Can the form be e-signed?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are present. Use an audit trail to support verification.

Is notarization required?

Not typically required for internal employment records, but employers or regulators may request notarization or RON for attestations; verify state rules and company policy before assuming notarization is unnecessary.

What if FAA records conflict?

If FAA database entries differ from a submitted history, document the discrepancy, request clarifying records from the pilot or FAA, and withhold clearance until resolved.

Who must sign the form?

The pilot must sign to attest to accuracy; verifiers should sign or log their verification actions. For medical information, limit signatures to authorized staff per privacy policies.

How long does verification take?

Verification timelines vary: simple checks may finish within days, while third-party training or FAA records can extend to multiple weeks depending on responsiveness.

How do I correct an error after submission?

Document the correction, obtain the pilot’s acknowledgement and re-verification evidence, and retain both the original and corrected records with an audit trail for future review.

Electronic Signature
Templates
HR
Employee Pilot History Form

Employee Pilot History Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE PILOT HISTORY FORM

This form collects aviation qualifications, flight experience and employment history necessary for evaluation of fitness for duty and assignment. The information requested must be complete and truthful. Misrepresentation or omission of material facts may result in denial of employment or termination. By signing this form the applicant authorizes the employer to verify information, obtain records, and perform background investigations as described below.

Personal Information

Full Name:

Other Names / Aliases Home Address

Phone:

Email:

Date of Birth: Employee ID (if known):

Position Information

Position Applying For / Current Position

Department:

Reporting Manager:

Anticipated Start Date: Proposed Compensation:

Pilot Certificates and Ratings

Pilot Certificate Number

Certificate Class (check all that apply):

Airline Transport Pilot (ATP)
Commercial Pilot
Private Pilot
Student Pilot

Ratings and Endorsements (check all that apply):

Single-Engine Land
Multi-Engine Land
Instrument Rating
Seaplane
Rotorcraft
Type Rating(s) (list below)

Type Ratings (list make/model and certificate)

Medical Certificate

Medical Certificate Class: Issue Date: Expiration Date:

Flight Time Summary

Total Flight Time (hours): Pilot in Command (PIC) Hours: Second in Command (SIC) Hours:

Multi-Engine Hours: Turbine Hours: Night Hours:

Instrument (IFR) Hours: Last 12 Months (total hours): Last 90 Days (total hours):

Aircraft Experience (by type)

List most relevant aircraft types. Provide total and PIC hours and last flown date.

Aircraft Type 1

Total Hours:

PIC Hours:

Last Flown:

Aircraft Type 2

Total Hours:

PIC Hours:

Last Flown:

Aircraft Type 3

Total Hours:

PIC Hours:

Last Flown:

Recent Training and Currency

Date of Last Flight Review / Proficiency Check Training Provider / Instructor Simulator / Flight Training Hours (last 12 months)

Employment History (Most recent first)

Provide at least two previous employers. Include aircraft types, duties, and reason for separation.

Employer 1 — Company Name

Title:

Dates Employed: From To

Aircraft Operated / Duties Reason for Leaving Employer 2 — Company Name

Title:

Dates Employed: From To

Aircraft Operated / Duties Reason for Leaving

Education

Highest Degree / Certificate Institution

Graduation Date:

Professional References

Provide three professional references familiar with your flight experience and performance.

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Accident / Incident History

Have you been involved in any aviation accidents or incidents? Yes No

If yes, provide details (date, location, aircraft, description, reporting authority)

Drug and Alcohol Testing / Background Checks

I authorize the employer to obtain employment records, training records, FAA/aviation authority records, and to conduct background checks and drug and alcohol testing as required by company policy and applicable aviation regulations. This authorization includes release of records from prior employers, medical examiners, and training providers.

Consent to Drug/Alcohol Testing: I consent I do not consent

Attachments Checklist

Please indicate which documents are attached with this submission:

Copy of Pilot Certificate
Copy of Medical Certificate
Relevant Logbook Pages
Type Rating Certificates
Background Check Consent Form

Legal Acknowledgments and Certifications

At-Will Employment: Submission of this form does not alter the at-will nature of employment, where applicable, and does not create any contract for employment for a definite term unless a written agreement signed by authorized representatives expressly states otherwise.

Equal Opportunity: The employer is an equal opportunity employer and makes employment decisions without regard to unlawful factors. Selection is based on qualifications and operational requirements.

