Integrating ICAO Doc 4444 into Flight Planning and ATC Filing

ICAO Document 4444 (PANS-ATM) establishes the global framework for IFR flight plans and ATC procedures. Although not legally binding, it is adopted by most States. The 2016 and 2020 amendments significantly revised Items 10 and 18 of the ICAO flight plan to reflect advanced navigation and communication capabilities. For business jet operators, accurate filing is essential to ensure ATC systems recognize equipage, PBN/RNP approvals, and route clearances. International flights should always use the ICAO format, even when segments cross only a single FIR boundary.

 

Amendment 9, effective November 2020, introduced new oceanic contingency procedures: 5 NM lateral offsets with a 30° right intercept, and altitude changes below FL290 or above FL410 before reversing course. Operators must review State AIPs to confirm adoption and adjust oceanic flight planning accordingly.

Flight Plan Structure (Items 7–18)

A compliant flight plan captures key data in fixed fields. In general:

 

• Item 7 (Aircraft ID): Use the ICAO-issued aircraft registration (tail number) or designator + flight number. For business jets (GA), the registration alone is typical (e.g. “N123AB”).

 

• Item 8 (Flight Rules/Type): The first letter is I for IFR (or V for VFR). The second letter is the flight type: G for general aviation (non‑scheduled). Thus a business jet IFR flight is usually IG.

 

• Item 9 (Number/Type/Wake): List the number of aircraft (usually 1) and the ICAO aircraft type code (from Doc 8643). Then add the wake turbulence category: L (Light), M (Medium) or H (Heavy). For example, one Challenger 604 might be filed as 1 CL60/M. If no ICAO type exists, use ZZZZ and specify TYP/ in Item 18 (e.g. TYP/Challenger 604).

 

• Item 10 (Equipment – Radio/Nav/Transponder): List the COM/NAV and surveillance capabilities. Common codes include S (standard: VHF RTF + VOR + ILS), G (GNSS), H (HF RTF), D (DME), etc. Important: “S” now means VHF/VOR/ILS only (ADF is not included). So a GPS‑equipped business jet would include G in 10a and also the appropriate PBN qualifier in Item 18. After a slash (/) list the SSR transponder: usually E (Mode S, ADS-B out) or L (Mode S with enhanced ADS-B). For example, 10A: SGP might mean standard VHF/VOR/ILS (S), GPS (G), and DME (D), with 10B: W indicating Mode S ADS‑B (“W”).

 

• Item 13 (Departure): Four‑letter ICAO aerodrome code and UTC departure time (local off-block). Example: EGLL 0930. If an aerodrome has no ICAO code (e.g. water airfield), use ZZZZ and add DEP/ in Item 18 with the name or coordinates.

 

• Item 15 (Route): The full planned route. Use published airways and fix names or “DCT” for direct segments. Doc 4444 requires that any point where a speed/altitude change or a change of flight rules is planned be explicitly shown in the route. For Example:

 

Route:  DCT DAVID Y84 YUDUN DCT

        +55 CDR028W

        DCT PHN SXC CLAIR DCT MAJOR

 

This might encode cruising from one fix to another with a flight level change at +55 (FL350 to FL410) at the “+55” point, etc. (In Europe, IFPS also expects such level changes).

 

• Item 16 (Destination/EET/Alternate): Destination aerodrome code, total en route time (HMM or pressure altitude figure), and one or two alternate airports. Example: DEST/KJFK 0700 ALTN/KBOS. Use ICAO codes or ZZZZ+ name (ALTN/Bradley Airport). The “total EET” may be split into en-route time to FIR boundary or destination (FIR ETA) according to local rules.

