Why does preparation matter?
Most ferry delays aren't about weather. They're about paperwork, keys, or a squawk nobody mentioned. Our pilots go through a written intake checklist before they accept an aircraft, and any open item in the documents or condition sections is a no-go until it's fixed. If you work through the same list, the trip can leave on the day you planned.
Which documents need to be in the airplane?
- Airworthiness certificate, the original, on board and matching the serial number (14 CFR 91.203).
- Registration certificate, current, matching the N-number and owner. Certificates now expire seven years after issue (14 CFR 47.40), so check the date. If you just bought the airplane, see the temporary-authority rules.
- POH or AFM for the serial number, with all supplements.
- Current weight and balance and equipment list.
- A radio station license, only if the trip leaves the U.S.
What should the logbooks show?
Have the airframe, engine and propeller logbooks available, or send us copies of the recent entries. Before we commit to a trip we look for:
- An annual inspection within the preceding 12 calendar months, and a 100-hour inspection if one applies (14 CFR 91.409)
- AD compliance, with no overdue ADs and recurring ADs current
- An ELT inspection within 12 months, plus the battery date
- A transponder check within 24 calendar months, and a pitot-static/altimeter check if the trip is IFR
If the annual is expired or something is overdue, the airplane may need repairs first or a special flight permit.
How do I sort out insurance?
Your policy has to cover the pilot who flies the trip. Many policies have an open-pilot clause that covers any pilot meeting set hour and rating minimums. If the assigned pilot doesn't meet those minimums, your broker can add them as a named pilot. We send the pilot's qualifications with the quote. What we need back is written confirmation from the insurer or broker that the pilot is approved, along with a certificate showing hull and liability coverage. We don't fly without it.
What should I tell you about the airplane?
- A written list of known squawks and inoperative equipment, and how each is handled (placarded or deferred under 14 CFR 91.213, or fixed)
- When it last flew, and any recent maintenance. An airplane that's been sitting or just came out of the shop may need a short local test flight first.
- Avionics: which GPS and databases are installed and whether they're current, autopilot status, and whether ADS-B Out is working
- Fuel type (100LL, or a mogas STC), usable fuel and typical fuel burn
What about keys and access?
- Ignition, door and baggage keys, plus spares if you have them
- Hangar or gate codes and access cards at both departure and destination
- A release authorization if the airplane is at an FBO or shop rather than with you
- Fuel cards or an FBO account, if you'd rather pay for fuel directly
- A named person to receive the airplane at the destination, with their phone number
What happens at pickup?
The pilot does a full preflight from the POH, takes walk-around photos (all sides, prop, tires, interior and panel), and notes any existing dents or scratches with you or your agent. They check oil and fuel and sump the tanks, look over tires, brakes, controls and the prop, and do a normal run-up. Then they test radios, transponder, lights and the autopilot. If something isn't right, we talk it through with you before going anywhere.
What happens at delivery?
At the destination we record Hobbs, tach and fuel, take arrival photos from the same angles, secure the airplane, and hand back the keys, documents and logbooks. We write up anything found en route, notify you of the safe arrival, and send receipts with the final invoice.
What does a missed item cost?
As an estimate: on a single-engine trip, if a missing document or an unmentioned squawk keeps the airplane on the ground for an extra day, that day falls under the delay terms in your quote, up to one more day rate ($475) plus another night of lodging and meals (an assumed $150 to $250). That's on top of the trip itself, which our cost guide estimates at about $900 to $1,100 for a one-day single-engine delivery, expenses included. A half hour with this checklist is cheaper.
Estimate only, not a quote or a past trip. Delay-day billing follows the terms written into your quote.
The short version
- Certificates and POH on board
- Annual, ADs, ELT and transponder current, with logbooks available
- Written insurance approval for the pilot
- A squawk list, plus avionics and fuel details
- Keys, access codes, releases and a receiver at the destination
Next steps: see ferry pilot rates, read how a ferry flight works, check the ferry flight FAQ, or request a written quote.