Ground Handling Checklist for Charter Operators Flying to India

Flying to India as a foreign-registered charter or private jet operator involves more pre-departure and arrival coordination than most other international destinations. The regulatory environment is comprehensive, the documentation requirements are specific, and the consequences of arriving unprepared — delays, diversions, or fines — are costly.

This checklist is designed for flight operations teams and charter brokers coordinating trips to India. Work through each section in sequence, starting as early as 10 days before departure.

10-7 Days Before Departure

• Obtain a landing permit from DGCA India through your handling agent. For non-scheduled foreign aircraft, this requires prior permission under Rule 134 of the Aircraft Rules, 1937. Allow a minimum of 5-7 working days. See our Landing and Overflight Permits page for full details.
• Confirm overflight permits for any Indian FIR you will transit en route (relevant for aircraft routing over the Indian subcontinent even without landing).
• Book airport slots at your destination. Major Indian airports are slot-controlled (VIDP Delhi, VABB Mumbai, VOBL Bengaluru, VOHS Hyderabad). Contact your handling agent to apply.
• Reserve parking bay at destination FBO or apron.
• Confirm fuel availability at destination — your handling agent arranges fuel uplift with the local fuel supplier (Indian Oil, Air BP, or Reliance).
• Arrange crew hotel and transport if the trip involves a crew layover. Aileron Air’s Crew Support & Services covers this end-to-end.

72-48 Hours Before Departure

• Submit passenger manifest to handling agent — full names, passport numbers, nationalities, and visa details for all passengers and crew.
• Confirm visa status for all passengers — India e-Visa or sticker visa must be in place before departure. Your handler cannot obtain a visa for a passenger on arrival.
• File ATC flight plan with the appropriate IFPS/AFTN system. For flights to India, this is filed with NAVIN (NAVigational Information of India) network.
• APIS submission — Advance Passenger Information must be submitted to Bureau of Immigration, India, before departure. Your handling agent submits this.
• Confirm catering order if required.
• Landing permit in hand — obtain physical copy (PDF) from DGCA. Do not depart without it.

24 Hours Before Departure

• Slot time confirmed with destination airport slot coordinator.
• Parking bay confirmed.
• Fuel order placed.
• Crew briefing pack prepared — includes landing permit, overflight permit, passenger manifest, NOTAM brief, weather, customs/immigration requirements, and Aileron Air ops contact number.
• VIP transport arranged if applicable — vehicle type, meeting point, driver contact.
• Diplomatic/security coordination complete if carrying HOS/VIP passengers. Contact Aileron Air’s VIP and Charter Flight Supervision team for this.

On Arrival at Indian Airport

• Handling agent rep on ramp — Aileron Air station representative should be in position before aircraft arrives.
• Customs inspection — ramp or terminal, depending on airport.
• Immigration clearance — crew and passenger passports inspected.
• BCAS security check — aircraft and crew documents.
• Journey logbook presented on request.
• Aircraft tech log reviewed — any unserviceable items must be declared.
• GPU connected — shut down APU to reduce noise and fuel burn.

Turnaround Period

• Aircraft locked and secured if overnight.
• Fuelling completed and recorded.
• Catering loaded per crew/passenger preference.
• Cleaning completed as required.
• Tech log updated with fuel uplift and any servicing.
• Departure slot confirmed with ATC.

On Departure from India

• Departure permit / clearance from Customs — outbound manifests stamped.
• General Declaration (GenDec) submitted to Customs.
• Load sheet completed and approved.
• ATC flight plan confirmed active.
• Overflight permits valid for return routing.
• Crew duty time check — confirm no crew rest limit exceeded. See Crew Rest Requirements in India for DGCA rules.

Frequently Asked Questions

Q: What happens if a charter flight arrives in India without a landing permit?

A: The aircraft will not be permitted to land, or if it has already landed due to emergency, will be subject to a financial penalty under Section 10B of the Aircraft Act 1934 and may be required to depart at the operator’s expense. This is why permit arrangement through a licensed handling agent is non-negotiable.

Q: Can this checklist be used for domestic charter flights within India?

A: The permit section changes — domestic charter flights by India-registered aircraft do not require a DGCA landing permit. However, the rest of the checklist (slots, fuelling, ramp coordination, documentation) applies equally.

Let Aileron Air manage this entire checklist on your behalf. Contact us and we handle every item — from permit to parking — so your crew can focus on flying.