Submission Guidelines

Local Flight Plan e-Submit System: Submission Guidelines

Use this official portal to file domestic flight plans within Belizean airspace. This system automates the creation of a BDCA Form F01-B local flight plan form based on the standard ICAO (FPL) message.

1. Eligibility: Who Can Use This System

This digital system is restricted to the following authorized users:

Domestic Commercial Operators (Maya Island Air, Tropic Air) - For IMC operations or flights after 6:00 PM local time only.

FRA Pilots (Local pilots operating foreign-registered aircraft) - Must hold a valid FRA license. Can only be used for BAA aerodromes only. Permission must be presented for private aerodrome flights.

Temporary Private Pilots (Non-FRA, Visiting) 🛑 CANNOT USE THIS SYSTEM. You must file in person at the AIS office after arrival, presenting your stamped Aircraft Clearance Certificate, Customs form, and a copy of the landing permission from the BAA or owner of the private aerodrome.

Important Notice for Visiting Pilots: Attempting to use this system without proper clearance is a violation of procedures. You must first receive a briefing and file manually at the AIS office.

2. Pre-Submission Requirements & Timing

· File Within Deadline: Submission must be made:

  · VFR Flights: At least 30 minutes before Estimated Off-Block Time (EOBT).

  · IFR Flights: At least 1 hour before EOBT.

· Prepare Information: Have all aircraft, route, and pilot details ready per ICAO Doc 4444, Appendix 2. (APPENDIX 2 DOC 4444.pdf - Google Drive) 

3. Submission & Legal Responsibility Process

1. Complete the Form: Enter all data accurately. The form mirrors ICAO FPL fields (Items 7, 9, 10, 15, 16, 18, etc.).

2. Digital Signature & Legal Commitment: By checking the "Confirmation of Responsibility" box, you make a legally binding electronic declaration. This action, combined with the system-generated form bearing your details and timestamp, fully replaces a wet-ink signature and constitutes your official Statement of Intent.

3. Receive Confirmation: A completed BDCA F01-B form will be emailed to you and the AIS office within minutes. This is your filing receipt.

Legal Note: If you are uncomfortable with this binding e-signature, you may file in person at the AIS office, but this may result in processing delays.

4. Flight Plan Validity & Extensions

· Validity Period:

  · VFR Flight Plan: Valid until 1 hour after the filed EOBT.

  · IFR Flight Plan: Valid until 30 minutes after the filed EOBT.

· If Your Plans Change (Before Expiry): To request an extension or change of your filed flight plan, you must email belize.ais@civilaviation.gov.bz with a copy of your originally submitted FPL/B Form attached before its validity period expires.

· If Your Plan Expires: A flight plan not activated or extended within its validity window becomes void. You must file a completely new flight plan through this system.

Pre-NOTAM e-Submit System: Submission Guidelines

Use this portal to formally request the issuance of a Notice to Airmen (NOTAM) by the Belize AIS office. This system is for the origination of NOTAM information. Submitted requests undergo verification and formatting by AIS officers before official promulgation.

1. Purpose & When to Submit a NOTAM

A NOTAM must be originated for any temporary information of direct operational significance to flight safety that requires immediate distribution. This includes, but is not limited to:

· Establishment, closure, or changes to aerodromes, runways, or services.

· Unserviceability of navigation or communication aids.

· Temporary hazards (e.g., obstacles, military exercises, parachuting, air shows).

· Activation of prohibited, restricted, or danger areas.

· Hazards on the movement area (sand, chemicals, standing water).

Do NOT use this system for permanent changes (use AIP Amendment) or information of long duration with extensive text/graphics (use AIP Supplement). Routine maintenance not affecting safety does not require a NOTAM.

2. Critical Submission Timelines

Adherence to these advance notice periods is mandatory:

· Standard NOTAM: Submit at least 24 hours prior to the event's effective start time (Item B).

· Danger/Restricted Area Activation: Submit at least 2 weeks (14 days) in advance of the activation date.

· Urgent/Unforeseen Hazards: Submit immediately upon discovery. The system timestamp will record your application time.

3. How to Submit: Pre-NOTAM Checklist

Before starting the form, ensure you have all information ready:

1. Precise Details: Exact location, facility name, and ICAO codes.

2. Accurate Timing: Clear start (Item B) and end (Item C) dates/times in UTC. For recurring activities, prepare the schedule for the "Alternate Time or Dates" field.

3. Clear Reason: A concise, plain-language description of the hazard, activity or change for the "Reason for NOTAM" field.

4. Coordinated Information: If applicable, the name of the office, person, or unit (e.g., Air Traffic Control, Aerodrome Operations) with whom the NOTAM has been coordinated.

