DGCA Logbook Requirements: The Ultimate Guide for All Pilots (2025)

Maintaining a compliant and well-structured flight logbook is a mandatory requirement for all pilots operating under the Directorate General of Civil Aviation (DGCA) in India.

Whether you are a student pilot, a commercial pilot applicant, or a flight instructor, your logbook serves as official documentation of your flight experience. It plays a critical role in license issuance, validations, and airline recruitment processes.

In this article, we provide a detailed overview of the DGCA logbook requirements in 2025, including approved formats, required entries, and best practices to ensure compliance. Understanding these guidelines will help you avoid delays, rejections, and common documentation errors during your pilot training and certification journey.

What Is a DGCA-Approved Logbook?

A DGCA-approved logbook is a structured record that documents a pilot’s flight experience, including training, solo operations, cross-country flights, night hours, and instrument flying. It is a legally recognized record required for the issuance of various pilot licenses in India, including PPL, CPL, and ATPL.

DGCA accepts both:

Physical logbooks (such as Jeppesen or standard Civil Aviation Authority formats), and
Digital logbooks, provided they are printed, signed, and properly formatted for verification.

To meet DGCA logbook requirements, each log entry must include the following mandatory information:

Full name of the pilot
Date of flight
Aircraft type and registration
Flight number (if applicable)
Flight conditions (day, night, IFR, VFR)
Type of operation (solo, dual, PIC, etc.)
Total flight time in decimal format
Departure and destination aerodromes
Name and signature of instructor or examiner (where required)
Remarks or endorsements (if applicable)

The DGCA also expects the logbook to be:

Chronologically ordered
Neatly maintained, with permanent ink or typed text
Authenticated through periodic instructor or Chief Flying Instructor (CFI) certification

Incorrect or incomplete logbook entries are among the most common reasons for application delays. Pilots are strongly advised to use a standardized format and update entries regularly to maintain compliance.

Who Needs to Maintain a DGCA Logbook?

The DGCA logbook requirements apply to all categories of pilots operating under Indian aviation regulations. Maintaining a properly updated logbook is not optional—it is a regulatory obligation tied to every stage of a pilot’s training and professional development.

The following individuals must maintain a DGCA-compliant logbook:

Student Pilots (SPL, PPL): All student pilots undergoing initial flight training are required to document each flight lesson as per DGCA logbook requirements. The logbook must include instructor endorsements, dual flight time, and solo hours.

Commercial Pilot License (CPL) Applicants: CPL candidates must present a complete logbook showing the required total flying hours, including cross-country, instrument, and night flying. Any discrepancy in the logbook can result in application rejection or delays.

Flight Instructors and Examiners: Instructors must log all instructional flights accurately, including time spent delivering flight briefings and in-air instruction. The DGCA logbook requirements for instructors also include keeping separate endorsements for student progress and checkride preparation.

ATPL Candidates: For ATPL issuance, pilots must maintain detailed records of multi-crew operations, PIC time, IFR hours, and simulator sessions, all in line with the DGCA logbook requirements.

Foreign License Holders Seeking DGCA Conversion: Pilots converting a foreign license to an Indian one must submit a verified logbook that aligns with DGCA logbook requirements. The hours must be authenticated and translated, if necessary, to match DGCA formats and standards.

Simulator Instructors and Type Rating Trainees: Time spent in approved flight simulators must also be recorded, clearly marked as simulator time, and countersigned by qualified instructors—another expectation under the current DGCA logbook requirements.

Across all these categories, the logbook serves as a formal, auditable record of a pilot’s training and operational experience. To ensure compliance, pilots must verify that their entries match the DGCA’s latest regulatory circulars and maintain both digital backups and signed physical copies where applicable.

Mandatory Logbook Entries as per DGCA

To comply with DGCA logbook requirements, every pilot must ensure that each flight entry contains specific, standardized information. These details serve as verifiable proof of training milestones and flight experience, which are essential for license issuance, renewals, and audits.

