Obtaining and renewing your Aviation Document Booklet

From Transport Canada

Every pilot, flight engineer, and air traffic controller must obtain and maintain an Aviation Document Booklet. This booklet is intended to hold all the aviation professional's permits, licences, and medical certificates. No fee is required to obtain this booklet.

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Obtaining an Aviation Document Booklet

To obtain an Aviation Document Booklet, follow these steps:

  1. Purchase a passport-style photograph of yourself.
    • The photo must have been taken by a professional photographer no more than 12 months before the date you apply for the booklet. The name and address of the photographic studio must be stamped or handwritten on the back.
    • There must be sufficient space remaining on the back of the photo for your name and for the declaration and signature of the Verifier.
    • The photo must measure 50 mm x 70 mm (2 inches x 2 ¾ inches) and the height of the face must be between 31 mm and 36 mm (1 ¼ inches to 1 716 inches).
    • The photo must be clear, without shadow, with uniform lighting, and it cannot have been altered.
  2. Print the Application for an Aviation Document Booklet.
  3. Fill out and sign PART A of the application.
  4. Ask a Verifier to fill out and sign PART B of the application and verify that the photograph is accurate.
    • A Verifier is someone other than the applicant who attests to the applicant's identity and verifies that the photo is a true likeness of the applicant.
    • A variety of individuals, such as the following, may serve as Verifier:
      1. a Transport Canada Civil Aviation employee
      2. a person delegated by the Minister of Transport to perform a civil aviation function, including a flight school instructor, a pilot examiner, an authorized examination invigilator, or a civil aviation medical examiner
      3. a foreign professional or official, including a lawyer, notary public, dentist, doctor, police officer, or bank signing officer
  5. Submit the Application for an Aviation Document Booklet along with the photograph to Transport Canada Civil Aviation.
  6. When you receive your Aviation Document Booklet in the mail, review it for accuracy and sign it.
    • Ensure that all information with respect to your permits, licences, and medical certificates is included and that it is accurate.
    • Ensure that the photograph is the same one you submitted.
    • Sign at the bottom of page 2 of the booklet.

Updating an Aviation Document Booklet

When you first apply for and receive your Aviation Document Booklet, all your current permits, licences, and medical certificates should be printed in the booklet on the appropriate pages.

Any permits, licences, or medical certificates obtained after you receive the booklet will be mailed to you as labels.

All such labels must be affixed to the appropriate pages in your Aviation Document Booklet. Follow the instructions accompanying the label.

Renewing an Aviation Document Booklet

An Aviation Document Booklet is valid for five years. It is important to apply for a renewal of your booklet in a timely manner. No later than 90 days before your booklet is due to expire (see the date specified on page 1), you should apply for a new Aviation Document Booklet using the following procedure.

  1. Follow steps 1 – 6 under "Obtaining an Aviation Document Booklet" above.
  2. Transfer any relevant information from pages 13 and 14 of your old Aviation Document Booklet to the corresponding pages of your new booklet.
  3. Dispose of or retain the old Aviation Document Booklet (which is now null and void), as desired, taking care to protect the personal information contained in it.
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