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Plane Activity Log

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PLANE ACTIVITY LOG

Operator and Aircraft

Recitals

WHEREAS, Operator Name: operates and maintains the aircraft identified above for business and training operations; and

WHEREAS, Pilot Name: will record flights and aircraft activity in this Plane Activity Log and certifies the entries in accordance with applicable operational policies and regulations;

WHEREAS, the parties agree that this log documents flight operations, maintenance discrepancies, and timekeeping for the aircraft and will be relied upon for operational, safety, and administrative purposes.

Operational Scope

Operational Terms

Payment Terms: Any compensation associated with flight operations recorded in this log shall be documented separately. Operator and Pilot may record billable flight time and agreed hourly rates in the Operator's billing schedule. Late or disputed charges shall be addressed per the Operator's invoicing policy and do not affect the accuracy requirements of this log.

Term and Termination: This log and the obligations to maintain accurate entries remain effective for the duration of the aircraft's operation by the Operator and shall be retained for a period consistent with the Operator's record retention policy. Either party may require a review of log entries upon written notice to the other party.

Confidentiality: Log entries and maintenance remarks contain operational and safety-sensitive information. Both parties agree to treat the content as confidential for operational purposes and to disclose such information only to authorized personnel, maintenance providers, or regulators as required.

Governing Law: This Plane Activity Log and any disputes concerning entries or certification shall be governed by the laws of the jurisdiction in which the Operator is principally located, without regard to conflict of law rules.

Entire Agreement: This log, together with any written operational policies referenced herein, constitutes the complete understanding between the parties regarding the recording and certification of aircraft activity and supersedes prior verbal or written representations.

Flight Entries (Record each flight/leg)

Date
Flight No.
Departure
Arrival
Block Out
Block In
Flight Time
Hobbs Start
Hobbs End

Operational Details (per flight)

Maintenance, Fuel, and Remarks

Totals and Certification

Certification: I certify that, to the best of my knowledge, the entries made in this Plane Activity Log are true, accurate, and complete. I further certify that all times and operational descriptions recorded herein were observed and recorded in accordance with the Operator's policies and applicable aviation regulations. Any intentional falsification of this log may subject the signer to disciplinary action and regulatory penalties.

Pilot Printed Name:

By:

Date:

Operator Representative:

By:

Date:

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What the Plane Activity Log Records and Why it Matters

A Plane Activity Log is a formal record of an aircraft's operations that captures each flight, crew and aircraft identifiers, flight times, origin and destination, purpose, and any maintenance or irregularity observed. Logs may be kept in paper or electronic form and serve operational, regulatory, and insurance needs. Accurate logs support pilot currency, maintenance planning, FAA inspections, insurance claims, and proof of flight time for certifications or tax reporting. Organizations often retain logs as part of their safety management and audit trails.

Why a Complete Plane Activity Log Is Important

A complete, accurate Plane Activity Log preserves operational history, supports compliance with federal and state aviation rules, and documents maintenance triggers and corrective actions. It reduces regulatory risk and provides evidence for insurance or audit reviews.

Why a Complete Plane Activity Log Is Important

Typical Users and Stakeholders for the Plane Activity Log

Primary users maintain and rely on the log for different operational and compliance purposes.

  • Aircraft owners and operators who track flight hours, maintenance triggers, and pilot currency for Part 91 or Part 135 operations.
  • Maintenance organizations and AMOs that rely on logs to schedule inspections, document deferred maintenance, and validate repair records.
  • Flight schools and instructors who record student hours, endorsements, and supervised training flights for certifications and audits.

Each stakeholder uses the record for distinct decisions — scheduling, compliance, certification, or claims.

Step-by-Step: Completing a Plane Activity Log Entry

Follow a consistent order for each flight entry to ensure accuracy and auditability.

  • 01
    1. Date: Enter MM/DD/YYYY for the flight date.
  • 02
    2. Aircraft: Record tail number and aircraft make/model.
  • 03
    3. Times: Log engine start, takeoff, landing, and Hobbs/TT time.
  • 04
    4. Remarks: Note purpose, discrepancies, and maintenance actions.

