How do I correct a submitted update?

If an update contains errors, submit a new Flight Time Update Form noting the correction reason and reference the original record. Include supporting evidence and request an approver to supersede or annotate the previous entry to preserve auditability.

What if my name doesn't match records?

Use the full legal name as it appears in personnel files and attach ID or certificate documentation if necessary. Operations may request HR verification before approving changes that affect payroll or licensing.

Is an electronic signature legally binding?

Electronic signatures are legally valid in the U.S. under the ESIGN Act and state UETA laws when intent, consent, attribution, and record retention requirements are met. Ensure your workflow captures these elements and any required consumer disclosures.

Do I need a notary for updates?

Most internal flight time updates do not require a notary. If a notarized affidavit is requested for a legal dispute or regulatory matter, follow state notary and remote notarization rules applicable to the document.

What attachments should I include?

Attach EFB screenshots, dispatch logs, instructor endorsements, or maintenance logs that corroborate the updated time. Clear, contemporaneous evidence reduces validation time and potential rejection.

How long will review take?

Review times vary by operator and volume. Configuring automatic routing and providing complete evidence can reduce processing from days to under 24 hours in many cases.

Electronic Signature
Templates
Miscellaneous
Flight Time Update Form

Flight Time Update Form

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

Flight Time Update Form

Client Name: Provider Name:

Effective Date:

WHEREAS

WHEREAS, Client engages Provider to perform aviation-related services including the provision of aircraft, crew, and scheduling services, and Provider has agreed to provide such services under the terms of the existing agreement between the parties (the "Master Agreement");

WHEREAS, the parties desire to record specified adjustments to scheduled flight times, block hours, and associated compensation for certain flights as set forth in this Flight Time Update Form, and to confirm the parties' respective rights and obligations with respect to those adjustments;

NOW, THEREFORE, in consideration of the mutual covenants set forth herein and other good and valuable consideration, the receipt and sufficiency of which are acknowledged, the parties agree as follows:

Flight Update Details

Flight Number:

Scheduled Departure Date:

Origin: Destination:

Original Scheduled Departure Time: Updated Departure Time:

Original Block Hours: Updated Block Hours:

Reason for Update:

Scope of Work

Payment Terms

Agreed Adjustment Amount:

Payment Schedule and Method:

Late Payment Fee:

Term and Termination

This Flight Time Update shall commence on:

and shall terminate on:

Either party may terminate this Flight Time Update upon written notice provided at least days prior to the effective termination date. Termination of this Flight Time Update shall not relieve either party of obligations accrued prior to the effective date of termination.

Confidentiality

Each party (the "Receiving Party") shall keep confidential and shall not disclose to any third party any non-public information received from the other party (the "Disclosing Party") in connection with the subject matter of this Flight Time Update, except as reasonably necessary to perform obligations herein or as required by applicable law. Confidential information does not include information that is or becomes publicly known through no breach by the Receiving Party, or that the Receiving Party can demonstrate was independently developed without use of the Disclosing Party's confidential information.

Governing Law

This Flight Time Update shall be governed by and construed in accordance with the laws of: without regard to its choice-of-law principles.

Entire Agreement

This Flight Time Update, together with the Master Agreement and any documents expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. Any amendment to this Flight Time Update must be in writing and signed by authorized representatives of both parties.

Representations and Certification

Each party represents and warrants that it has the full right, power and authority to enter into and perform its obligations under this Flight Time Update, that the individual signing below is duly authorized to execute this Flight Time Update on behalf of such party, and that performance hereunder will not violate any applicable law or the terms of any other agreement to which it is a party.

Client

Party Label:

By:

Date:

Provider

Party Label:

By:

Date:

What the Flight Time Update Form Is and Where It Applies

The Flight Time Update Form documents adjustments to a pilot or crewmember's logged flight time, training hours, or duty-period records. Organizations use it to correct electronic logs, reconcile discrepancies between electronic flight bags and company records, or record late entries that affect currency, duty limits, or payroll. The form is typically used by pilots, flight instructors, operations staff, and safety officers and is stored with training and personnel files to support compliance, scheduling, and regulatory reporting requirements.

Why a Standardized Update Form Matters

A consistent Flight Time Update Form reduces errors, supports traceability, and creates an auditable record for crew currency, payroll reconciliation, and safety investigations. Accurate updates help operators meet internal policy and regulatory expectations and clarify whether entries change legal or operational status.

Who completes and reviews Flight Time Updates

Finalized updates must be retained according to company policy and applicable regulatory retention rules to support audits and payroll reconciliation.

Pilots and Flight Crew — Crewmembers submit updates for missed or corrected log entries, training completions, and currency restoration.
Flight Instructors — Record training flight time, dual instruction, and endorsements for student and commercial certificates.
Operations and Safety Officers — Verify entries against logs, approve changes, and attach evidence for audit purposes.

Quick sequence to complete the form

Follow these steps to submit a Flight Time Update that will pass operational review and be retained for compliance.

01

Gather Evidence: Collect log extracts, instructor notes, or EFB screenshots.
02

Fill Fields: Enter data using specified formats and attach files.
03

Submit for Review: Send to operations or safety for verification.
04

Finalize: Approver signs and archives the accepted update.

How an electronic submission flows in practice

A clear routing workflow reduces processing time and ensures approvals are recorded in order.

Initiate Update: Pilot completes the form and uploads supporting evidence.
Ops Verification: Operations compares the entry to aircraft logs and dispatch records.
Safety Review: Safety audits entries that affect currency or incident investigations.
Record Retention: Approved changes are archived in personnel and training systems.

