GCAA Pilot Logbook Requirements for UAE Pilots

Written By Brandon Drew
UAE pilot reviewing a GCAA-compliant electronic logbook with flight times, PICUS entries and operator records

By PilotAudit — a pilot-owned specialist in professional logbook audits and paper-to-digital logbook conversion.

A logbook can look tidy and still be difficult to use for a GCAA application.

The problems are often small but important: an aircraft registration is missing, operator time has never been exported, PICUS sectors are not countersigned, simulator sessions have been included in flight time or the totals no longer reconcile between a training logbook and an airline record.

The GCAA pilot logbook requirements are set out in UAE CAR-FCL. FCL.050 requires a pilot to keep a reliable record of every flight, while AMC1 FCL.050 explains the information, format and logging conventions expected by the Authority. Electronic records are permitted, including operator-maintained records for commercial air transport, but the record still needs to be complete, properly certified and available when required.

This guide explains the current rule in practical terms for pilots flying or applying in the UAE. It separates the published GCAA requirement from PilotAudit's recordkeeping recommendations, so you can see which points come directly from the regulation and which are sensible preparation measures.

GCAA logbook requirements at a glance

  • Every flight must be recorded reliably. FCL.050 applies to the details of all flights flown, not only the time needed for the next licence or rating.

  • The required information extends beyond date, aircraft and total time. AMC1 FCL.050 also covers PIC identity, departure and arrival details, aircraft variant and registration, pilot function, operational conditions and FSTD sessions.

  • Paper and electronic records are both contemplated. Paper entries should be made in ink or indelible pencil. Electronic records must contain the relevant information, be certified by the pilot, remain readily available and use a format acceptable to the Authority.

  • Operator records can be used for commercial air transport. The operator should make the pilot's flight records, including differences and familiarisation training, available to the crew member on request.

  • PIC, co-pilot, PICUS, SPIC, dual, instructor and examiner time are not interchangeable. The function recorded must reflect the capacity in which the pilot acted and the applicable countersignature requirements.

  • IFR time and instrument flight time describe different things. One is based on the rules under which the aircraft is operated; the other is based on controlling the aircraft solely by reference to instruments.

  • A weak logbook can stop an application. GCAA Guidance Material says a licence or rating application will not be accepted when the required logbook is incomplete, lacks the necessary certification or does not contain the required information.

The current GCAA rule: CAR-FCL Issue 05

The controlling publication is GCAA CAR-FCL Issue 05. Its record of issue is dated September 2025 and gives 1 January 2026 as the date of applicability.

The PDF is marked as an uncontrolled document when downloaded. Before relying on a saved copy, check the live GCAA Civil Aviation Regulations publication page for the current issue.

Three layers of CAR-FCL matter here.

  • FCL.050 is the core requirement. It says the pilot shall keep a reliable record of the details of all flights flown in a form and manner established by the competent authority.

  • AMC1 FCL.050 is the Acceptable Means of Compliance. It sets out the minimum information, the model logbook format and the logging conventions used to demonstrate compliance.

  • GM1 FCL.015 is Guidance Material. It explains what can prevent the acceptance of a licence or rating application when a logbook must be presented.

This distinction is useful. The article below states the regulatory requirements directly and identifies PilotAudit recommendations as practical recordkeeping rather than quoting them as GCAA rules.

What information must a GCAA pilot logbook contain?

AMC1 FCL.050 says the record should contain at least the following information.

Personal details

  • the pilot's name or names; and

  • the pilot's address.

Details for each flight

  • name or names of the pilot-in-command;

  • date of flight;

  • place and time of departure and arrival;

  • aircraft type, including make, model and variant;

  • aircraft registration;

  • an indication of single-engine or multi-engine operation where applicable;

  • total time of flight; and

  • accumulated total flight time.

Pilot function and operating conditions

The record should separately identify the pilot's function, including:

  • PIC, including solo, SPIC and PICUS where applicable;

  • co-pilot;

  • dual;

  • flight instructor; and

  • flight examiner.

