August 22, 2026 – Flying to Canada

August flying was intense. Weather was awful for most of the flights and there was a lot of airline style scheduling to accommodate. That is not a complaint by any means, but you can see what I mean by checking out the end of the month post that talks about all of that flying.

This post is intended to memorialize the procedures I used for completing two of the international flights I conducted this month to Montreal, Canada. I’ve been to Canada in a jet several times, but never as the PIC that is responsible for filing all of the paperwork and permissions. I was on my own this time, and did my research before the first trip.

Initial Requirements: Preparing for the trip to Canada required renewing my passport, renewing the aircraft customs sticker, updating all of the documents in our international book, and researching the clearance processes for both countries.

I’ve read various sources to get this list together, and still missed a few things. The items below that are highlighted in RED include a Personal Radiotelephone Permit and a Foreign Radio Equivalency, neither of which I had ready. I do have the former but the FCC website was ineffective at associated it with there new website. I will have to research the later and understand what that is and if it applies as well.

As for the rest – the Pilot Documentation I generally carry on me and the remaining documentation we keep in an organized international book kept on the airplane. I ensured everything was updated before the first trip.

1. Pilot Documentation
   • Valid Passport: Required for all crew members and passengers (NEXUS or Enhanced Driver’s Licenses are not accepted when flying into Canada).
   • Pilot Certificate: Must be valid with an English proficiency endorsement.
   • Medical Certificate: A current medical certificate (BasicMed is not recognized in Canada).
   • Radiotelephone Permit: A Restricted Radiotelephone Operator Permit (e.g., issued by the FCC in the US).
2. Aircraft Documentation
   • Standard ARROW Documents: Airworthiness certificate, permanent registration certificate, operating limitations, and weight/balance information.
   • Radio Station License: Required for the aircraft itself.
   • Liability Insurance: Proof of liability insurance valid for Canadian airspace must be on board.
   • Fire Extinguisher & First Aid Kit: Canadian regulations require these to be physically on board the aircraft.
3. Customs and Border Procedures
   • eAPIS Filing: For flights departing from the US, you must file an electronic manifest with US Customs before departure. [1, 2]
   • CANPASS Notification: You must contact the Canada Border Services Agency (CBSA) by phone between 2 and 48 hours before crossing the border. For frequent travelers, consider applying for the CANPASS Private Aircraft Program to expedite border clearance and access more airports. [1, 2]
   • Radio Equivalency: If flying a US-registered aircraft, you may need a Canadian Foreign Licence Validation Certificate and ROC-A (Radio Operator Certificate – Aeronautical).
4. Owner Letter
   You should carry a notarized letter of authorization if you are flying a private aircraft to Canada that is not registered in your name. While a lease or rental agreement can sometimes suffice, border authorities strongly recommend a notarized document to prevent any suspicion of unauthorized use or theft.
   
   To avoid delays or denied entry, ensure the authorization letter includes the following details:
   • The aircraft’s make, model, and registration (N-number).
   • Your full name and pilot certificate number.
   • Explicit permission to fly the aircraft into and within Canada.
   • The exact dates (or date range) of your trip.
   • Complete contact information and the signature of the registered owner, which must be notarized.

Administrative Steps
First you must ensure that all of the documents in the International Book are up to date. Make sure that the aircraft customs sticker is affixed to the airplane and current.

1. Obtain the updated ILG Fact Sheet from https://www.cbp.gov/document/general-aviation/new-castle-airport-kilg-fact-sheet-details for details on customs requirements for inbound and outbound.
2. File eAPIS for outbound departure from ILG
   a. Record eAPIS number: EAPIS-18937075_ for example.
   b. Choose a destination FBO now so that you can identify it later and customs in Canada will know where to find you. I chose the SkyService FBO in Montreal because they were adjacent to the customs office.
3. Send ILG outbound clearance request to [email protected] (ILG CBP)
4. Receive email response and Record Outbound Log# 463_____
5. Contact [email protected] to request an arrival and departure slot. I went without one on the first trip and got in just fine, but you do need to do this. Make your slot reservations and stick to it, or ask the front desk to change it if required. Retain your arrival/departure slot permission response for the Montreal airport.
6. Make sure you are ready to copy your taxi clearance on landing and takeoff. Understand and brief to taxi clearance and expect an active runway crossing.
7. File a ForeFlight flight plan that matches the eAPIS and Outbound Clearance. I noted my departure log number in the flight plan itself.
8. Call CANPASS with appropriate information up to 48 hours before departing for Canada
9. Depart KILG. Fly like normal and arrive in Montreal or wherever in Canada and understand that the procedures will be different at non-towered airports.
10. ARRIVE CYUL
    a. Do NOT open the door before calling CANPASS.
    b. Call CANPASS and get a release number, or follow the instructions they give you
    c. Record the release number
    d. If customs decide to meet you, follow their directions and the PIC will collect and present passports.
11. DEPARTING CYUL
    • Talk to the front desk at SkyService or email [email protected] to request a departure slot if you have not done that already.
    • Send an email to [email protected] with the following information to look for an email that includes permission to land in Wilmington.
      • Retain the Landing Rights Response that includes your clearance to land back at ILG
    • Email Atlantic Aviation and ask them to make a landing rights request and an RSP ($650) if required. RSP means you will pay for them to meet you after their normal hours or on weekends. Required if you will arrive later than 3:15pm or on the weekend.
      • Email time changes to them and to to [email protected] (ILG CBP)
      • If your plans change after hours & weekend please call 1 (800) X-Sector and ask to speak to the Wilmington Delaware duty supervisor.
12. File eAPIS for outbound departure from CYUL and arrival at KILG.
    • I filed them both at the same time
13. File a ForeFlight flight plan that matches the eAPIS and the departure slot
14. Arriving in Wilmington, go to the Atlantic Ramp between the hangars and wait. This is NOT the Atlantic South hangar where we are based, but north of that. The Atlantic crew will tow the airplane after inspection.