The DGCA mandates that all logbook entries include the following:

Required Information in Each Entry:

Date of Flight – The actual calendar date when the flight took place.
Aircraft Type and Registration – Full aircraft model (e.g., Cessna 172) and registration number (VT-XXX).
Flight Route – Departure and arrival aerodromes clearly indicated.
Flight Time – Duration in decimal format (e.g., 1.2 hours instead of 1 hour 12 minutes).
Nature of Flight – Solo, dual, cross-country, instrument, night, simulator, etc.
Pilot Role – Indicate if you were the pilot-in-command (PIC), co-pilot, or student.
Flight Conditions – Specify day/night and IFR/VFR status.
Instructor or Examiner Signature – Mandatory for all instructional or checkride flights.
Remarks – Endorsements, special operations (e.g., circuit training, forced landing practice), or simulator code (if applicable).

All entries must follow a chronological format and remain free from overwriting, erasures, or corrections without proper countersignature. Inconsistent or illegible entries are considered non-compliant under DGCA logbook requirements.

Sample Format (as typically approved by DGCA):

Date	Aircraft Type	Reg. No	Route	PIC/Co-Pilot	Time	Nature of Flight	Remarks
10-01-2025	Cessna 152	VT-ABX	VABB–VABB	Student	1.2	Dual, Circuit	Engine-out practice – Signed by Instructor

It is advisable to align your logbook structure with the guidelines provided in DGCA CAR Section 7, Series ‘B’, Part I, which outlines acceptable practices in detail.

To remain fully compliant with DGCA logbook requirements, pilots should avoid shortcuts like bulk-entry logging, unsupervised self-certification, or rounding of decimal times—all of which may lead to disqualification during audits or license evaluations.

Common Mistakes Pilots Make in Logbooks

Even experienced pilots often make documentation errors that lead to unnecessary delays, application rejections, or compliance issues. Many of these mistakes violate specific DGCA logbook requirements, which emphasize accuracy, consistency, and verification.

Below are the most frequent errors observed during logbook evaluations:

Incomplete or Missing Entries: Flights logged without key details—such as aircraft registration, nature of flight, or instructor signature—are considered non-compliant. All fields outlined in the DGCA logbook requirements must be filled in for every flight.

Incorrect Time Format: DGCA mandates that flight duration be recorded in decimal format (e.g., 1.3 instead of 1 hour 18 minutes). Many pilots use minutes or round off totals, which creates discrepancies and leads to questioning of total logged hours.

Using Unapproved Logbook Formats: Some pilots use non-standard logbooks or spreadsheets that do not capture all the required data points. While digital tools are accepted, they must align fully with DGCA logbook requirements and be printable for verification.

Lack of Instructor or Examiner Signatures: Unsigned training flights, checkrides, or simulator sessions are invalid in the eyes of the DGCA. Every entry requiring supervision must be signed by a certified instructor, as per regulatory guidelines.

Mixing Up Time Zones: DGCA expects local time entries unless otherwise specified. Logging flights in UTC (Zulu) time without clear indication can lead to incorrect hour totals—especially for night flying and instrument training.

Bulk Logging or Retroactive Entries: Entering large volumes of flight hours at once without detailed entries, dates, and supporting records is strongly discouraged. DGCA evaluators may request dispatch logs to verify such entries.

Overwriting or Using Correction Fluid: All changes to entries must be made through strikethroughs and countersigned by the instructor or Chief Flying Instructor. White-out, correction pens, or erased ink entries are considered violations of DGCA logbook requirements.

Avoiding these errors is essential to ensure your logbook is fully compliant and audit-ready. Consistent adherence to the DGCA logbook requirements will significantly improve your chances of a smooth CPL or ATPL application process.

