How to arrange for Crew Visas and logistics?

Flight and cabin crew are vital to the global business aviation industry. Their ability to travel internationally on short notice depends heavily on flexible and well-managed visa, immigration, and support processes. However, crew entry requirements vary widely, not only from country to country, but even between different airports within the same country. These requirements also depend heavily on crew nationality, entry point, and duration of stay.

Proper pre-trip planning and coordination with local handlers or flight support providers is essential to avoid delays, penalties, or denied entry.

General Declaration (GD) Entry for Crew

Many countries allow temporary entry for foreign flight and cabin crew without a visa, provided they:

• Are listed on the General Declaration (GD)
• Are in uniform
• Present valid crew ID or license (e.g. aircrew card, photo ID)

Typical Duration of Stay:

• Usually up to 72 hours, though some countries allow up to 7 or 10 days
• Extensions may be granted depending on local immigration policies

Important: GD-based entry is usually for airside operations only. If the crew needs to leave the airport area or extend their stay, a proper visa may be required in advance.

Country-Specific Exceptions & Notes for Crew

Saudi Arabia

• Crew listed on GD may be granted an entry pass valid for 24, 48, or 72 hours.
• Possible renewal for another 72 hours, but strictly at immigration discretion.
• Overstay penalties include fines, deportation, and potential entry bans.

India

• Pre-arranged visa is required for most crew nationalities.
• Crew arriving without a visa may remain on the aircraft or airside, but cannot enter the terminal or city.
• Invitation letters from handlers are not accepted for visa facilitation.

China

• Visa-on-arrival may be arranged at major airports such as Shanghai Hongqiao (ZSSS) and Pudong (ZSPD).
• This requires advance submission of full passport copies (all pages) by the local handler.
• Invitation letters are typically required and can be provided by local ground handlers.

Brazil

• Only cockpit crew (PIC, SIC) may enter without a visa, if carrying original and current licenses and medical certificates.
• Cabin crew, including flight attendants and flight engineers, are treated as passengers and must have a visa, depending on nationality.

Crew Visa Issuance Methods

Visa on Arrival (VoA)

• Offered by many countries based on crew nationality
• Requires presentation of passport and payment of applicable fees
• Often faster and more flexible, but should not be assumed without confirmation

Consulate-Issued Visa

• Where VoA is not available, visas must be obtained in advance from a consulate or embassy
• Usually requires application in the crew’s home/residence country

Invitation Letters

• Required by some consulates to process crew visas
• Can typically be arranged by local ground handlers
• Not available from handlers in certain countries (e.g. India)

 

Crew Arriving on Commercial Flights

Crew members may arrive as passengers on commercial flights for repositioning, or operate into a country and depart commercially.

Procedures vary:

• In the UAE, crew can be cleared through immigration using the GD, and depart via commercial airline using the same GD.
• In Saudi Arabia, immigration often holds crew passports upon arrival. Crew must coordinate with handlers to retrieve their documents before transferring to the commercial terminal.

Who Qualifies as ‘Crew’?

In most jurisdictions, both flight and cabin crew are recognized as “crew” for visa and immigration purposes. However:

• In Brazil, only cockpit crew (PIC, SIC) are treated as crew; others are classified as passengers.
• Always confirm how the destination country defines ‘crew’, as it affects visa eligibility and entry process.

 

Special Considerations for Crew Visas

• Passport Handling: Most countries return crew passports immediately upon entry; however, some (e.g., Saudi Arabia) may retain them until departure.
• Stamping Procedures: Some authorities stamp only the General Declaration, others stamp the crew’s passport, and a few do both.
• Pre-Arranged VoA: In select cases (like China), a VoA can be pre-arranged through a handler by submitting documents in advance.

Recommended Best Practices

• Always check crew visa and immigration requirements for each leg of the trip based on crew nationality, entry point, and length of stay.
• Use a flight support provider for Crew Support Services with strong global immigration and handling networks.
• Maintain updated crew documents: licenses, medical certificates, crew IDs, and photos.
• Keep copies of passport bio pages, and where necessary, all pages.

 

ADDITIONAL CREW SUPPORT SERVICES

To ensure seamless operations, crew services should be arranged in parallel with visa planning like Crew Accommodation & Transportation:

Accommodation

• Book hotels with flexible check-in/check-out policies
• Use handlers or trip support companies to secure crew rates and airline crew contracts
• Choose properties close to the airport or FBO when possible

Ground Transportation

• Arrange crew transport with reliable, vetted providers
• Consider 24/7 availability, language support, and emergency contacts
• For countries with complex layouts (e.g., split terminals), ensure driver knows exact pickup points

Crew Meet & Assist

• Use meet & assist services in countries with challenging immigration processes
• Handlers can expedite entry, help retrieve passports (if held), and coordinate with immigration

Crew Logistics Planning

• Provide crew with detailed arrival instructions, including:
  • Visa/immigration process at each airport
  • Name and contact of local handler
  • Passport handling policy
  • GD-based entry period
  • Local health or vaccination requirements (if applicable)
  • Just Aviation Crew Support Services

Crew visa and support planning is not optional, it is mission-critical.
Immigration rules can change frequently and may be applied inconsistently. Even experienced crews can encounter difficulties without proper ground support.