Applicant Certification: I certify that all information contained in this Employee Pilot History Form is true, complete and correct to the best of my knowledge. I understand that falsification, misrepresentation, or omission of material facts may be grounds for refusal to hire or, if hired, termination. I agree to notify the employer immediately of any material change to the information provided.

Release: I authorize any person, company, school, or government agency to provide the employer with any information concerning my qualifications, background, or fitness for duty. I release such parties from liability for providing such information in good faith.

Applicant Statement (additional remarks)

Applicant Name:

Signature:

Date:

What the Employee Pilot History Form Is and Why It Matters

The Employee Pilot History Form is a standardized record used by employers and flight operations to capture a pilot’s employment history, certifications, flight experience, and safety record. Typical entries include prior employers, aircraft types, total flight hours, type ratings, FAA certificate numbers, medical certificate status, accidents or incidents, and disciplinary actions. Organizations use the form to verify credentials, assess operational readiness, support background checks, and feed safety management systems that inform training and operational assignment decisions.

Why a Consistent Pilot History Record Improves Safety and Hiring

A complete Employee Pilot History Form centralizes verifiable data needed for hiring, credentialing, insurance underwriting, and safety reviews. Standardization reduces onboarding delays and helps identify training or currency gaps before a pilot is placed into revenue service.

Typical Users and How They Use the Form

Employers, crewing managers, safety officers, and background-screening vendors request or complete the Employee Pilot History Form during evaluation and onboarding.

Airline crewing departments verifying type ratings, route experience, and disciplinary history during recruitment.
Corporate flight departments assessing pilot suitability for specific aircraft and mission profiles.
Regulatory compliance teams and insurers reviewing records for FAA, safety management, or underwriting purposes.

The form supports cross-departmental checks so HR, safety, and operations teams share a single source of verified employment and training data.

Key Roles That Interact with the Form

Flight Ops Director

Reviews completed forms to confirm credentials, currency, and previous disciplinary actions. Uses documented flight hours and type ratings to determine line-training eligibility and initial operating limitations, and to plan recurrent training schedules.

Safety Officer

Analyzes accident, incident, and enforcement entries to identify trends. Integrates findings into the SMS (safety management system), reports to senior leadership, and recommends mitigation or retraining when patterns emerge.

Essential Data Elements to Protect and Track

Personal Identifiers: Full name, DOB, SSN last four

Flight Hours: Total and by aircraft type

Medical Information: FAA medical class and expiration

Certifications: FAA certificate and type ratings

Incident Records: Accidents, incidents, enforcement actions

Verification Trail: Source verification and date

Risks from Incomplete or Inaccurate Pilot History

Credential Mismatch: Operational disqualification

Undisclosed Incidents: Regulatory exposure

Incorrect Hours: Invalid currency assessment

Medical Errors: FAA compliance risk

Insurance Impact: Higher premiums or denial

Contractual Liability: Employment disputes

Common Preparation and Verification Challenges

Missing or inconsistent flight-hour logs that delay verification and can create gaps in eligibility for line operations.
Outdated medical-certificate entries or unclear expiration dates that require additional records from aviation medical examiners.
Incomplete employer contact details that slow reference checks and audits of prior disciplinary history.
Failure to record type-rating effective dates and limits, which complicates assignment to specific aircraft types.

Step-by-Step: Completing the Employee Pilot History Form

Follow these steps to collect, verify, and document a pilot’s history accurately before onboarding or reassignment.

01

Gather identity: Collect full legal name and government ID
02

Record certifications: Enter FAA certificate and type ratings
03

Log flight time: Document total and make/model hours
04

Verify incidents: Request accident/disciplinary records

Where the Form Goes and Who Reviews It

A clear routing plan ensures timely verification and consistent decisions across operations, safety, and HR.

HR intake: Receives form for employment record
Operations review: Checks type ratings and currency
Safety analysis: Evaluates incidents and trends
Archival: Store verified copy in personnel file

Digital Workflow Configuration for Online Completion

Configure an e-enabled workflow to collect, validate, and route the Employee Pilot History Form electronically.

Field	Configuration
Authentication	Email+SMS code or SSO
Required fields	Make critical fields mandatory
Conditional fields	Show accident details if incident=yes
Routing	Auto-route to operations and safety

Technical and Integration Considerations for eSubmission

Choose a platform that supports secure uploads, role-based routing, and audit trails when collecting pilot history.

