For a U.S. private flight, prepare by reviewing the conditions and limitations for the specific route, deciding whether the flight is safe, and—if flying VFR—filing, activating, then closing a VFR flight plan. Give accurate contact information and arrange for a responsible person to check that you have arrived. A VFR flight plan and ATC flight following are different services; neither removes the need for sound preflight decisions or applicable emergency procedures.
1. Assess the flight before filing
Gather information that matters to this particular flight, assess whether it can be conducted safely, and use an appropriate briefing. The FAA’s preflight guidance places this preparation on the pilot. Review current weather, NOTAMs, route and airport information, airspace, aircraft capabilities, fuel endurance, and other operational constraints. Make a deliberate go/no-go decision rather than treating a filed plan as evidence that a flight is safe. See the FAA’s Aeronautical Information Publication (AIP) guidance and current Flight Service briefing options.
2. Choose the service that fits the purpose
| Service | What it is for | Coverage or duration | Pilot action |
|---|---|---|---|
| VFR flight plan | Records intended route and timing to support search-and-rescue response if an aircraft is overdue. | Depends on correct filing and activation; the plan should be closed after arrival. | File it, activate it, and close it after landing. |
| ATC flight following | An ATC service that may provide traffic advisories, radar identification, and limited assistance. | Subject to controller workload and radar/radio coverage; it may end before the destination. | Request the service and maintain ATC contact as directed. |
Flight following is not a substitute for a VFR flight plan: it does not itself record the pilot’s full intended route and timing for the plan’s search-and-rescue purpose. Conversely, a VFR flight plan is not a promise of continuous ATC traffic advisories. The FAA explains the distinction in its flight-plan and flight-following guidance.
3. File, activate, and close a VFR flight plan
- File the plan. Enter route and timing accurately using an appropriate filing service or permitted electronic method. Check that the service supports the format required for your flight and follow its current instructions. The FAA recommends filing a VFR plan with Flight Service or an equivalent filing service.
- Activate it after departure. Filing alone does not activate a plan. Use the filing service’s current activation procedure; an unactivated plan does not provide its intended search-and-rescue benefit.
- Close it after landing. The pilot is responsible for closure. Do not assume the airport or tower will close it. Confirm closure through the service you used.
If you expect to make stopovers, FAA guidance recommends filing a separate plan for each leg. For domestic versus ICAO-format filing, verify the route’s requirements against current FAA guidance and the filing service’s instructions. The FAA identifies circumstances in which ICAO format is mandatory, including flights departing U.S. domestic airspace. For international flights, also check current destination-country requirements; rules can depend on the jurisdictions and route involved. Consult the Aeronautical Information Manual (AIM) and the FAA’s AIP.
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4. Make the contact information useful
Provide the pilot name and contact details requested by the flight-plan form, along with accurate aircraft and occupant information. FAA Form 7233-4 instructions for domestic Item 19 include fuel endurance, persons on board, pilot name and contact information, and aircraft color. They also allow remarks about survival equipment and a personal GPS locating service, if used. Treat these as operational details for this flight and keep them current.
If you name a responsible party to verify arrival or plan closure, give that person your expected arrival time and a reliable way to reach you or the destination. FAA form instructions say: “Ensure party will be available for contact at ETA.” Agree in advance on what they should do if they cannot confirm your arrival, including whom to contact and when, consistent with current official guidance. Their check-in is an additional safeguard, not a replacement for filing, activation, closure, required equipment, or emergency procedures. The FAA form instructions do not establish a personal locator as a substitute for an aircraft ELT or a flight plan. See the FAA Form 7233-4 instructions.
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5. Confirm the details for this route and filing method
- Check current official weather, NOTAMs, airport information, airspace, and aircraft limitations before departure.
- Verify the filing format and service procedures that apply to the route, especially for international flights.
- Use a provider or permitted method that supports the applicable format and makes activation, closure, and confirmation clear.
- Keep a copy of the planned route, timing, and relevant contact details accessible in the cockpit. A kneeboard is optional; FAA guidance does not require one.
FAA publications and filing-service procedures can change. Use the current official guidance and the instructions for the specific service rather than relying on an old form or remembered workflow.
Quick Recap
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