Smart Aviation Fuel Purchasing: A Strategic Guide for Operators & Fuel Optimization

Fuel costs remain the most significant direct operating expense in both airline and business aviation operations. When global oil prices surge, margins narrow drastically. Conversely, periods of fuel price relief often correlate with improved industry profitability. To remain competitive and avoid operational disruptions, strategic fuel procurement is not optional, it’s mission-critical.

Below is a practical guide to mastering fuel purchasing for international flights, covering everything from supplier selection to tax exemptions and documentation accuracy.

Choosing Between Fuel Suppliers and Resellers

While direct fuel purchases from local suppliers may seem straightforward, they’re not always the most cost-effective or reliable option, especially internationally.

Why Resellers and Flight Support Companies like Just Aviation Often Make More Sense:

• Price Flexibility: Resellers work with multiple suppliers at each airport or across regions, allowing for continuous price comparison and better deals.
• Volume-Based Discounts: Aggregated demand from a reseller’s client base often qualifies for significant pricing advantages.
• Simplified Payments: Unlike many fuel suppliers that demand prepayment or bank guarantees, resellers typically offer extended credit terms and consolidated invoicing especially helpful for operators managing multiple sectors.

However, ensure that your chosen reseller is registered, compliant, and known to local fuel farms or FBOs to avoid service refusal or miscommunication during uplift.

 

Payment Methods for Aviation Fuel: Weighing Cost vs. Convenience

Different payment options can dramatically impact both the cost and security of fuel uplifts:

Method	Pros	Cons
Credit	Delayed payment; good for cash flow	Requires account approval; may not be available everywhere
Credit Card	Convenient for short trips	Surcharges (2–3%); not accepted at all airports
Cash	Accepted almost universally	Security risk; customs issues; inconvenient for crew

 

Understand How Fuel Prices Are Updated

Fuel prices are not universally static, they are updated on a varying schedule based on location and market structures. Knowing when these changes occur can help you lock in the most favourable rate.

Examples:

• Algeria: Prices revised three times monthly (1st, 11th, 21st).
• UAE (Dubai & Abu Dhabi): Bi-monthly changes (1st and 15th).
• Most European airports: Monthly price bulletins.
• Some high-traffic hubs: Daily or even real-time updates based on market index.

Tip:

Always confirm validity periods of quotes. Some rates may be “indicative” and subject to final confirmation on the day of uplift.

Taxes, Duties & Regulatory Exemptions

Fuel-related taxes and charges vary widely and can dramatically inflate your cost if exemptions aren’t properly applied.

Key Considerations:

• VAT & Duty Exemptions: Many countries allow commercial flights to uplift fuel tax-free, but only if correct documentation (e.g. AOC) is presented to the fuel agent and recorded on the delivery slip.
• Flight Plan Type Matters: If your flight is filed as General Aviation (“G”), even with an AOC, tax exemptions may not apply in some jurisdictions.
• EU-Specific Rules: Within the European Union, jet fuel is generally exempt from excise duty for international commercial operations, but individual states may impose VAT on domestic or intra-EU flights unless bilateral exemptions apply.
• Environmental Charges: Expect emerging levies related to carbon emissions or SAF (Sustainable Aviation Fuel) targets, especially in Europe.

Tip:

Always verify tax applicability by country, operator status, and flight purpose, not just location.

Fuel Delivery Documentation: Accuracy is Critical

The Fuel Delivery Ticket (sometimes called the uplift slip) is your official record of fuel received. It’s critical that the pilot or ground ops representative carefully reviews the document before signing.

Key Details to Verify:

• Fuel quantity (liters/gallons/kilograms)
• Fuel grade (e.g. Jet A, Jet A-1)
• Supplier name and contact
• Aircraft registration and flight number
• Temperature and density (especially in cold climates)
• Price and applied taxes
• Reference to AOC for tax exemption
• Any remarks or delays noted during delivery

This document is often used in audits and disputes—make sure it’s accurate.

 

Fuel Availability & Operational Planning

Fuel shortages are not uncommon, especially in regions with limited refining capacity, infrastructure, or regulatory complexity.

Countries where shortages are more frequent:

• Nigeria
• Benin
• Togo (notably requires fuel confirmation before landing permits are issued)

Prevention Tips:

• Always confirm fuel availability 24–48 hours before arrival, especially in developing regions.
• Use a local handler to verify not only inventory but also logistical readiness (e.g. truck access, delivery windows).
• In high-risk areas, consider tankering (uplifting extra fuel from a cheaper or more reliable location), just ensure your aircraft’s landing weight permits it.