DGCA Logbook Format and Guidelines (Latest 2025 Rules)

The DGCA logbook requirements are governed by the Civil Aviation Requirements (CAR), particularly Section 7, Series ‘B’, Part I. This document outlines the approved format, structure, and presentation standards for all flight logbooks submitted for pilot licensing and verification in India.

Failure to adhere to these format guidelines can result in formal objections, additional scrutiny, or outright rejection of license applications.

Key Format Specifications for 2025

To ensure full compliance with the latest DGCA expectations, your logbook should meet the following formatting standards:

Logbook Type: Either a bound physical logbook (with numbered pages) or a digitally maintained logbook that can be printed and verified. Loose sheets or editable digital files without authentication are not accepted.

Language: All entries must be made in English, using clear, legible handwriting or typed text.

Ink and Paper: For physical logbooks, only permanent blue or black ink is accepted. Pencil entries or erasable ink are considered invalid under DGCA logbook requirements.

Page Structure: Each page must have clearly defined columns for:

Date
Aircraft type and registration
Departure/destination airports
Pilot function (PIC/Co-Pilot)
Type of operation (dual, solo, etc.)
Flight duration
Instructor/examiner signature
Remarks

Page Numbering: Pages must be sequentially numbered, and totals should be carried forward across pages for easy cross-verification.

Digital Logbooks: Accepted only if:

Generated using structured formats (e.g., Excel, LogTen Pro, CrewLounge)
Printed, signed, and verified by the Chief Flying Instructor or Examiner
Backed up with FTO dispatch records or flight summaries

Authentication: Each completed section or monthly summary must be endorsed and signed by the Chief Flying Instructor (CFI) or authorized examiner. Without this, entries may be deemed unverifiable.

Cumulative Totals: Periodic and final totals (PIC time, cross-country, instrument, simulator, etc.) must be maintained on summary pages to satisfy DGCA logbook requirements during license processing.

Instructors and pilot candidates are advised to cross-check their logbooks periodically against CAR guidelines and their FTO’s internal records. Establishing proper formatting habits early in training ensures that pilots do not face regulatory challenges at later stages of their career.

Tips to Keep Your Logbook DGCA-Compliant

Meeting the DGCA logbook requirements is not only about what you record—but also how consistently and accurately you manage your entries. A well-maintained logbook demonstrates professionalism, regulatory awareness, and readiness for higher licensing levels.

Below are practical tips to ensure your logbook remains compliant and audit-ready at every stage of your pilot career:

Log Your Flights Daily: Avoid delays in documentation. Logging flights on the same day ensures that no details are missed, and all instructor endorsements are captured promptly.

Use the Correct Decimal Format: All flight durations must be recorded in decimal format (e.g., 1.5 hours, not 1 hour 30 minutes). This is a non-negotiable part of DGCA logbook requirements.

Cross-Check with Flight Dispatch Records: Regularly verify your entries against your flying school’s dispatch logs or tech logs. Any mismatch between logged hours and official records can delay your CPL or ATPL processing.

Get Signatures Immediately: Every instructional, checkride, or simulator session must be signed by the supervising instructor or examiner without exception. Delaying this step risks permanent non-verification of those hours.

Maintain Both Digital and Physical Copies: While DGCA requires signed physical copies for submission, maintaining a digital logbook (using Excel or apps like LogTen Pro) can help track hours, generate summaries, and serve as a reliable backup.

Carry Forward Totals Across Pages: To comply with DGCA logbook requirements, cumulative totals—especially for PIC time, dual hours, cross-country, instrument, and simulator time—must be updated and carried forward clearly.

Include Meaningful Remarks: Use the remarks column to record special training exercises, emergency procedures, solo navigation routes, or instrument approach types. These add value to your logbook and may assist during interviews or audits.

Avoid Retrospective Bulk Entries: Logbooks filled out retroactively over long periods often raise red flags. Log your flights in real time, with proper dates, routes, and conditions as required.

Back Up Digital Files Weekly: If you are using a digital system, ensure you maintain weekly backups. Files should be stored securely on cloud services and physical storage to prevent data loss.

