtain the special flight permit (ferry permit) if the CoA is invalid.
• Prepare and file permit applications to each country on route: include flight plan, aircraft registration, insurance proof, and crew/passenger details.
• Ensure all airworthiness documents are onboard: registration or permit, airworthiness release, insurance, pilot licenses, etc.
• Plan the route considering range and engine‐out constraints (one-engine-inoperative procedures if applicable), and schedule fuel stops at airports capable of handling the jet and providing the needed fuels.
• Coordinate crew logistics: verify visas/passports if required (even crew may need visas in some states), hotel and transport at destination, and comply with duty/rest rules for relocation flight.
• Arrange customs/immigration clearance at final destination: pre-clear the aircraft through customs (often as “import for maintenance” if work will be done, or duty-free import if repaired then returned).
• Monitor and update: keep CAAs informed of any schedule change (even small changes in arrival time often require permit revisions). Always have a backup (Plan B route or alternate airfield) in case a permit is denied or slot changes.

Documentation Comparison

Ferry flights typically require special ferry permits or permits-to-fly in lieu of a standard CoA. In contrast, a routine private flight (with valid CofA) only needs the usual overflight/landing permits (no special permit). If an aircraft is completely non-airworthy (e.g. after heavy repair), the CAA may impose restrictions on flight conditions (day/Visual Meteorological Conditions (VMC) only, max gross weight, etc). Be aware that some insurance policies exclude coverage for flights under a special permit, so verify with your insurer.

Maintenance Flight Permits

Maintenance flights cover flights to/from maintenance shops and post-maintenance test flights. Here, the primary requirement is a proper maintenance release. If the work was done under an approved Part-145 organization, that organization will issue an Authorized Release Certificate (e.g. EASA Form 1 or FAA 8130‑3) stating the aircraft is “fit for release” to service. This release document must accompany the aircraft and justifies any flight, possibly with limitations. For cross-border movements, operators still treat these as special flights: e.g. ferrying an aircraft to a repair facility in another country or flying a newly repaired jet back to base.

 

Even if a valid CoA covers the aircraft (after maintenance the CoA automatically regains validity), you must still file overflight and landing permits if flying internationally. For example, flying a repaired Citation from a European maintenance shop back to North America still needs overflight permits en route. In some cases, the maintenance organization or CAMO will handle part of the coordination: they may file the initial flight release or liaise with authorities. However, the operating crew (or dispatcher) must ensure compliance.

Example Operational Scenario

A Gulfstream G450 in South America is dismantled and shipped to Europe for a cockpit upgrade. The shop in Europe signs off the work with an EASA Form 1. Now the ferry flight back to Brazil requires planning: the pilots must obtain overflight clearance for each country en route (e.g. crossing the Atlantic via Azores) and a landing permit at Brazil’s first stop. Although the aircraft has a valid Export CofA from Europe (issued after work), they treat the flight as a repositioning. The release certificate is carried, and the flight is planned with a technical fuel stop and a crew change in the Azores (with crew visas arranged ahead of time).

Key Maintenance Flight Tasks:

• Confirm release-to-service documentation: after maintenance, the provider must have issued a proper release (e.g. EASA Form 1 or equivalent) certifying the aircraft is airworthy. Carry this with the aircraft, along with any service bulletins or logbook entries related to the work.
• Treat the flight like a ferry: notify CAAs as needed (especially if the maintenance base and return base are in different countries), and file any required landing permits. In many cases, movement to/from maintenance is considered non-revenue private flight, so standard overflight/landing procedures apply (with possible stricter checks if the work was extensive).
• For test flights: ensure the crew meets any special qualifications (for instance, flight-test endorsement) and schedule the flight as required by the maintenance release. If crossing borders on a test flight (rare in practice), obtain appropriate permits.
• Integrate logistic support: arrange ground handling and documentation review at the maintenance site, including coordinating with the base to access historical logs. Also coordinate ferried parts or equipment with customs if needed.
• Keep the timeline in mind: short maintenance delays can sometimes be absorbed by existing permits, but if the work overruns your permit validity, you may need permit extensions. Notify permit offices immediately if schedules slip.

Delivery Flight Permits

Delivery flights move new or newly purchased aircraft from the manufacturer or seller to the operator’s base. These are highly planned operations. Critical elements include an Export Certificate of Airworthiness from the country of manufacture and eventual import approval. For example, a new US-built business jet departs under a US FAA Export CofA (FAA Form 8130‑7) and must be registered and certified in the buyer’s country upon arrival. Until then, the flight might operate under a ferry permit or temporary registration.