Quality of Service and Refueling Delays

While fuel cost is important, the quality of the service infrastructure and operational prioritization also matter, particularly in busy or mixed-use airports.

Points to Watch:

• Scheduled airlines often receive priority from fuel providers during peak hours.
• Older fueling equipment may result in slow flow rates, increasing turnaround times.
• Inconsistent staffing or limited truck availability can delay uplift, especially for GA and charter flights.

Tip:

Choose suppliers with reliable service level agreements (SLAs) and a presence at your destination airport.

Consider Strategic Tankering

Tankering: carrying extra fuel from a cheaper airport to reduce uplift at a more expensive one, can offer cost benefits but must be done thoughtfully.

Pros:

• Avoid high fuel prices at destination
• Buffer against uncertain fuel availability
• Reduce taxes in high-duty regions

Cons:

• Increases takeoff weight → more burn
• May limit payload or require alternate planning
• Complex performance and compliance calculations

Tip:

Use flight planning tools to model whether tankering provides net savings after factoring in fuel burn penalties.

Planning Ahead: Your Competitive Edge

The most successful operators treat fuel as part of strategic mission planning, not a last-minute task. Engage your Aviation fuel partner or trip support provider as early as possible in the planning phase to lock in prices, ensure availability, and prepare documentation.

Checklist Before Departure:

• Confirm fuel price validity and supplier reputation
• Check applicable taxes and confirm exemption eligibility
• Secure fuel release (FRA) through a reseller if possible
• Confirm uplift time, truck availability, and peak hours
• Review and store a copy of the fuel delivery ticket

 

Work With Professionals

Navigating international fuel procurement is complex, and mistakes can be expensive. Trusted resellers or international trip support companies help streamline the process, offering:

• Centralized fuel planning across multiple sectors
• Pre-negotiated pricing
• Local insight and regulation handling
• Real-time availability checks
• Invoicing and tax reporting support

 

With Just Aviation we manage your Flight Plan from A2Z ensuring optimised and wise aviation fuel options are provided.

 

Navigating international fuel procurement is complex, and mistakes can be expensive. Trusted resellers or international trip support companies help streamline the process, offering:

• Centralized fuel planning across multiple sectors
• Pre-negotiated pricing
• Local insight and regulation handling
• Real-time availability checks
• Invoicing and tax reporting support

 

With Just Aviation we manage your Flight Plan from A2Z ensuring optimised and wise aviation fuel options are provided.

 

Sustainable Fuel in Aviation

As operators increasingly face environmental compliance pressures and evolving emissions regulations, Sustainable Aviation Fuel (SAF) is emerging as a viable, though currently limited, alternative in international fuel planning. While SAF is more expensive than conventional Jet A-1, it offers significant reductions in lifecycle CO₂ emissions and may help operators meet sustainability targets or offset programs like CORSIA. From a logistics and procurement standpoint, SAF must be pre-ordered and confirmed in advance, as it is not yet widely stocked at all airports. When available, SAF is typically blended with conventional fuel and delivered through existing infrastructure, but suppliers may charge a premium and require specific documentation for carbon credit tracking. For operators aiming to build ESG credentials or comply with regional SAF mandates (especially in the EU or California), integrating SAF into fuel planning through reputable resellers is becoming a strategic consideration alongside price, availability, and uplift logistics.

 

Operators FAQs About Aviation Fuel Procurement

 

1. Can I fix or hedge my fuel price in advance for future trips?

Yes, but with caveats.
Larger operators or fuel consortiums may engage in fuel hedging contracts (via forward contracts, options, or swaps), allowing them to lock in future prices and protect against volatility. However:

• Hedging is usually only viable for high-volume, regular operations.
• It requires financial infrastructure, risk management, and possibly regulation compliance.
• Most smaller operators instead negotiate short-term fixed price agreements via resellers for specific airports or trip legs.

2. How can I verify that the fuel quality meets ICAO or OEM standards?

Fuel should always comply with standards like:

• ASTM D1655 (Jet A/Jet A-1)
• DEF STAN 91-091 (UK Ministry of Defence)
• IATA Guidance Material on Jet Fuel Quality

To confirm:

• Ask for a Certificate of Quality (CoQ) or batch quality report from the fuel supplier.
• Review fuel truck inspection logs (some airports mandate these daily).
• Use handlers or FBOs that enforce fuel contamination checks (e.g., water sediment tests).

✱ Some operators add a clause in their fuel release agreement requiring suppliers to notify of fuel quality issues or batch recalls.

3. Do I need a fuel release for every uplift, even if I’ve purchased credit in advance?

Yes, typically.
Even if you’re on a credit account with a fuel reseller, you will need to issue a Fuel Release Authorization (FRA) for every uplift to:

• Confirm uplift location, date/time, aircraft, and quantity.
• Ensure authorization is logged with local into-plane agents.
• Lock in the agreed price and exemptions.

