For many maintainers, paperwork is often cited as being as important (if not more) than the work itself, as the paperwork is what can get you in trouble with the Feds. All too often, A&Ps are laid out on the carpet by a lawyer or crash investigation team when a deep records review is kicked off. Because life-or-death consequences are involved, so are the consequences for poor maintenance record keeping.

As maintainers, we are required by the Federal Aviation Regulations (i.e., “FARs”) to make an entry in the “maintenance record” as a pre-condition for return to service as required by 43.9 (non-inspection) or 43.11 (inspections). Additionally, maintenance records under Part 91 are required to include additional information outlined in 91.417 and 91.207. And for many this is just the tip of the iceberg, as repairs may require additional forms, Instructions for Continued Airworthiness (ICAs), and other FAA-driven requirements (i.e., permission from the STC holder when installing an item with an STC).

Given the number of complexities, it's no wonder that record keeping within General Aviation remains highly variable and subject to the whims of both the maintainer and/or the owner-operator. Add in the pressures faced by most maintenance shops today (i.e., rising insurance rates, rising lease and hangar costs, rising parts costs, difficulty in finding parts, difficulty in finding qualified A&Ps, not to mention more cash-strapped owners), it’s amazing we’re getting an entry at the end of maintenance at all.

Good record keeping is something they don’t teach you in school – often, it’s learned on the job, and in many cases, by an older mentor who took it upon themselves to show a younger (and willing) A&P on how to make things look professional, right, and compliant.  

Over the last several months, we’ve taken it upon ourselves to ask local FSDOs, re-read the Advisory Circulars and the FARs, talk to schools, and sit down with our customers to distill the top logbook “tips & tricks” picked up over the decades.

Here are the Top 35 Logbook Do's & Dont's that we found:

1. Make an entry: if we’re going to do maintenance, then we’re going to have to make an entry…‍

2. Follow a process: streamlining your workflow will reduce duplicative work and reduce errors over time from continuous improvement. Perfect practice makes perfect.

3. Is it legible? No Sanskrit or "doctor script", please. If you must, ALL CAPS.

4. Is it professional? Use software or a template; use bullets where possible; bold topics; make it organized and look good

5. Did you tell a story? We’re storytellers at the end of the day: tell us what you did

6. Avoid Encyclopedia Brittanica-type entries: be detailed but concise. Avoid writing the great American novel…

7. Did you refer to all applicable technical data? If you referenced published data, tell us

8. Did you check for common spelling mistakes? i.e., “lubercation”, “breaks”, “seperate”, etc.

9. Did you reference the right FARs? Common errors include “91.702” or“91.407”; look ‘em up if you have to...

10. Did you reference all the applicablePart #s and Serial #s? Spark plugs, tires, and filters are the most common offenders

11. Have you put the name of the person performing the work (if not the same as the person approving the work) as per 43.9?

12. Have you checked for all unapproved parts? Unapproved parts, such as auto parts, auto connectors, and auto batteries do not conform to aircrafts’ type designs

13. Installation vs. inspection of ELT: Common error is referencing the install as per 91.207... Inspection is per 91.207(d)1-4; install is per the battery manufacturer

14. Expiration date of the ELT battery? Due dates are required as per 91.207(c)(2)

15. Are all 8130 or yellow tag entries complete and added to the entry? List 8130 details in mx entries

16. Have you ensured all times are accurate? Shop changes, Hobbes/Tach swap outs, and Hobbes running on jacks are all common offenders to offset total times and TBOs. Watch out!

17. Have you checked all ICAs for compliance? This is required

18. Have all 337s been filed with the FAA? Oftentimes aircraft records may not match OK City records; Box 8 should have a robust description of applicable work performed

19. If undoing a major repair, did you fill out the 337?: if it took a 337 to put it on… It will take a 337 to take it off.

20. Do all 337s have ICAs? There are instances where the ICA never gets completed… Ensure compliance

21. For field approval items, have you checked to make sure no STC already exists? Field approvals should not be used to skirt STCs asper FAR 91.403 (need STC owner approval)

22. Have you backed up your minor/major alteration decisions? It’s OK to lean minor – just back up your decision! Refer to Part 43 Appendix A and Part 1.1

23. Did you research ALL applicable ADs?: Appliance ADs are often overlooked; make AD compliance easy with our software

24. Backup AD compliance with an Entry: All AD compliance needs to be backed up with an entry and confirmation of the work being done.

25. Don’t reference the AD Sheet or put in the dreaded “all ADs complied with”: document all AD compliance in the maintenance record.

26. Have you signed off ADs properly? Beware “CW”, “PCW” and “NA”… ADs are maintenance and require robust entries as per 43.9 / 91.417(a)(2)(v)

27. Did you calculate next due hours? Make it easy for the next guy to nothave to do the math

28. Did you delete any ADs that should be kept? Beware deleting ADs as you won’t remember why (omitting is a better practice)

29. Have you cross-checked all applicable service bulletins and maintenance manuals? Best practice is to refer to these to ensure compliance and safety when performing maintenance

30. For missing records, have we complied with them at time of inspection? We must comply with missing AD compliance no matter what the logs may say

31. Initial any scratch-outs / cross-outs: i.e., “J.M 1/25”; never amend or alter mx records that are not your own

32. Have you double checked new service bulletins against old data? New data may conflict with old data so always trust but verify

33. Have you signed off the entry correctly as an IA? Don’t drop the “A&P” as that still is the certificate type; IA is simply an authorization

34. If you can’t print an entry, send another in the mail: if you’re doing remote mx work without computer access, send a (duplicate) “professional” entry to the owners’ residence/office

35. Manage expectations: the best shops let a/c owners know that we’re going to spend the appropriate amount of time on aircraft records and research (including ADs).

If we're missing any you think should be added to this list - let us know! We'd love to hear from you.

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