 

Because delivery flights are usually non-revenue (owner’s flight), cabotage rules generally prevent any revenue passenger or cargo. However, crew may carry company personnel and the broker often accompanies the flight. All crew passports and visas must be in order; sometimes the delivery pilot’s nationality and license dictate which countries will approve the permit.

Example Operational Scenario

A new Bombardier Global 6500 is flown from CYMX (Mirabel, Canada) to OMDB (Dubai, UAE). The delivery crew, sent by Bombardier, coordinates three flights: Mirabel→LFPG (Paris), LFPG→LIMC (Milan), LIMC→OMDB. Each leg required landing permits (and in Schengen the landing permit was handled by an agent since overflights are free). The manufacturer obtained a Canadian export CofA and provided the technical flight release. Dubai’s CAA was notified in advance and issued an import permit. Customs clearance in UAE was pre-arranged using the Export CofA and flight paperwork.

Key Delivery Flight Tasks:

• Export/Import Certification: Obtain the manufacturer’s export CofA (e.g. FAA or EASA) authorizing the ferry. Ensure the aircraft’s Certificate of Registration matches the export docs, or use a “ferry registration” if needed. Arrange for the destination authority to issue an import permit or temporary operating permit upon arrival.
• Permit Filings: Submit flight permit requests to all overflight and destination states. For delivery flights, “block permits” (covering multiple flights on a scheduled delivery tour) may be an option for frequent legs. Provide complete documentation: export CofA, weight and balance, radio station license, and crew details.
• Crew & Operations: Plan for the ferry crew’s travel and rest: for instance, if crossing many time zones, use augmented crew or schedule longer stopovers. Crew letters of authorization (issued by the owner) may be needed for customs or CAA in some countries.
• Route Planning: Because delivery flights are planned months ahead, choose routes that avoid high-permit-cost regions or restricted zones. (For example, avoid overflying sanctioned or conflict areas if possible.) Include reliable alternate airports for each segment.
• Logistical Support: Coordinate ground handling and fueling at each stop in advance, especially for a heavy jet shall be needed. Confirm credit or payment methods for fuel. Arrange with Just Aviation to coordinate upon arrival.

 

Note that delivery flights have longer planning horizons than AOG ferries, so most permits are requested 1–2 weeks in advance (some CAAs require even longer for initial delivery). With time to prepare, it’s possible to secure all necessary permits well ahead of departure.

Short-Notice (AOG) vs Scheduled Delivery Planning

An AOG ferry flight is inherently emergency-driven. Lead times for permits are often much shorter than standard, creating challenges. In contrast, a planned delivery affords days or weeks to process paperwork. Below are practical tips for each scenario:

Short‑Notice (AOG) Operations

Permits may only be granted at the CAA’s discretion if timelines are compressed. Always allow for contingency routes and be ready to reroute (i.e. have a Plan B) if a single country refuses an expedited overflight. Some CAAs can issue last-minute permits (or phone/email approvals), but others are firm on their lead times. For example, filing a permit on one day for immediate departure is normally impossible in many jurisdictions.

 

In practice, immediately notify Just Aviation so we can contact the CAA directly to plead an emergency. Meanwhile, the flight plan should avoid tight airspace: do not plan to overfly countries known for long processing times (e.g. China, India) if notice is too short. If a change occurs after permit issuance (such as a delayed departure), remember that revisions often require a completely new approval, so finalize as much as possible before applying.

Scheduled Delivery Flights

With ample time, use a systematic approach. Start by confirming the aircraft registry changeover and export CofA, then submit overflight and landing requests 1–3 weeks in advance per country. Maintain an updated master flight plan and coordinate lead times: for example, India might require 3 days’ notice for civilian landing permits, whereas Gulf countries might require more or less.

 

If performing multiple legs, a block permit (covering a series of stops) may be obtained to simplify paperwork. Set firm deadlines for permit issuance and customs clearance, and track CAA responses daily. Finally, brief the crew on all permit conditions (validity window, routing constraints, crew/pax lists) and assign a permit coordinator who is available until the mission’s end.

 

Common Strategies: In all cases, communication is critical—this is where Just Aviation plays a pivotal role. Our expert coordination ensures that permit status is confirmed before departing each airfield, reducing delays and regulatory issues. Always carry paper copies of each permit onboard. If a permit cannot be obtained, have an alternative route or country ready. And remember, the importance of aircraft documentation—such as insurance, registrations, and airworthiness certificates—is just as vital as permits. Never depart without verifying those. With Just Aviation managing these details, operators can focus more on flight execution and less on administrative risks.