Operational-condition time should also show whether the operation took place at night or was conducted under Instrument Flight Rules.

FSTD sessions

For each applicable Flight Simulation Training Device session, the record should include:

  • the device type and qualification number;

  • the FSTD instruction or exercise;

  • the date;

  • total session time; and

  • accumulated FSTD time.

The model GCAA logbook uses 12 main columns covering date; departure; arrival; aircraft; single-pilot or multi-pilot time; total flight time; PIC name; landings; operational-condition time; pilot-function time; FSTD sessions; and remarks or endorsements.

The regulation does not require every personal app or spreadsheet to look visually identical to the model page. It does require the relevant information to be present and the format to be acceptable to the Authority.

Use UTC and keep the time format consistent

The GCAA logbook instructions say departure and arrival times should be recorded in UTC. Total flight time may be entered in hours and minutes or in decimal notation.

Either system can work, but changing between the two without a controlled conversion is an easy way to create a totals discrepancy. A value of 1 hour 30 minutes is 1:30 in hours-and-minutes notation and 1.5 in decimal notation; it is not 1.30 decimal hours.

As a practical recordkeeping measure, use one method consistently within a record, document any conversion process and reconcile the accumulated totals after an import or system change.

When does flight time start and finish under GCAA rules?

CAR-FCL defines flight time by aircraft category.

  • Aeroplanes, touring motor gliders and powered-lift aircraft: from the moment the aircraft first moves for the purpose of taking off until it finally comes to rest at the end of the flight.

  • Helicopters: from the moment the rotor blades start turning until the helicopter finally comes to rest and the rotor blades are stopped.

  • Airships: from release from the mast for take-off until the airship finally comes to rest and is secured on the mast.

  • VTOL-capable aircraft: from the moment the lift and thrust units are powered on for take-off until the aircraft finally comes to rest and those units are powered off.

These definitions matter when a pilot is importing records from an operator or another licensing system. Do not assume that every roster, payroll system or flight-tracking platform uses the same start and finish points as CAR-FCL.

Logging PIC, co-pilot, PICUS and SPIC correctly

Pilot flying, pilot monitoring and pilot-in-command are not interchangeable descriptions. The entry must reflect the pilot's designated function and the conditions in CAR-FCL.

Pilot-in-command

A licence holder may log as PIC all flight time during which he or she is the designated PIC.

In a multi-pilot crew, the operator designates one pilot as PIC before the flight. The PIC may delegate the conduct of the flight to another suitably qualified pilot, but handling the controls does not by itself turn the other pilot's time into PIC.

Co-pilot

A pilot occupying a pilot seat as co-pilot may log co-pilot time when more than one pilot is required by the aircraft type certification or by the regulations under which the flight is conducted.

A cruise relief co-pilot may log co-pilot time while occupying a pilot seat. Keep the original operator category visible where a relief or augmented-crew arrangement affects a later licensing or airline calculation.

PICUS

PICUS means a co-pilot performing the duties and functions of PIC under the supervision of the PIC.

AMC1 FCL.050 permits qualifying PICUS to be logged as PIC when:

  • the supervision method is acceptable to the competent authority;

  • the co-pilot carried out all the duties and functions of PIC; and

  • intervention by the PIC in the interest of safety was not required.

The PICUS entry must be countersigned by the aircraft PIC in the remarks column.

Do not assume that a sector flown as pilot flying is automatically PICUS. Pilot flying describes who handled the aircraft; PICUS is a supervised-command category with specific conditions and certification.

SPIC

Student pilot-in-command means a student pilot acting as PIC on a flight with an instructor who observes but does not influence or control the flight.

SPIC is entered in the PIC function field and the applicable entry must be certified in the remarks column. The GCAA model instructions refer to the aircraft PIC or flight instructor countersigning SPIC or PICUS entries, as appropriate.

Instructor and examiner time

An instructor may log as PIC the time during which he or she acts as an instructor in an aircraft. An examiner may log as PIC the time during which he or she occupies a pilot seat and acts as an examiner in an aircraft.