Always work with a reliable international trip support provider like Just Aviation who can handle visa coordination, hotel bookings, transport, and ground services across the full flight route.

 

FAQs – Crew Services: Visas, Logistics, and Support

1. What if a crew member is changing aircraft or operators during a stopover?

Crew changing aircraft or operators mid-trip may require a new General Declaration or even a proper visa, especially if switching to a commercial flight. Immigration may not accept a GD from a different aircraft/operator. Always confirm with the local handler in advance.

2. Can crew members extend a GD-based stay if there are operational delays?

Some countries allow extensions beyond the standard GD stay (typically 72 hours), but only at the discretion of immigration authorities. These are not guaranteed and may require supporting documents, such as maintenance reports or scheduling letters.

3. Are digital crew IDs accepted for immigration purposes?

While some jurisdictions may accept digital crew IDs or licenses on a mobile device, most still require a physical, original document. It’s recommended to carry hard copies of all relevant credentials.

4. What happens if a crew member forgets to bring their crew ID or license?

Entry may be denied if a crew member cannot prove their status with a valid ID or license. In some countries, this may result in being treated as a passenger, triggering visa requirements. Always carry all documentation in original form.

5. How early should crew visas be applied for through embassies or consulates?

Start the visa application process at least 2–3 weeks in advance when consulate-issued visas are required. Some consulates require in-person appointments, which may be delayed depending on availability.

6. Can crew arrive at one airport and depart from another within the same country?

Yes, but visa and GD policies vary. For example, entering via GD at one airport and trying to exit commercially from another may raise red flags unless immigration is notified in advance. Always plan these legs with local handlers.

7. What if a crew member is sick or injured and cannot depart within the GD validity?

Notify immigration and the handler immediately. In most cases, a medical certificate will be required to request an extension or change of status. Failure to act quickly may lead to penalties.

8. Do different crew members need different visas on the same flight?

Yes. Visa and entry rules apply individually, not collectively. A flight attendant with one nationality may need a visa while the PIC does not. Always check visa needs by crew role and nationality.

9. Are crew required to quarantine or provide health documents in some countries?

Certain countries may require proof of vaccination (e.g., Yellow Fever, COVID-19) or health declarations. Requirements can vary based on crew nationality and recent travel history, so verify with local authorities before arrival.

10. How is passport retention handled in countries like Saudi Arabia?

In some jurisdictions, especially Saudi Arabia, immigration may hold crew passports until departure. Ensure the ground handler is aware and assists with timely retrieval. Crew should not attempt to leave the airport area without their passport.

11. Are there countries where crew must clear customs despite GD entry?

Yes. Even if a country allows GD-based entry, customs checks may still occur, especially if the crew is carrying large amounts of personal or aircraft-related equipment. Always declare items when in doubt.

12. How does Just Aviation assist in urgent visa needs or last-minute crew changes?

Just Aviation maintains local partnerships and handler networks capable of facilitating urgent VoAs, couriering documents, or arranging emergency accommodations and transport. Last-minute changes should still be communicated as early as possible.

13. Can hotels booked through Just Aviation offer early check-in or late check-out for crew?

Yes. Just Aviation prioritizes hotels with flexible crew policies and can negotiate early check-ins or late check-outs aligned with irregular flight schedules. This reduces crew fatigue and enhances readiness.

14. What should be included in the crew’s pre-departure documentation package?

Each crew member should carry:

• Passport (with required visas)
• Crew ID/license
• General Declaration copies
• Hotel booking confirmation
• Local handler contact details
• Health documents (if applicable)
• Transportation arrangements and contact
• Emergency contacts

15. Is it possible to combine business visas and crew operations?

In most cases, no. Crew must enter under a crew status, and business or tourist visas can complicate clearance. If a crew member intends to stay for other purposes post-mission, they must apply for a separate visa type before arrival.

16. How often do immigration regulations for crew change?

Regulations can change with little to no notice, especially during geopolitical shifts, health crises, or diplomatic tensions. This is why Just Aviation monitors real-time updates and maintains close communication with local handlers.

17. Are there specific FBOs or airports more “crew-friendly”?

Yes. Some airports and FBOs have expedited immigration, dedicated crew lounges, and better infrastructure for crew services. Just Aviation can recommend the most efficient entry points for your mission.

18. What if a crew member is denied entry upon arrival?

In the rare case of a denial:

• The crew member may be required to remain airside until re-departure.
• A return flight may need to be arranged quickly.
• Just Aviation will coordinate with immigration and airline support to minimize disruption.

19. Can crew rest in the aircraft if accommodation is not available?

This depends on local regulations. Some jurisdictions allow it with permission from the airport authority; others require crew to disembark and clear immigration. Always verify with the local handler beforehand.

20. Is there a central platform to manage all crew services for multi-leg trips?

Yes. Just Aviation offers centralized crew services management including:

• Visa tracking
• Hotel/transport bookings
• Crew itinerary management
• Status alerts and documentation coordination

This ensures consistency and avoids errors during complex itineraries.