 

• Item 18 (Other Info): This is a free-text field for qualifiers. Key entries include:
  • DOF/yyyyMMdd – Date of Flight, if filing >24 hours ahead. (Many systems still only accept FPLs up to 24h out, but where allowed use DOF.)
  • PBN/ – Performance-based NAV specs. If Item 10a includes R (PBN approval), Item 18 must list the RNAV/RNP authorizations (e.g. PBN/D2 for RNP4).
  • NAV/, COM/ – Miscellaneous extra navigation or communications equipment (if needed).
  • REG/ – Aircraft registration (if not already in Item 7).
  • PER/ – Number of people on board (for SAR).
  • DLE/ ETA/mmss – Destination estimated landing time (if required by ATS).
  • DEP/ or DEST/ – Used if non-standard departure/destination is listed with ZZZZ code.
  • STS/ – Special status (if any, e.g. medical flight).
  • RVR/ or SMR/… – For special runway visual requirements (in Europe).

 

Operators should check that these qualifiers appear in the ordered format prescribed by ICAO. (FAA accepts any order, but other ANSPs may require the exact ICAO order.)

 

The table below summarizes these items for a typical business jet IFR flight:

 

Item	Contents	Example / Note
7	Aircraft ID (callsign)	e.g. N123AB (aircraft reg)
8	Flight rules/type	e.g. IG (IFR, GA)
9	# / Aircraft type / Wake cat	e.g. 1 CL60/M (1 Challenger 604, Medium wake)
10a	COM/NAV equipment	e.g. SGP (Std VHF/VOR/ILS + GNSS + DME; note: ‘S’ no longer includes ADF)
10b	SSR equipment	e.g. W (Mode S transponder with ADS‑B, uplink)
13	Departure airfield & time	e.g. EGLL 1530 (London Heathrow at 15:30 UTC)
15	Route	e.g. DCT MONKS UL610 FMA DCT J585 UVMAL DCT UJ570 DEKUT (see text)
16	Destination/EET/Alternate	e.g. DEST/KJFK 0700 ALTN/CYVR (ETA 7h00, alt Vancouver)
18	Other info	e.g. PBN/A1B2 REG/N123AB DOF/20251203 RMK/NEXTGEN

 

Modern business jets must have their advanced avionics accurately coded in the flight plan. For example, a long-range jet might equip dual GPS receivers (add “G” in Item 10a) and certify for RNP 10/4 (filed via RNP10 RNP4 in PBN/). The equipment suffix “S” only covers VHF/VOR/ILS; any additional gear (GPS, HF, SATCOM) is listed explicitly. In the SSR section, most business jets file Mode S with ADS‑B (code E or L).

 

Important: if “R” (PBN approval) is filed in 10a, the flight plan must include a corresponding PBN/ entry in Item 18; otherwise ATC cannot recognize the RNAV capabilities.

ICAO requires strict crossreferencing of PBN data. For instance, guidance notes that if an IFR flight uses GPS, the pilot “shall indicate an IFR certified receiver (‘G’) in Item 10a,” and if RNAV approvals exist the Item 18 PBN/ line must mirror those specs. In practice, this means a business jet with basic RNP-5 and RNP-4 approvals might file 10A: R and PBN/A1B2 (A1 = RNP-10, B2 = RNP-4). Likewise, if “W” (RVSM) or other advanced codes are used, the relevant qualifiers (e.g. W in 10a for RVSM) alert ATC to reduced vertical separation handling. Without correct PBN/ equipment coding, an operator may miss out on optimized routes or face FPL rejection.

Filing Procedures and Compliance Tips

Advance Filing

Flight plans can be filed up to 120 hours (5 days) before departure by using the DOF/ qualifier in Item 18. Many business flight ops do this for long‑range planning. (Note: some ANSPs still limit filing to 24h ahead, so check local rules.) If the plan is on a future date, be sure to include DOF/YYMMDD.

Verification

After submitting the FPL electronically (e.g. via Aeronautical Fixed Telecommunication Network (AFTN) or Flight Plan Portal (FPL)), confirm acceptance by ATC before departure. An unchecked FPL might be lost; systems require explicit confirmation. If you do not receive an acceptance message, follow up or refile.

Midnight Changes (DLA vs CHG)

When a flight is delayed beyond midnight after filing the Date of Flight (DOF), the correct procedure is to submit a Change (CHG) message, which updates both the time and date. A Delay (DLA) message does not modify the date and therefore is not appropriate in this scenario. In practice, when multiple corrections are required, the most effective method is to cancel the existing flight plan and file a new one. The Aeronautical Message Service (AMS) protocols outlined in ICAO Doc 4444 specify the exact formats and requirements for CHG and DLA messages.