Instructor time should also appear in the appropriate instructor field. A summary of flight instruction, instrument flight instruction and instrument ground time should be certified by the appropriately rated or authorised instructor where required.

IFR time is not the same as instrument flight time

CAR-FCL gives these terms separate definitions.

  • Flight time under IFR is all flight time during which the aircraft is operated under Instrument Flight Rules.

  • Instrument flight time is the time during which the pilot controls the aircraft in flight solely by reference to instruments.

  • Instrument ground time is time during which a pilot receives simulated-instrument instruction in an FSTD.

  • Instrument time is the combined concept of instrument flight time and instrument ground time.

The GCAA model logbook places IFR time in the operational-conditions field. Instrument flight time undertaken during training for a licence or rating should also be identified in the remarks.

Avoid using one broad “instrument” total to represent several different concepts. A pilot may operate an entire sector under IFR without controlling the aeroplane solely by reference to instruments for the whole sector.

Landings, series of flights and required remarks

Day and night landings

Record the number of day and night landings made as pilot flying. Do not populate a landing merely because you were a member of the operating crew.

Series of flights

A number of flights may be recorded as one entry when all three conditions are met:

  • they take place on the same day;

  • the aircraft returns on each occasion to the same place of departure; and

  • the interval between successive flights does not exceed 30 minutes.

If those conditions are not met, use separate entries.

Remarks and endorsements

The remarks field can hold additional useful detail, but the GCAA model instructions identify entries that should appear there when relevant:

  • instrument flight time undertaken during training for a licence or rating;

  • details of skill tests and proficiency checks;

  • PIC certification for SPIC or PICUS time;

  • instructor certification when a flight forms part of SEP or TMG class-rating revalidation; and

  • the type of FSTD exercise, such as an operator proficiency check or revalidation.

When a paper logbook page is completed, the accumulated flight time should be entered in the appropriate columns and certified by the pilot in the remarks column.

Does the GCAA accept electronic pilot logbooks?

Yes. AMC1 FCL.050 expressly contemplates electronic records.

For an electronic record to meet the published standard, it should:

  • include all relevant information required by AMC1 FCL.050;

  • be certified by the pilot;

  • remain readily available when requested by the competent authority; and

  • use a format acceptable to the Authority.

FCL.045 also says a pilot or student pilot shall present the flight-time record without undue delay when an authorised representative of the competent authority requests it.

The regulation does not endorse a particular app, cloud platform or file type. A well-designed electronic logbook can satisfy the information requirement; a branded app with missing fields does not become compliant merely because it is widely used.

As a practical measure, retain a stable export that can be opened independently of the app, together with secure backups and the source records used to build it.

Can an airline's electronic records replace a personal logbook?

For flights conducted in commercial air transport, AMC1 FCL.050 allows the details to be recorded in an electronic format maintained by the operator.

The operator should make records of all flights operated by the pilot available to the crew member on request, including differences and familiarisation training.

That does not mean every roster or crew-time report automatically contains the full GCAA data set. Before relying on an operator export, check that it includes the dates, aircraft details, registration, sector times, PIC identity, operating function, conditions and totals you may need.

PilotAudit practical recommendation: obtain full operator exports at sensible intervals and again before leaving an employer. Keep the original export, a working copy and the associated training or checking records. If the operator and personal totals differ, find the first point of divergence rather than inserting an unexplained balancing entry.

Paper logbooks remain acceptable

Paper entries should be made as soon as practicable after the flight and written in ink or indelible pencil.

A paper logbook remains a valid way to maintain the record, provided the required information is complete and legible. The practical difficulty normally appears when several volumes, carry-forwards and operator statements have to be reconciled for an application.

If historic paper records need to be digitised, PilotAudit's paper-to-digital pilot logbook conversion transfers the pilot-provided entries into a structured electronic file and flags information that is unclear or inconsistent for the pilot to review.

