VFR Flight Planning -- From Blank Page to Safe Flight

Thorough flight planning is not a bureaucratic exercise to be rushed through. It is the moment when a pilot analyzes the conditions of a planned flight, identifies risks, and makes decisions -- before the engine starts. Most accidents in general aviation have their roots not in the cockpit, but in inadequate preparation on the ground. This article systematically covers every element of VFR flight planning under both EASA and FAA frameworks.

The VFR Flight Plan -- When and Why?

A VFR flight plan (ICAO format) is not required for every flight, but in certain situations it is either mandatory or strongly recommended:

• International flights: Required when crossing FIR boundaries (e.g., between European countries; also recommended for US-Canada flights)
• Entry into certain controlled airspace: Some control zones may require a filed flight plan
• Flights over water or remote terrain: Recommended as a safety net for Search and Rescue (SAR) services
• Night VFR flights: Required in many jurisdictions
• Flight following (US): While not a formal flight plan, VFR pilots in the US can request radar flight following from ATC for traffic advisories -- a valuable safety service

Even when no flight plan is formally required, thorough preflight planning is a legal obligation. Under FAA regulations (14 CFR 91.103), the pilot in command must become familiar with all available information concerning the flight, including weather, runway lengths, fuel requirements, alternatives, and any known traffic delays. EASA Part-NCO and national regulations impose similar requirements in Europe.

AIP -- The Aeronautical Information Publication

The AIP (Aeronautical Information Publication) is the official reference document for aviation in each country. In the US, the equivalent is the FAA's Chart Supplement (formerly Airport/Facility Directory), combined with the Aeronautical Information Manual (AIM). The AIP is structured in three parts:

The airport section is particularly important for flight planning. For each airport, you will find:

• Location: Coordinates, field elevation, reference point
• Operating hours: Tower hours, customs, fuel availability
• Services: Weather reporting, ATC, FBO services
• Obstacles: In the approach and departure areas
• Runway data: Length, width, surface type, slope, threshold elevation
• Lighting: Approach and runway lighting systems
• Airspace: Surrounding airspace structure and class
• Traffic pattern: Standard pattern altitude, direction, noise abatement procedures
• Approach charts: Airport diagrams and procedures

In the US, the FAA Chart Supplement is available digitally through the FAA website and integrated into EFB apps such as ForeFlight, Garmin Pilot, and FlyQ. In Europe, AIPs are accessible through the national AIS portals (e.g., DFS in Germany, Austro Control in Austria, Skyguide in Switzerland).

NOTAMs -- Current Changes and Restrictions

NOTAM stands for Notice to Air Missions (formerly Notice to Airmen) and contains time-critical information not included in the regular AIP publication. NOTAMs may cover runway closures, temporary airspace restrictions, navigation aid outages, or changes to operating hours.

A NOTAM follows a standardized format. Here is an example:

!FDC 6/0100 NOTAM
KORD ORD RWY 10L/28R CLSD FOR MAINT 2603150600-2603151800

In the ICAO format (commonly used outside the US), NOTAMs include a Q-line and fields A through G:

NOTAM sources include:

• 1800wxbrief.com (Leidos): Official FAA preflight briefing (US)
• FAA NOTAM Search: notams.aim.faa.gov (US)
• EUROCONTROL EAD: Europe-wide NOTAM briefing
• National AIS portals: DFS (Germany), Austro Control (Austria), Skyguide (Switzerland)
• EFB apps: ForeFlight, SkyDemon, Garmin Pilot -- with integrated NOTAM display

Tip: Check NOTAMs not only for your departure and destination airports, but also for your alternates and the entire route. A temporary restricted area along your planned flight path can add significant distance and time to your trip. In the US, always check for TFRs (Temporary Flight Restrictions).

Reading Charts and Planning the Route

The VFR Sectional Chart (1:500,000) is the primary navigation tool for VFR pilots. In the US, FAA publishes sectional charts covering the entire national airspace. In Europe, ICAO charts at the same scale serve the same purpose. The chart shows:

• Airspace boundaries: Class B, C, D, E with ceilings and floors
• Special use airspace: Restricted areas, MOAs, prohibited areas, TFRs
• Airports: Towered, nontowered, private, heliports
• Navigation aids: VOR, NDB, VORTAC
• Obstructions: Towers, wind turbines, smokestacks above 200 ft AGL (US) / 100 m AGL (Europe)
• Terrain: Contour lines, elevation data, maximum elevation figures (MEF)
• Visual checkpoints: Marked for approach and navigation reference

Route planning follows these steps:

• True course (TC): Measure the great-circle bearing between waypoints on the chart
• Magnetic course: Apply magnetic variation (declination). In the continental US, variation ranges from approximately 20 degrees West on the East Coast to 15 degrees East on the West Coast
• Identify checkpoints: Select prominent ground features along the route (lakes, highways, cities, towers) at intervals of 10-15 NM
• Measure distances: Between all waypoints, for ETA calculations
• Determine minimum safe altitudes: At least 1,000 ft AGL over non-congested areas, 2,000 ft over congested areas (cities, towns)