Core Sections of a Professional Plane Activity Log

A standardized log groups data to make searching, auditing, and aggregation straightforward for operators, technicians, and regulators.

Header

Date, tail number, owner/operator and aircraft make/model recorded once per page for clear identification and traceability of entries.

Flight Record

Individual flight rows with departure/arrival, times, flight purpose, route, and passenger or cargo notes to support operational review.

Time Totals

Cumulative Hobbs/tach, PIC, SIC, and dual instruction totals for the reporting period to support maintenance and currency calculations.

Discrepancy Log

Dedicated section to record squawks, deferred items, MEL applicability, and references to maintenance orders or AD compliance.

Signatures

Pilot and technician signature blocks with printed names and dates to validate entries and record author attribution.

Attachments

Place for supporting documents such as weight-and-balance records, NOTAMs, weather briefings, or maintenance receipts.

Security, Privacy, and Format Details

Storage Format: PDF or CSV preferred
Encryption: TLS 1.2/1.3 in transit
At-Rest Protection: AES-256 encryption
Access Controls: Role-based permissions
Audit Trail: Timestamps and IP logs
HIPAA Option: BAA available if needed

Consequences of Incomplete or Incorrect Logs

Regulatory Risk: Potential FAA findings
Insurance Denial: Claim disputes possible
Maintenance Errors: Missed intervals increase risk
Certification Delay: Pilot currency gaps
Audit Exposure: Loss of evidentiary value
Operational Downtime: Unplanned grounding

Common Errors to Avoid When Preparing the Log

  • Entering imprecise times or failing to specify whether Hobbs or tach readings are used can distort maintenance intervals or pilot totals.
  • Using initials only or abbreviated names for pilots and technicians reduces traceability and may invalidate entries in disputes or inspections.
  • Failing to record maintenance discrepancies with a reference work order number leaves unresolved items and complicates corrective action tracking.
  • Mixing handwritten and electronic entries without consistent format or reconciliation increases transcription errors and data loss risk.

Typical Workflow for Electronic Plane Activity Logs

A clear electronic workflow improves accuracy and reduces time spent reconciling paper records.

  • Upload: Load template or previous log into system.
  • Populate Fields: Complete flight and crew details before closing.
  • Sign & Verify: Sign digitally and capture audit data.
  • Archive: Store with encryption and access controls.

Configuring an Electronic Log Workflow

Configure fields, signer roles, and storage settings to match your operational and regulatory needs.

Field Configuration
Date Format MM/DD/YYYY
Time Source Hobbs or Tach selectable
Signer Roles Pilot, Technician, Inspector
Retention Auto-archive with access controls

Sharing and Integration Options for Electronic Logs

Choose delivery and integration settings that match your operations and recordkeeping policies.

  • Email: Direct PDF copies to stakeholders
  • Cloud Sync: Integrate with Google Drive or Box
  • API: Connect to maintenance systems

Timing Expectations and Routine Deadlines

Establish consistent timing rules to ensure entries are current and defensible in reviews or claims.

Same-Day Entry:

Log each flight the same day to preserve accuracy.

Post-Flight Review:

Technician checks entries before next flight.

Monthly Reconciliation:

Reconcile totals against Hobbs/tach and operations reports.

Annual Audit:

Perform yearly compliance and data integrity checks.

Insurance Notice:

Report incidents within insurer timelines, typically 30 days.

Key Milestones in a Log's Lifecycle

Track these milestones to ensure entries move from capture to archival according to policy.

01

Capture Flight Data

Record flight details and times immediately after landing.

02

Technician Verification

Confirm discrepancies and annotate maintenance items before release.

03

Supervisor Approval

Designated approver signs to validate totals and remarks.

04

Archive and Backup

Move finalized logs to secure long-term storage.

Frequently Asked Questions About Plane Activity Logs

Answers below address common legal, procedural, and technical questions about preparing and maintaining Plane Activity Logs.


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eSignature Solution Pricing and Feature Comparison

Comparing common vendor pricing and core features helps select an eSignature option for completing and storing Plane Activity Logs electronically.

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 Yes, 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan
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