Conversion is not certification and does not create missing evidence. The original logbooks and supporting operator or training records should still be retained.

What can stop a GCAA licence or rating application?

GM1 FCL.015 is unusually direct about logbook presentation. When a logbook is required, it says no application for a pilot licence or rating will be accepted if:

  • the logbook is incomplete in any manner;

  • the logbook is not certified by the ATO, operator or concerned civil aviation authority; or

  • the logbook does not satisfy AMC1 FCL.050 or does not contain the information required by internationally accepted standards.

The correct certification route depends on the source of the time and the application being made. Training time, operator records, foreign experience, PICUS and licence-conversion evidence may each require different support. Follow the current GCAA application checklist and obtain the relevant records from the ATO, operator or authority before submission.

The same Guidance Material warns that falsified or misleading logbook information can lead the Authority to use the enforcement provisions in FCL.070. Under FCL.070, a licence, rating or certificate may be limited, suspended or revoked when a pilot does not comply with CAR-FCL, CAR-MED or applicable operational requirements.

This is not a reason to hide an honest discrepancy. It is a reason to correct and explain it transparently, using the supporting evidence available.

Before a UAE application or operator review, a professional pilot logbook audit can identify missing information, carry-forward errors, category inconsistencies and totals that require the pilot's attention. PilotAudit does not certify flight time or replace the GCAA, an ATO, an operator or another civil aviation authority.

How to correct an error without weakening the record

FCL.050 and AMC1 FCL.050 do not prescribe one universal correction method. If your ATO or operator has an approved record-amendment procedure, follow it.

The following points are practical recordkeeping recommendations, not quoted GCAA correction rules:

  • Do not erase, obscure or overwrite the original paper entry. Make the correction legible and traceable, with a short reason, date and initials or signature as appropriate.

  • In an electronic system, use a correction or edit function that preserves the history where available. Retain the source document supporting the change.

  • If operator and personal totals differ, locate the first point of divergence instead of forcing the totals to agree through an unsupported entry.

  • If an entry cannot be verified, do not invent the missing detail. Record what can be supported and seek guidance from the relevant ATO, operator or authority when the issue is material to an application.

The objective is a record that remains reliable, explainable and supported—not one that has been made to look perfect by removing its history.

GCAA logbook readiness checklist

Before presenting a logbook for a GCAA application, operator review, skill test or proficiency check, confirm that:

  • every flight is present and the record is chronological and readable;

  • dates use day/month/year and departure and arrival times are in UTC;

  • aircraft make, model, variant and registration are recorded;

  • single-pilot, multi-pilot, single-engine and multi-engine categories are applied consistently;

  • PIC, co-pilot, dual, instructor, examiner, SPIC and PICUS reflect the actual function;

  • SPIC and PICUS entries carry the applicable certification in remarks;

  • day and night landings are recorded only when made as pilot flying;

  • night, IFR, instrument flight time and instrument ground time have not been merged incorrectly;

  • FSTD sessions show the device type, qualification number, exercise, date and session time separately from aircraft flight time;

  • skill tests, proficiency checks, differences training, familiarisation training and required revalidation signatures are supported;

  • page or report totals reconcile with carry-forwards, application totals and operator records;

  • the appropriate pilot, ATO, operator, instructor, PIC, examiner or authority certification is present where required; and

  • an electronic record can be produced promptly in a stable, readable export with backups retained.

UAE airline applications: keep the authority and airline requirements separate

GCAA recordkeeping rules and an airline's recruitment document requirements answer different questions. A logbook may satisfy CAR-FCL yet still need a particular certification letter, print format or category breakdown for an airline assessment.

Follow the current vacancy and the instructions sent by the operator. For pilots applying to Emirates, PilotAudit's guide to Emirates pilot logbook requirements explains the airline's published requirement for complete, certified records and the separate qualifying-hour calculations that may matter during recruitment.

Do not treat an airline requirement as though it changes how time was legally logged under CAR-FCL. Preserve the original category, then prepare a separate reconciliation for the application where necessary.

