Logbook Hygiene
Your logbook is your resume, legal record, and proof of eligibility. This page gives you a repeatable system to keep it clean, consistent, and ready for DPEs, employers, insurance, and future audits.
Simple rule: If you can’t explain a number (or where it came from), fix it now — not when a DPE or recruiter asks.
1) The “Clean Data” Standard
Logbook hygiene means every entry is complete, consistent, and defensible. Not perfect — just audit-ready.
Complete
Date, aircraft, route, time, conditions, and role are recorded.
Consistent
Same rules every time for PIC/SIC, XC, instrument, night, and dual.
Traceable
You can point to the source: flight sheet, dispatch, Hobbs/Tach, invoice.
Readable
Notes are short and standardized (avoid random novel entries).
Tip: Consistency beats “most accurate.” Employers care that your totals are reliable and match your definitions.
2) What you should capture on every flight
If you track these fields consistently, everything else becomes easy.
Minimum fields
- Date
- Aircraft make/model + tail number
- From → To (route)
- Total time basis (Hobbs or Tach)
- PIC/SIC/Dual/Solo (your role)
- Day/Night split (if applicable)
- Instrument (actual/simulated) + approaches (if applicable)
Helpful extras
- Instructor name + certificate # (when relevant)
- Lesson focus (ex: steep turns, RNAV, stalls)
- Remarks (short, standard)
- Safety notes (ex: diversion, WX decision)
- Who paid / rental block (optional but useful)
3) Your weekly 20-minute routine
This prevents “end-of-month chaos.” Set a weekly time (Sunday night works well) and do it every week.
1
Enter all missing flights
No gaps. If you flew it, log it. If you didn’t fly it, don’t invent it.
2
Run the quick error scan
Look for negative time, impossible totals, missing tail numbers, missing roles, or wrong day/night splits.
3
Validate totals you care about
Total Time, PIC, XC, Night, Instrument, and (if applicable) Multi/Turbine should make sense week-to-week.
4
Back up
Export or snapshot your logbook. Two locations minimum.
Rule: If it takes longer than 20 minutes weekly, your workflow is too complicated — simplify your template.
4) Common errors that get pilots in trouble
Inconsistent XC definition
- Pick your definition (FAA / training program / employer expectation).
- Apply it consistently.
- If you change your definition later, document why and how totals changed.
PIC logging confusion
- Know when you can log PIC vs act as PIC (they are not always the same).
- Be consistent with your school/operator SOP.
- If dual was received, label it clearly (dual received vs PIC).
Instrument time mismatch
- Separate actual vs simulated.
- Track approaches and holds (if used for currency/proficiency).
- Avoid rounding that makes totals look suspicious.
Night time over/under counting
- Use a consistent method for night start/end (reference source).
- Avoid guessing — use official sunset tables/tools when needed.
- Night landings matter for currency; keep them clean.
Reality: Most “logbook problems” aren’t fraud — they’re sloppy definitions and missing backups.
5) Endorsements & documents checklist
Endorsements are part of logbook hygiene. Missing or incorrect endorsements can delay a checkride or get a job offer paused.
✓
Knowledge test endorsements
FOI, FIA, IRA, etc. (as applicable) are properly logged.
✓
Practical test endorsements
Correct wording, dates, and instructor signature.
✓
Complex / HP / tailwheel
If applicable, endorsement matches aircraft + training.
✓
Flight review / IPC
Dates and documentation are correct and easy to find.
✓
Medical + ID
Current medical and government ID ready for checkride/interview.
✓
IACRA readiness
Profile accurate, instructor linked, and application data correct.
Tip: Keep endorsements as “quick-find.” If a recruiter asks, you should locate them in under 30 seconds.
6) Build “job-ready totals” (the smart way)
Employers often want totals that match their hiring filters. Don’t wait until interview week to calculate everything.
Totals to keep updated
- Total time (TT)
- PIC
- Cross-country
- Night
- Instrument (actual + sim separated)
- Multi-engine (if applicable)
- Turbine (if applicable)
Job-application hygiene
- Make sure application totals match your logbook totals
- Keep a “totals snapshot” PDF monthly
- Be able to explain any unusual spikes (training blocks, ferry flights, etc.)
Rule: Your application should be a copy of your logbook totals — not a separate set of numbers.
7) Backups & disaster-proofing
One lost logbook can cost you months (or years). Use a 2×2 backup mindset: two formats, two locations.
Two formats
Digital export + PDF snapshot (or photos). Avoid only one format.
Two locations
Local + cloud (or cloud + external drive). Don’t rely on one account.
Monthly snapshot
Save a dated totals snapshot at least once per month.
Evidence folder
Keep flight sheets, invoices, training records (when possible).
If you ever have to rebuild totals, supporting evidence makes it painless.