The importance of logging all your flight hours

December 22, 2023 by Eric Bradley

You should log every flight you make, even as a student. This is because every hour counts and will make a difference in your career progression. We recommend to at least keep a paper logbook, and you can supplement this with an electronic one (it can be a simple spreadsheet or an official logbook app). It is best to have both, for this reason: if your paper logbook becomes unavailable for some reason (lost, stolen, damaged by flood or fire, torn or missing pages) it will definitely be helpful to have an electronic copy available. Likewise if your electronic records became unavailable for any reason, a paper logbook will be the only proof you have of your completed flight hours.

For pilots in the US, the requirement to keep a logbook is explained and defined in the Federal Aviation Regulations (FAR) under Part 61 (§ 61.51). The same rules apply whether you're training under Part 61 conditions or Part 141 conditions. The civil aviation authorities of most other countries have similar requirements.

One of the possible problems that could arise is that while the regulations state that records must be kept "in a manner acceptable to the Administrator," there is no actual standard set for logbook design.

This means that provided certain mandatory fields are included, the logbook page layout is completely up to whatever the designer can dream up. The mandatory fields that must be included are:

• Date of flight
• Aircraft type
• Total time of the flight (can be split into SE and ME if appropriate)
• Aircraft registration number
• Departure point & time (From)
• Arrival point & time (To)
• Number of takeoffs performed by the pilot^*
• Number of landings performed by the pilot^*
• Pilot's role
• Solo (SOLO)
• PIC of a dual control airplane (DPIC)
• SIC of a dual control airplane (DSIC)
• Type of flight
• VFR
• IFR
• Conditions of flight
• Basic training in an aircraft
• Instrument training in an aircraft
• Basic training in a simulator or FTD or ATD
• Instrument training in a simulator or FTD or ATD
• Flying in "instrument conditions" in an aircraft
• Flying in "instrument conditions" in a simulator or FTD or ATD
• Flying with night vision goggles (NVG) in either real or simulated conditions

In addition to these mandatory fields, there are many other optional fields a designer may choose to include. When choosing a logbook, you should choose one that is easy to understand and very simple. This minimizes the chance of filling the information incorrectly. Simplicity should be given priority over other factors such as affordability or value for money.

How and why to ensure your logbook entries are valid

When entering handwritten data, you should write neatly and accurately. If you make an incorrect entry, avoid scribbling it out or using correction fluid. Instead you should rule out the entire erroneous line to indicate that it contains an error, and re-enter all the data on the next line.

Ideally every entry should be made using the same pen which should contain (preferaby) black ink. This will help to maintain a consistent and professional appearance for your logbook entries.

Make sure your entries are totally accurate in every way. A flight hour commences from the moment your engine is started until the moment it is shut down. Thus you should not use the takeoff and landing times to calculate your flight hours, but rather the Hobbs meter readings which increment by a factor of 0.1 for every six minutes the engine is running.

If an engine fails midflight, usually the Hobbs meter will continue operating until the engine is deliberately shut down, however this can depend on the specific aircraft operated for the flight, so if there is any doubt you should consult the manual On the rare occasions an engine failure occurs, the standard operating procedures (SOPs) will normally require you to manually shut the engine down before attempting to restart it. When the engine is successfully restarted, the Hobbs meter for that engine will also start.

If you have a problem like this during the flight, you should record it in the remarks section of the logbook line. You should do this even if there are automated systems that will add an entry to the maintenance log, because your pilot logbook is a separate document and the entry in it shows that an inflight problem occurred and you successfully solved it.

The same advice holds true for any kind of inflight incident, because having an accurate logbook entry will really help you if there is an investigation, when you are hoping to impress an employer, or even if you need to help calm a nervous customer's fears. Being able to demonstrate a reliable history of safely and responsibly managing can go a long way to achieving success in all three of these scenarios.

And at the conclusion of this section we must also talk about why accuracy of logbook entries is so important. It is because technically this is a legal document that is proof of your proficiency and experience.

Inaccuracy can result in trouble

> Intentional dishonesty in the aviation industry is rare, but mistakes such as erroneous data entry can still occur. When these mistakes are noticed, you may face scrutiny from administrators. Serious errors can have significant consequences, even if they don't contribute to an adverse incident.

To minimize mistakes and avoid common pitfalls, it's essential to develop good habits early in your career and consistently uphold them. Here are some strategies to help you maintain accuracy and professionalism:

• Update your logbook when you're not rushed. Making entries under pressure increases the likelihood of errors. Take your time and ensure accuracy.
• Maintain a consistent style. Inconsistent entries can appear messy and unprofessional. Standardizing your format enhances readability and helps convey attention to detail.
• Plan your entries before you start writing. If you realize you've forgotten something or made an error after you begin, you must cross out the entry and start over. Planning ahead minimizes the chances of this happening.
• Complete every field. Unless a signature is required, always fill in every section of your logbook. If a particular field doesn't apply to your flight, indicate that it is "N/A" (Not Applicable) rather than leaving it blank.
• Avoid shortcuts. While entries may repeat data across several lines, using "repeater marks" to save time is unprofessional. Always enter the required information fully to maintain a polished appearance.
• Be consistent with time formats. Whether you use local time or Zulu (UTC) time, be consistent to prevent confusion. If you switch between the two, clearly label which format you're using with "L" for local time or "Z" for Zulu.
• Use 24-hour time. Adhering to the 24-hour format is the professional standard and ensures consistency across international practices.
• Use the international date format (YYYY-MM-DD). This format eliminates ambiguity and ensures consistency, especially when flying across time zones. For example, if you fly from Alaska to Russia, different local date conventions could suggest you completed your journey a day earlier or later than reality.
• Accurate recording of night flights is crucial. Night flight definitions vary by country, but in the U.S., a night flight is defined as any flight occurring between 60 minutes before sunset and 60 minutes after sunrise. Other countries may use a shorter time window. Properly tracking these hours is important for maintaining currency in your qualifications.
• Do not estimate your flight hours. Underestimating hours can delay career progression, while overestimating them can raise suspicions of dishonesty. Always log your time accurately and honestly.

Strive for accuracy, consistency, and integrity in your logbook entries. Mistakes in such a simple document can cast doubt on your ability to handle more complex responsibilities. By fostering good habits early, you will establish yourself as a reliable and professional pilot.