How PilotAudit helps UAE pilots

PilotAudit reviews and organises pilot-provided records maintained under GCAA, EASA, UK CAA, FAA and other authority or operator frameworks. That includes mixed paper-and-electronic histories, operator exports, PICUS and supervised-command entries, FSTD records and totals prepared for a licence or airline application.

Our audit work is evidence-led. We identify entries, categories and totals that do not reconcile, then flag them for the pilot to verify. We do not invent missing sectors, reclassify unsupported flight time or decide how the GCAA will treat a disputed entry.

For handwritten records, our conversion service produces a structured electronic file from the pages supplied by the pilot and identifies information that cannot be read confidently. Original documents and required certifications remain important.

PilotAudit's role is to help the pilot find the weak point in the record while there is still time to address it. Final responsibility for the accuracy, completeness, legality and use of every entry remains with the pilot and the relevant authority.

Frequently asked questions

Does the GCAA accept an electronic pilot logbook?

Yes. AMC1 FCL.050 allows electronic records when they include the relevant required information, are certified by the pilot, remain readily available when requested and use a format acceptable to the competent authority.

Does the GCAA require a specific electronic-logbook app?

No particular app or software provider is named in FCL.050 or AMC1 FCL.050. The important points are the information recorded, pilot certification, availability and an acceptable format.

Can my airline roster replace my logbook?

Do not assume that a roster alone is sufficient. Operator-maintained electronic records are recognised for commercial air transport, but the record still needs the required information. Obtain a complete operator export and check the fields, training records and totals before relying on it.

Do GCAA logbook times have to be in UTC?

Yes. The model logbook instructions say departure and arrival times should be entered in UTC.

Can I use decimal hours instead of hours and minutes?

Yes. Total flight time may be recorded in hours and minutes or decimal notation. Use the selected method consistently and check the conversion when records move between systems.

Can I log PIC simply because I was pilot flying?

Not on that fact alone. PIC time follows designation and the CAR-FCL logging rules. In a multi-pilot operation, a co-pilot does not become PIC merely by handling the controls. PICUS is a separate supervised-command category with defined conditions and countersignature.

How is PICUS entered in a GCAA logbook?

Qualifying PICUS is entered in the PIC function field and countersigned by the aircraft PIC in the remarks. The supervision method must be acceptable, the co-pilot must carry out all PIC duties and functions, and PIC intervention in the interest of safety must not have been required.

Does simulator time count as total flight time?

No. FSTD time is recorded in the dedicated FSTD section with the device type, qualification number, exercise, date and total session time. It should remain separate from aircraft flight time.

How soon should I update my logbook?

The GCAA model instructions say entries should be made as soon as practicable after the flight. Regular updates also make it easier to resolve a registration, crew-function or timing question while the source records are still available.

Are GCAA and EASA logbook rules the same?

The format and terminology will look familiar to pilots who have used European Part-FCL, but a UAE application should be prepared against the current GCAA CAR-FCL and GCAA process. Do not rely on another authority's rulebook where the UAE publication is the controlling source.

How long must a GCAA pilot keep a logbook?

FCL.050 requires the pilot to keep a reliable record and FCL.045 requires it to be presented without undue delay when requested. The FCL.050 text reviewed for this article does not state one universal personal-logbook retention period. Check any separate GCAA application, operator or operational record-retention requirement that applies to your role and keep the evidence supporting licence and rating history.

Prepare the record before it is requested

A professional logbook is not created in the week before a licence application or airline assessment. It is built by keeping source documents, applying the correct pilot-function categories, recording FSTD time separately, securing countersignatures while they are still obtainable and reconciling totals before a discrepancy becomes urgent.

Start with the current GCAA publication, keep the terminology behind every category and make sure the record can be produced without delay. A reliable logbook should not merely add up; it should explain where the time came from and the capacity in which it was flown.

Brandon Drew
Next

Emirates Pilot Logbook Requirements: What to Fix Before Your Assessment