File formats: PDF, DOCX supported
Integrations: HRIS, NetSuite, Salesforce
Security: TLS and AES-256 encryption

Key Components of a Professional Employee Pilot History Form

A professional form balances completeness with clear verification paths so employers can make operational decisions quickly.

Identification

Full legal name, date of birth, FAA certificate number, and contact details to ensure records match government and employer files.

Employment chronology

Chronological list of prior employers, positions held, hire and separation dates, and employer contact information for verifications.

Flight experience

Total flight time, PIC and SIC hours, hours by aircraft make/model, and recent 90/180/365-day currency metrics where applicable.

Certifications and training

Type ratings, recurrent training dates, checkrides, and documented training completion certificates with issuing organization noted.

Medical and fitness

FAA medical class, certificate number, issue and expiry dates, and any medical limitations or special issuances disclosed.

Incidents and discipline

Accident, incident, enforcement, or disciplinary actions with dates, report numbers, and outcomes for safety assessment.

Practical Tips to Ensure Accurate and Efficient Completion

Adopt consistent procedures to reduce rework and speed verification while maintaining legal and regulatory compliance.

Use original documents where available

Request logbook excerpts, training certificates, and FAA records directly from issuing entities to verify entries rather than relying solely on self-reported data.

Require exact formatting for critical fields

Enter dates as MM/DD/YYYY, record FAA certificate numbers without spaces, and use official aircraft type codes to avoid ambiguity.

Capture verification metadata

Record verifier name, organization, verification date, and method (phone, email, portal) to create an audit trail for future review.

Limit access and redact where required

Restrict medical and personally identifiable information to authorized personnel and apply redaction or role-based views in electronic records.

Typical Timelines and Processing Expectations

Timelines vary by employer complexity; plan verification steps into the pre-employment and recurrent-assignment schedule.

Pre-hire verification window:

Allow 7–21 business days for full employment and training checks

Type-rating confirmation:

Expect 3–10 business days if external training providers are contacted

Medical certificate validation:

Same-day to 5 business days depending on provider responsiveness

Incident record retrieval:

May take 10–30 business days for FAA or employer files

Reverification cadence:

Reconfirm key items before recurrent training or long-range assignments

Key Milestones From Submission to Clearance

A staged milestone plan clarifies responsibilities and expected completion points during verification.

01

Submission

Pilot or HR submits completed form and supporting documents for processing

02

Initial review

Operations confirms certifications and glaring discrepancies

03

Verification

Contact prior employers, training providers, and medical examiners for confirmation

04

Clearance decision

Operations and safety approve assignment or require remediation

eSignature Pricing and Feature Comparison for Completing the Form

Comparison focuses on core cost and compliance features relevant to securely collecting and storing the Employee Pilot History Form.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Scenarios Showing How the Form Is Used

These concise examples illustrate typical use cases for the Employee Pilot History Form during hiring and risk assessment.

Airline Hiring

A carrier requests a completed history before scheduling line training

Verifies type ratings and recent flight hours
The consolidated record enables faster clearance decisions and reduces repetitive document requests across departments.

Corporate Flight Department

A corporate operator collects histories before assigning a pilot to executive transport

Checks medical currency and incident history
Documented verification minimizes insurer queries and ensures mission-appropriate pilot selection.

Frequently Asked Questions About the Employee Pilot History Form

Answers to common questions about e-signing, notarization, corrections, and verification expectations for pilot history records.

Need help? Contact support

Can the form be e-signed?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are present. Use an audit trail to support verification.
Is notarization required?
Not typically required for internal employment records, but employers or regulators may request notarization or RON for attestations; verify state rules and company policy before assuming notarization is unnecessary.
What if FAA records conflict?
If FAA database entries differ from a submitted history, document the discrepancy, request clarifying records from the pilot or FAA, and withhold clearance until resolved.
Who must sign the form?
The pilot must sign to attest to accuracy; verifiers should sign or log their verification actions. For medical information, limit signatures to authorized staff per privacy policies.
How long does verification take?
Verification timelines vary: simple checks may finish within days, while third-party training or FAA records can extend to multiple weeks depending on responsiveness.
How do I correct an error after submission?
Document the correction, obtain the pilot’s acknowledgement and re-verification evidence, and retain both the original and corrected records with an audit trail for future review.

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