Typical digital workflow settings to configure

Configure workflow fields and signer order to match your organization’s approval hierarchy and evidence requirements.

Field	Configuration
Signer Order	Pilot → Operations → Safety
Required Attachments	EFB log, instructor signature, dispatch sheet
Authentication	Email link or SMS code for signer identity
Retention Action	Archive PDF + audit trail in HR system

Technology to support electronic updates

Ensure your chosen system preserves signed PDFs, stores audit metadata, and meets any applicable regulatory or company security standards.

File Formats: Accept PDF, DOCX, and image files for attachments
Integrations: Connectors to HR, training, and EFB systems ease reconciliation
Authentication Options: Email links, SMS codes, or stronger ID verification

Timing expectations and internal deadlines

Timely submission helps maintain currency, payroll accuracy, and investigation integrity. Many operators set internal reporting windows for updates.

Immediate Reporting:

Submit updates for safety incidents as soon as possible.

Daily Reconciliation:

Operators often reconcile flight logs daily with dispatch records.

Payroll Cutoffs:

Submit corrections before payroll close to ensure accurate pay.

Training Records:

File training time within administrative deadlines to credit certificates.

Audit Requests:

Provide supporting documents within the timeframe requested by auditors.

Consequences of incorrect or late updates

Operational Risk: Misstated flight time can affect crew duty limits and scheduling.

Payroll Impact: Incorrect hours may trigger payroll corrections and liability.

Regulatory Exposure: Inaccurate records can complicate regulatory audits or compliance findings.

Safety Investigation: Missing evidence weakens incident timelines and root-cause analysis.

Data Integrity: Unverified amendments may be rejected if not supported by documentation.

Legal Liability: Material misstatements risk contractual or administrative penalties.

Security and compliance controls to require

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

Audit Trail: Timestamp and IP metadata

HIPAA Support: BAA required for PHI

21 CFR Support: Controls suitable for regulated records

Certifications: SOC 2 Type II and ISO 27001

Common pitfalls to avoid when preparing an update

Entering times in inconsistent formats leads to reconciliation errors and delayed approvals by operations staff.
Failing to attach supporting evidence such as instructor endorsements or EFB screenshots increases the likelihood of rejection.
Submitting after payroll close can require manual corrections and delay employee compensation adjustments.
Using informal language or vague reasons makes it harder for safety or compliance teams to validate the change.

eSignature vendor pricing and feature snapshot for Flight Time updates

Comparing foundational pricing and common feature availability across vendors helps organizations estimate eSignature costs and compliance capabilities.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Illustrative use cases for Flight Time Update Forms

These scenarios show practical implementations of a structured update form in different operational contexts.

Airline Operations Use

A pilot submits a late entry with EFB screenshots and dispatch confirmation

Operations verifies against aircraft logs and approves
The approved update is archived with the audit trail and used for duty-limit calculations and payroll adjustments, preventing scheduling gaps.

Flight School Credit

An instructor logs dual instruction time with a signed endorsement

Training manager cross-checks flight lesson records and issues credit
The training record is saved to the student file and used to qualify the student for checkrides and certificate submissions.

Practical tips to improve accuracy and reduce processing time

Follow these practices to minimize rework, speed approvals, and keep records audit-ready.

Use consistent timestamp formats

Adopt one standard (for example, MM/DD/YYYY and 24-hour time) across forms and attachments to avoid conversion errors during reconciliation.

Require supporting evidence at intake

Ask for EFB screenshots, instructor endorsements, and dispatch logs during submission to reduce back-and-forth and speed validations.

Automate routing to approvers

Configure workflows so the right operational, safety, and payroll reviewers receive updates in order to prevent processing delays.

Preserve an immutable audit trail

Store signed PDFs with timestamps, signer identity metadata, and attachment hashes to support audits and investigations.

Who may sign or approve the update

Pilot / Crewmember

The submitting crewmember attests to the accuracy of the entry; their signature or authenticated e-signature is required to establish intent and attribution for the change.

Operations/Safety Approver

A designated operations or safety officer must verify supporting evidence, confirm compliance with duty limits and training rules, and sign to finalize the record.

FAQs and troubleshooting for common issues

Answers to common questions about submission, approval, and retention for Flight Time Update Forms.

Need help? Contact support

How do I correct a submitted update?
If an update contains errors, submit a new Flight Time Update Form noting the correction reason and reference the original record. Include supporting evidence and request an approver to supersede or annotate the previous entry to preserve auditability.
What if my name doesn't match records?
Use the full legal name as it appears in personnel files and attach ID or certificate documentation if necessary. Operations may request HR verification before approving changes that affect payroll or licensing.
Is an electronic signature legally binding?
Electronic signatures are legally valid in the U.S. under the ESIGN Act and state UETA laws when intent, consent, attribution, and record retention requirements are met. Ensure your workflow captures these elements and any required consumer disclosures.
Do I need a notary for updates?
Most internal flight time updates do not require a notary. If a notarized affidavit is requested for a legal dispute or regulatory matter, follow state notary and remote notarization rules applicable to the document.
What attachments should I include?
Attach EFB screenshots, dispatch logs, instructor endorsements, or maintenance logs that corroborate the updated time. Clear, contemporaneous evidence reduces validation time and potential rejection.
How long will review take?
Review times vary by operator and volume. Configuring automatic routing and providing complete evidence can reduce processing from days to under 24 hours in many cases.

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