Stay Updated with DGCA Circulars: DGCA occasionally updates its logbook requirements through Civil Aviation Requirements (CARs) or internal circulars. Stay informed by checking the DGCA website or consulting with your flying school.

Proper documentation is a reflection of your discipline as a pilot. Consistently following the DGCA logbook requirements not only smoothens your license process but also prepares you for future audits, upgrades, and airline assessments.

Is a Digital Logbook Accepted by DGCA?

As flight training increasingly integrates digital tools, many pilots choose to maintain their flight logs using software such as Excel, LogTen Pro, or cloud-based applications. While these systems offer convenience, automated calculations, and easy access, the DGCA logbook requirements continue to emphasize the need for verifiable, physical documentation.

DGCA does not prohibit the use of digital logbooks. However, it clearly states that any digitally maintained log must be printed and properly authenticated before it is submitted for regulatory review. This means that while pilots may log flights using digital platforms for ease of tracking, the final version must be exported, printed, and signed by an authorized instructor, Chief Flying Instructor (CFI), or designated examiner.

For the logbook to be considered valid under DGCA logbook requirements, it must adhere to the following conditions:

The printed format must mirror the official logbook structure.
Each entry must include all required flight details, with no missing columns or data points.
All pages must be signed where necessary, particularly for instructional flights, checkrides, or simulator sessions.

It is important to note that DGCA will not accept editable files (such as Excel spreadsheets) without official signatures. Any digital logbook submitted without authentication will be treated as incomplete. Moreover, some flight training organizations may require students to maintain a parallel physical logbook throughout their course, which remains the primary legal document for evaluations and audits.

In conclusion, while digital tools can improve accuracy and efficiency, they do not replace the formal process defined by DGCA logbook requirements. Pilots are advised to treat digital records as a supplementary system and ensure that printed, signed, and structured hard copies are always ready for verification.

What Happens If You Have Errors in Your Logbook?

Errors in a pilot logbook are not just clerical mistakes—they are compliance violations that can have direct consequences on your training progression, license issuance, or renewal. Under the current DGCA logbook requirements, even minor discrepancies can trigger delays, rejections, or mandatory resubmissions during regulatory evaluations.

The DGCA reviews all logbooks with strict attention to detail. If an applicant submits a logbook with missing signatures, incorrect hour totals, inconsistent flight entries, or formatting issues, the Directorate may suspend the application process until the records are corrected and reverified.

In cases where flight hours do not match the official records maintained by the Flight Training Organisation (FTO), the DGCA can demand additional documentation, such as dispatch logs or flight summaries, to confirm the legitimacy of the entries. This not only increases administrative burden but may also postpone your check ride or licensing appointment.

Additionally, logbooks that appear to be retrospectively filled or bulk-entered without clear chronological order or instructor authentication are considered red flags. Such entries may lead to partial hour disqualifications, requiring candidates to fly additional hours to meet minimum licensing criteria.

To correct logbook errors, pilots are expected to:

Use a strikethrough, not erasure or correction fluid
Have the revised entry countersigned by the instructor or examiner
Maintain a clear audit trail of any modifications

Ultimately, strict adherence to DGCA logbook requirements is not optional—it is a legal expectation. A properly maintained, error-free logbook significantly reduces the risk of administrative delays and reflects a pilot’s professionalism and readiness for higher responsibilities.

Logbook Checklist Before DGCA CPL Application

Before submitting your Commercial Pilot License (CPL) application to the DGCA, your logbook must be complete, accurate, and fully compliant with all regulatory standards. The evaluation process places significant weight on the validity and consistency of your logged flight experience.

To ensure your documentation meets all DGCA logbook requirements, the following checklist should be completed and verified in full:

Total Flight Hours: Confirm that you have met the minimum flying hours required for CPL issuance, including:

200 total flight hours
Minimum 100 hours as Pilot-in-Command (PIC)
Required cross-country, night, instrument, and checkride hours

Summaries must be accurate and clearly stated at the end of each section and in the final total pages.