4. The Submission & Legal Responsibility Process

1. Complete the Form: Enter all details accurately. Inaccurate information causes delays and hazards.

2. Digital Signature & Legal Commitment:

   · By typing your full name in the "Name of Individual Requesting the NOTAM" field,

   · And checking the box for "Confirmation of Responsibility",

   · You are making a legally binding electronic declaration.

3. Final Review & Submission: This action is equivalent to a wet-ink signature on an official BDCA form. You are stating that the information is accurate and that you accept sole responsibility for its origination.

Legal Notice: The generated Pre-NOTAM form, bearing your name and submission timestamp, constitutes your official Statement of Intent and will be retained as the legal record of your request. 

5. What Happens After Submission

1. Email Receipt: Once the AIS officer has validated your request and ensured you made no errors. A stamped and signed copy of your submitted form is sent to the email address you provided.

2. AIS Processing: An AIS officer will format your request into a compliant ICAO NOTAM message.

3. Publication: Once approved and issued, the official NOTAM number (e.g., A0012/26) and the full NOTAM text will be sent to your provided email address. Only the officially issued NOTAM has legal standing for pilots and operators.

For queries regarding a submitted Pre-NOTAM, contact the AIS office at belize.ais@civilaviation.gov.bz and quote the application date/time. For more detailed information on NOTAM see the following link: NOTAM GUIDELINES.pdf - Google Drive 

Landing Clearance Request: Process Guide

Use this portal to submit a landing clearance request for Philip Goldson International Airport (MZBZ). This process is required for all non-scheduled charter and private general aviation flights.

1. Determine Your Flight Type

· Non-Scheduled Charter: Carrying passengers/cargo for hire. An Air Operator Certificate (AOC) is mandatory.

· Private/Business Flight: Private operations. An AOC is not required.

· Note: Air Ambulance/Emergency flights are exempt from standard lead times.

2. Prepare Required Documents

Have digital copies of these valid, English-language documents ready for upload:

· Aircraft Certificate of Airworthiness & Registration

· Pilot License(s) & Medical Certificate(s)

· Insurance Certificate (must explicitly cover Belize)

· Completed BDCA Form F-014 (BDCA AIM F14 (REV2) - Google Docs )

· For Charter Flights: Valid Air Operator Certificate (AOC)

3. Submit via This Portal

Complete all fields in the online form and upload your documents. Submit at least 48 hours prior to your Estimated Time of Arrival.

What happens next:

1. You will receive an automated confirmation email.

2. Your request enters the AIS manual review queue.

3. Upon approval, you will receive a formal Landing Clearance Number via email from the AIS office.

🛑 Important: Do not depart for Belize without possessing your official Landing Clearance Number. YOU CAN BE TURNED BACK.

4. Contact for Status

For inquiries regarding a submitted request, contact the AIS office directly.

For more detailed inquiry on the exact entry requirements for Belize please visit the Belize Department of Civil Aviation Website: Entry Requirements and permits of Belize listed here: Entry Requirements and Permits of Belize | Belize Department of Civil Aviation 

Automated Overflight Request: Submission Guidelines

Use this portal to obtain instant, automated clearance for transiting Belizean airspace without landing. This system is designed for efficiency in accordance with ICAO flight planning and airspace usage standards.

1. Purpose & Scope

· For: Routine overflight of Belize by commercial and private aircraft on standard ICAO flight plans.

· Not For: Flights intending to land in Belize, or special operations (see Landing Clearance Request).

2. Pre-Submission Checklist

Ensure you have the following accurate information ready before starting:

✓ Aircraft Details: Exact registration and correct ICAO aircraft type designator.

✓ Routing: Accurate ICAO codes for departure and destination aerodromes.

✓ Operational Timing: Specific date of overflight and any flexibility windows (±72 hours).

✓ Clearance Number: If amending an existing clearance, the original approval number is mandatory.

3. Submission Process

1. Complete the Form: Enter all required fields in the online form. Accuracy is critical for automated matching and approval.

2. Utilize the Remarks Field: Clearly note:

   · Flight time flexibility (e.g., "ETA window ±12 hours").

   · Substitute aircraft registration (if applicable).

   · Any special operational notes (e.g., "Ferry flight").

3. Submit: The system will process your request instantly.

4. Receive Approval: A valid Overflight Clearance Number will be sent automatically to the provided applicant email address. 

4. Important Conditions & Exceptions

· Lead Time: Submit requests at least 24 hours prior to the earliest intended overflight time to ensure integration with Air Traffic Services systems.

· Automated Approval Criteria: Applies only to standard, non-sensitive flights. The following requests will be redirected for manual review and will not receive instant approval:

  · Military, state, or diplomatic flights.

  · Flights with special requirements (e.g., hazardous materials, drone operations).

  · Requests for bulk or recurring clearances exceeding 7 consecutive days.

No Landing Authority: This clearance grants overflight rights only. Any landing in Belize requires a separate, approved Landing Clearance.