The Wind Triangle -- Course Correction for Wind

Wind affects both the track over the ground and the ground speed. The wind triangle connects three vectors:

• Heading + TAS: Where the aircraft is pointed and how fast it moves through the air
• Wind direction + speed: Where the wind comes from and how strong it is
• Track + ground speed: Where the aircraft actually moves over the ground

The calculation can be performed graphically (navigation plotter on the chart), mechanically (E6B flight computer), or electronically (flight planning software / EFB apps). The result yields:

• Wind Correction Angle (WCA): How many degrees the heading must be adjusted into the wind
• Ground speed: Actual speed over the ground -- critical for time and fuel calculations
• Heading: The magnetic heading to fly

At typical wind speeds (15-30 knots at cruising altitudes), the WCA can easily be 5-15 degrees. Headwinds significantly reduce ground speed, which directly increases fuel requirements.

Fuel Planning -- The Survival Topic

Fuel planning is one of the most critical elements of flight preparation. Fuel exhaustion is among the most common causes of general aviation accidents -- and a completely preventable one. Under EASA Part-NCO, the minimum fuel requirements for VFR flights are:

A practical calculation example for a Cessna 172 (consumption approx. 9.5 US gal/h of 100LL AVGAS):

The Cessna 172 has tanks holding approximately 53 US gallons (50 usable). In this example, fuel is not a concern. But on longer routes, with headwinds, or in aircraft with smaller tanks, the calculation can quickly become tight.

The fuel reserve is sacred. It must not be touched -- not even "a little." Landing with less than the required reserve violates regulations and risks an enforcement action. Plan generously, fly conservatively.

Weight and Balance -- CG and Payload

Every aircraft has defined weight limits and an allowable center of gravity (CG) range. The weight-and-balance calculation ensures both are met. The calculation follows this sequence:

• Basic empty weight: From the aircraft's weighing record (in the POH)
• + Pilot and passengers: Actual weights, not "standard" weights
• + Baggage: Maximum baggage compartment weight must be observed (often 120 lbs)
• + Fuel: Fuel quantity in pounds (AVGAS 100LL weighs 6.0 lbs per US gallon)
• = Takeoff weight: Must be at or below Maximum Takeoff Weight (MTOW / MGTOW)

For the CG calculation, multiply each weight by its arm (distance from the datum), sum all moments, and divide by total weight. The result must fall within the forward and aft CG limits defined in the POH.

Common weight-and-balance mistakes:

• Using standard passenger weights (170 lbs) when the passenger weighs 220 lbs
• Estimating baggage weight instead of actually weighing it
• Miscalculating fuel weight (using volume instead of weight)
• Performing the calculation only for takeoff, not for landing (CG shifts as fuel is consumed)

Filing a VFR Flight Plan

When a flight plan is required or desired, it should be filed at least 30 minutes before departure (FAA) or 60 minutes before (EASA; 3 hours recommended for international flights). Filing methods include:

• Online: Through 1800wxbrief.com (US), DFS portal (Germany), or national AIS systems
• By phone: Call Flight Service (1-800-WX-BRIEF in the US) or the AIS reporting office
• By app: ForeFlight, SkyDemon, and similar apps offer integrated flight plan filing

The VFR flight plan includes: aircraft identification, flight rules (V for VFR), departure airport, estimated departure time (EOBT), cruising speed, route of flight, destination, estimated time en route, alternate airport, fuel on board (in hours and minutes), number of persons on board, and equipment (transponder, ELT, etc.).

After landing, the flight plan must be closed -- by phone or automatically through ATC. A forgotten open flight plan triggers a SAR (Search and Rescue) alert after the estimated arrival time plus 30 minutes. This generates significant costs and ties up emergency resources. In the US, call Flight Service (1-800-WX-BRIEF) to close your flight plan.

The Navigation Log -- Your Kneeboard Format

A well-prepared navigation log (kneeboard format) contains the following for each leg:

This log is carried on the kneeboard during flight and updated with actual flyover times. The difference between ETA and ATA shows whether the wind forecast was accurate and allows correction of ground speed and fuel calculations for the remainder of the flight.

Preflight Checklist

A complete preflight planning process verifies the following:

• Weather: METARs, TAFs, flight categories / GAFOR, SIGMETs/AIRMETs reviewed
• NOTAMs / TFRs: Departure, destination, alternates, and route checked
• Airport information: Chart Supplement / AIP data current, procedures known
• Route: Plotted on the chart, checkpoints identified
• Wind triangle: Headings and ground speeds calculated
• Fuel: Calculation complete, sufficient fuel on board with required reserves
• Weight and balance: Within limits for takeoff and landing
• Runway length: Adequate for takeoff at current density altitude and weight
• Flight plan: Filed (if required)
• Documents: Pilot certificate, medical certificate, government-issued photo ID, aircraft registration, airworthiness certificate, POH (remember the mnemonic ARROW for aircraft documents in the US)

Thorough flight planning takes 30-60 minutes on the ground. It can save hours in the air -- and in an emergency, it can save your life. Take this time. Every single flight.