Hour Breakdown: Ensure that each flight hour is correctly categorized:

Solo and dual hours must be clearly marked
Instrument time, simulator time, and cross-country time should be labeled and totaled separately
No double-counting across categories

Entry Consistency: Entries should match the data submitted in your FTO’s dispatch logs and your internal training records. Any inconsistency may result in a request for clarification or supporting documentation.

Instructor and Examiner Signatures: Verify that all instructional flights and skill tests have been signed by the supervising instructor or examiner. Missing endorsements are a common cause for delays in the license processing stage.

Final Endorsement: Obtain an official verification and signature from the Chief Flying Instructor (CFI), confirming the authenticity and completeness of your logbook. This is a mandatory step as outlined in the DGCA logbook requirements.

Cumulative Totals and Page Numbering

Check that:

Page numbers are sequential
Totals are carried forward accurately
No entries are missing or duplicated
No blank sections are left between dated entries

Pilots are encouraged to review this checklist at least two weeks before applying for the CPL, allowing time to address any gaps or corrections required. Submitting a fully compliant logbook significantly increases the chances of swift approval and avoids unnecessary delays in license processing.

Additional Logbooks Pilots Might Need

In addition to the primary flight logbook required for pilot licensing, certain categories of training and operations under DGCA regulations require the maintenance of supplementary logbooks. These additional records must also comply with the overarching DGCA logbook requirements, especially where endorsements and hour verification are involved.

Simulator Logbook

If part of your required instrument or total flying hours includes sessions on a DGCA-approved flight simulator, these must be recorded in a separate simulator log. Each session must be signed by the instructor and clearly marked as “SIM.”

RTR or Communication Training Log

For pilots undergoing Radio Telephony Restricted (RTR) training, it is advisable to document hours of practical communication training, including simulated ATC exercises. Though not always required for CPL, this documentation can support endorsements for instrument privileges.

Examiner Endorsement Log

When completing checkrides or skill tests for license upgrades (e.g., PPL to CPL, or CPL to ATPL), the examiner’s records and remarks should be maintained in a structured format. These may be included in your main logbook or attached as an annex.

Maintaining these secondary records in accordance with DGCA logbook requirements provides an additional layer of compliance and ensures clarity during audits, particularly if your training spans multiple institutions or examiners.

Conclusion

A pilot’s logbook is more than a record of flights—it is an official legal document subject to regulatory scrutiny. From initial solo flights to final CPL skill checks, every entry must be accurate, structured, and authenticated to meet the DGCA logbook requirements.

Maintaining a compliant logbook requires discipline, attention to detail, and a clear understanding of regulatory expectations. Whether using physical formats or digital tools, pilots must ensure that their records are verifiable, up to date, and professionally maintained.

By adhering to the standards outlined in this guide, pilots can significantly reduce the risk of application delays and position themselves as credible, compliant professionals in the Indian aviation system.

FAQs on DGCA Logbook Requirements

Question	Answer
Is a physical logbook mandatory under DGCA rules?	No, digital logbooks are permitted, but they must be printed, formatted correctly, and signed by the appropriate authorities.
Does DGCA accept Excel or app-based logbooks?	Yes, provided the entries follow the standard format and are authenticated with signatures. Editable files alone are not accepted.
What happens if my logbook has missing instructor signatures?	Such entries may be disqualified, and the hours may not be counted toward your license. You may also be required to repeat the flight.
Can simulator time be recorded in the main logbook?	Yes, but it must be clearly marked as simulator time and verified by an approved instructor. A separate simulator logbook is often recommended.
What is the biggest reason logbooks are rejected during CPL processing?	Common issues include missing signatures, incorrect time format, unstructured layouts, and mismatched total hours. These violate DGCA logbook requirements.

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