Addressing Flight Plans

For international IFR operations, flight plans must be addressed to the departure Flight Information Region (FIR) or Air Route Traffic Control Center (ARTCC), as well as all subsequent FIRs along the route, in accordance with ICAO Doc 4444. In certain regions, forwarding protocols allow filing only with the departure center, which then distributes the plan to downstream units. The FAA specifies that an ICAO flight plan filed entirely within North America should be addressed only to the departure center. All addressing must use four-letter ICAO location indicators for FIRs. Use asterisks where required. Abbreviations are not permitted.

Amendments and Clearances

Once airborne, ATC clearances will generally follow the filed route. If ATC issues changes, such as rerouting or altitude amendments, the revised clearance must be correctly entered into the Flight Management System (FMS). Standard operating procedures should require dual verification: one pilot enters or reads back the clearance, while the other cross-checks it against the filed plan. Industry safety reviews have highlighted that executing the filed plan instead of the amended clearance remains a common source of navigation errors.

Continuous Updates

ICAO procedures are subject to regular revision. For example, Amendment 9 to Doc 4444 introduced changes to weather deviation and contingency rules in oceanic airspace. Operators should periodically review their PBN authorizations (e.g., RNP 4, RNP 1) and ensure that dispatch personnel apply the correct PBN codes during flight planning. State Aeronautical Information Publications (AIPs) and NOTAMs must also be checked for regional variations, as certain oceanic or military airspaces impose additional filing requirements.

FAQ on Business Jet Operators Integrating ICAO Doc 4444

1. How should a business jet operator handle special handling codes (STS/) in Item 18?

The STS/ field in Item 18 is used to indicate flights that require special handling, such as MEDEVAC, HEAD (Head of State), or SAR (Search and Rescue). These codes are rarely applicable to routine business jet operations but may be relevant for certain charter or diplomatic missions.

 

Incorrect or unjustified use of STS/ codes can lead to regulatory scrutiny or the assignment of unwarranted priority handling. When applied, the justification must be documented and accepted by the controlling ATS units. Operators must ensure that the nature of the flight is consistent with regional filing rules, as priority handling for business jets is seldom approved without formal designation.

2. Can Item 18 be used to specify multiple airport alternates or isolated aerodrome considerations?

Yes. When an ICAO airport code is not available for the destination or alternate, the operator should use ZZZZ in Items 13, 16, or 18 and provide the location details using DEP/, DEST/, or ALTN/. This practice is common for business jet operations to private or remote fields, often involving VIP or exclusive access scenarios, ensuring the flight plan remains valid in global ATC systems. ICAO Doc 4444 also allows the use of RALT/ in Item 18 to specify route alternates for ETOPS or performance-based planning, which is particularly useful for long-range jets, such as the Gulfstream G650, operating to non-scheduled or isolated destinations.

3. How are fuel endurance and total persons on board documented in ICAO format, and are these mandatory?

While not always mandatory for ATC, including fuel endurance and total persons on board enhances SAR (Search and Rescue) readiness and is strongly recommended. In Item 18, these are documented as:

• E/ for fuel endurance (in HHMM format, e.g. E/0730 for 7 hours 30 minutes),
• P/ for the number of persons on board (e.g. P/008 for 8 people).

 

For business jet flights operating over remote areas or across international FIRs, including these values ensures emergency services have critical operational data. Some FIRs may flag flight plans missing this information for surveillance review, especially when overflying sparsely monitored airspace.

 

Supporting regulatory alignment across international FIRs, this guide helps operators ensure every ICAO-compliant flight plan reflects the navigational precision expected in business flight routes. By integrating ICAO Doc 4444 standards into daily procedures, Just Aviation addresses the operational impact of performance-based navigation (PBN) to empower flight operators to minimize errors, optimize routings, and maintain seamless ATC coordination across diverse airspace environments.