In some locations, uplift is not permitted unless a valid fuel release is received prior to arrival.

4. What is the difference between wet and dry fueling contracts?

• Wet Contract: Includes fuel plus into-plane service (i.e., delivery to aircraft).
• Dry Contract: Covers fuel only, excluding delivery service—which must be paid separately to the into-plane agent.

In remote or high-traffic airports, wet contracts are more common to streamline billing and accountability. Always clarify contract type when comparing quotes.

5. What happens if my scheduled fuel uplift is delayed?

Delays can occur due to:

• Peak hours when airline carriers have priority
• Fuel truck shortages or limited storage capacity
• Flight delays, repositioning, or crew miscommunication
• Airport security or customs inspection of fuel trucks

Mitigation tips:

• Coordinate uplift timing via the local handler/FBO in advance.
• Schedule fueling during off-peak hours if possible.
• Build buffer time into turnaround schedules.
• Ask for real-time updates from the supplier before arrival.

6. Is Sustainable Aviation Fuel (SAF) available at my destination airport?

SAF availability is still limited but expanding. As of 2025, SAF is regularly available at major hubs like:

• Amsterdam Schiphol (EHAM)
• London Heathrow (EGLL)
• Los Angeles (KLAX)
• Paris Charles de Gaulle (LFPG)
• Singapore Changi (WSSS)

If SAF is required or preferred for compliance or sustainability reasons:

• Confirm feedstock type, blend ratio (e.g., 30/70 SAF-Jet A1), and certification.
• SAF may carry higher costs but offer carbon offset advantages under CORSIA or ETS.

7. Can I use the same fuel card across all airports globally?

No single card is accepted universally. Most major programs offer broad but not total coverage. Fuel cards simplify billing but may:

• Have higher uplift costs than negotiated fuel releases.
• Not be accepted at smaller or non-network airports.
• Come with usage limitations or regional restrictions.

✱ Always confirm accepted payment methods in your pre-trip brief.

 

8. What documents should I keep after each uplift?

Recommended post-uplift documentation:

• Signed fuel delivery ticket
• Invoice or proforma (if pre-billed)
• Certificate of Quality (if available)
• Copy of fuel release used
• Tax exemption forms or customs clearance, if applicable

Retain for at least 5 years for audit, tax, and dispute resolution purposes.

 

9. Can I use AVGAS (100LL) instead of Jet A1 in turbine aircraft?

No. AVGAS is a high-octane gasoline used for piston-engine aircraft—not for turbines. Jet-A/Jet-A1 is required for turboprops and jets. Using the wrong fuel type is a critical safety violation.

10. What are some red flags when dealing with new fuel suppliers or resellers?

Watch out for:

• Unclear or non-itemized pricing
• Lack of licensing or accreditation
• Over-promising on credit terms
• Unwillingness to provide documentation (e.g. CoQ, invoice breakdown)
• Limited or no track record at the destination airport

Due diligence is essential, especially when operating in regions with fewer regulatory controls.

 

11. How are density and temperature adjustments calculated in billed volume?

Jet fuel expands or contracts with temperature. Volume uplift is usually adjusted to standard temperature (15°C or 59°F).

• Density Correction Formula: Corrected Volume = Measured Volume × Density Correction Factor
• Most suppliers bill based on corrected liters or U.S. gallons at 15°C.

✱ This ensures fairness when operating in hot or cold environments.

 

12. Are there penalties for failing to uplift pre-ordered fuel?

Yes, especially for bulk orders or where fuel was specifically reserved or trucked in.

Penalties can include:

• Cancellation fees
• Minimum uplift charges
• Future account restrictions

Always notify your supplier or handler ASAP if a planned uplift is cancelled or changed due to a routing or payload shift.

13. Do I need to request a fuel sample before every uplift?

Not typically for commercial uplifts, but:

• It’s good practice to request a visual sample if fuel quality is in doubt.
• Some operators ask for filter paper inspection to check for contaminants.
• If unusual coloration, particulate, or water separation is observed, refuse the uplift and notify the supplier.

In some regulatory environments, crew have the right to inspect fuel samples before fuelling proceeds.

Sources:

1. https://www.iata.org/en/publications/manuals/tech-fuel-servicing-guidelines
2. https://www.mot.gov.sg/what-we-do/green-transport/green-aviation
3. https://www.caas.gov.sg/who-we-are/newsroom/Detail/singapore-and-icao-sign-agreement-on-capacity-building-in-sustainable-aviation-fuel