A handling request is the structured message an operator (or dispatcher) sends to an FBO to coordinate everything around an arrival or departure. Sent well, it produces a 5-minute ramp turnaround. Sent badly, it produces a 90-minute wait while the FBO chases missing data.
Here is exactly what to include, in what format, and when.
What goes in a handling request
The minimum every FBO needs:
1. Aircraft details
- Registration / tail number (e.g. N123XX, F-HABC).
- Type (e.g. Falcon 8X, Citation Latitude).
- Operator name + 24/7 ops contact.
2. Flight details
- ETA in UTC (and optionally local time).
- Departure airport (ICAO).
- Routing if there's a tech stop.
- Stay duration — turn, overnight, or multi-day.
3. Passengers
- Number of passengers, by class if relevant (VIP / standard).
- Crew count (typically PIC + SIC, plus FA for larger aircraft).
- Names / passport details if international (for customs filing).
4. Services requested
- Fuel uplift — quantity in USG or litres, contract programme (Avfuel, World Fuel, EPIC).
- Hangar — yes/no, dates, aircraft category for sizing.
- Customs / immigration — entry/exit, special clearance needs.
- Catering — caterer of choice, number of meals, dietary requirements.
- Ground transport — vehicle type, passenger count, destination.
- Hotel — if booked through the FBO concierge, dates and nights.
- Crew transport — separate van if needed.
- GPU / lavatory / water during ground stop.
- Aircraft cleaning — yes/no, exterior wash/interior detail.
5. Special requirements
- Pets on board — number, species, in-cabin or hold.
- Restricted goods — firearms, samples, art for carnet ATA.
- Medical — wheelchair access, oxygen, stretcher.
- Press / discretion — blacked-out arrival, direct ramp drive-up.
When to send it
For routine flights, 24–48 hours before ETA is the standard. Earlier sends ensure hangar and slot availability; later sends still work for most FBOs in business hours but limit the menu.
For peak windows (Davos, Cannes, NBAA, Aspen Christmas, Cannes Lions, Super Bowl):
- Hangar reservation: 6+ months out at the most affected airports.
- Customs after-hours: 4+ hours pre-arrival minimum.
- Special catering / kosher / halal: 48+ hours.
For international arrivals, the customs filing (eAPIS, PNR, GAR) drives the timing — typically 4 hours before departure at the latest. See the customs and immigration guide for the country-by-country requirements.
How to send it — three options
1. FBO Finder app (fastest)
The FBO Finder app generates a structured handling request directly from any FBO listing. The form:
- Pre-fills ICAO, airport name, FBO contact details.
- Captures all required fields above.
- Sends to the FBO's ops inbox in their preferred format.
- Logs the request for follow-up.
Confirmation typically returns within 30 minutes during business hours, longer for after-hours arrivals.
2. Email to the FBO ops desk
Every FBO publishes an ops email (e.g. ops@signatureteb.com, ops@castlecookeaviation.com). Send a structured email with the same content above. The FBO will reply with a confirmation containing the assigned ramp position, fuel tag, and any pre-arrival forms that need filling.
3. Trip support providers
Universal Aviation, Jeppesen, ARINCDirect, OpsControl, Avinode and others run global trip-support desks that handle the FBO request as part of a broader trip plan (permits, fuel, ground, weather). Useful for multi-leg international itineraries; overhead unjustified for a domestic single-leg.
A clean handling request example
Subject: HANDLING REQUEST — N123XX, F8X, KTEB, ETA 2026-06-12 18:30Z
Aircraft: Falcon 8X (F8X)
Tail: N123XX
Operator: Sample Aviation Inc · ops@sampleaviation.com · +1-555-123-4567
Arrival: KTEB · ETA 2026-06-12 18:30Z
Origin: LFPB
Stay: overnight, departing KTEB → KASE on 2026-06-13 14:00Z
Passengers: 6 (manifest below)
Crew: 3 (PIC + SIC + FA)
Services:
- Fuel: 800 USG Jet-A, Avfuel contract
- Hangar: yes, heated, overnight 2026-06-12 to 2026-06-13
- Customs: CBP entry, eAPIS filed (confirm number 1234567890)
- Catering: Air Culinaire, 6 dinner meals + 3 crew meals
- Dietary: 1 vegan, 1 gluten-free, no nuts on board
- Ground transport: Mercedes V-Class to The Mark Hotel, NYC
- Crew transport: 1 van to Marriott Teterboro
- Hotel: 2 rooms at Marriott TEB for crew, 06-12 only
- GPU: yes during ground stop
- Lavatory service: yes
Notes:
- Passenger 1 (Mr Sample) requires blacked-out arrival, no press.
- 1 small dog (10kg) in cabin, valid health certificate on file.
Please confirm receipt and assigned ramp.
Thanks,
Sample Aviation Ops
This single message contains everything the FBO needs to plan: ramp position, fuel order, customs window, catering coordination, ground transport, and hangar booking — all in 200 words.
Common omissions that cause delays
-
Crew names not listed. Customs needs every name, every time. A common error is filing eAPIS for the passengers but forgetting that crew also need to be on the manifest.
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Wrong contract-fuel programme. Listing Avfuel when the operator actually has UVAir means the wrong tag goes on the fuel order, the FBO bills retail, and the dispute takes a week to resolve.
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Hangar request without dimensions. "Hangar requested" is ambiguous — the FBO needs aircraft type, height-to-tail, wingspan, weight to assign the right slot.
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Catering without dietary detail. "Catering for 4" without specifying vegan/halal/gluten-free leads to a re-order on arrival, costing 2 hours.
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Ground transport pickup time floating. "Mercedes when ready" doesn't tell the FBO when to send the vehicle. Specify a window (e.g. "ready 30 min after block-in, exact time confirmed by crew").
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Customs filing reference missing. For US arrivals, the eAPIS confirmation number must be in the request — without it, CBP cannot match the manifest to the flight.
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Multiple aircraft on the same trip. A two-aircraft formation needs two separate handling requests, each with its own tail and ETA — never combined into one message.
What to expect back
A clean handling request gets back a confirmation containing:
- Assigned ramp position (e.g. "Ramp E, parking 12").
- Confirmation number for fuel tag, hangar booking, customs.
- Pre-arrival forms if required (Customs Form C108 for UK, GAR for UK, GenDec-template).
- Ops desk contact for in-flight changes (24/7 phone).
Confirmation should arrive within 30 minutes during business hours, 2 hours for after-hours requests. If 90 minutes pass with no response, call the FBO directly — don't assume the email landed.
Frequently asked questions
Do I need to be a charter operator to send a handling request? No. Owner-operators flying their own aircraft Part 91 (US) or non-commercial (EU) send handling requests routinely. The structure is the same.
What if I don't have a contract-fuel card? You'll be billed retail (typically $0.50–$2.00/gallon more). Most FBOs accept all major credit cards. Long-term, opening at least one fuel programme account (Avfuel, EPIC, UVAir) saves real money on heavy operators.
Can I send a handling request 6 months ahead? For hangar reservations during peak weeks, yes — Aspen Christmas, Cannes Lions, NBAA convention all benefit from 6-month bookings. For routine handling, the FBO will park your request and ask you to confirm 7 days ahead with finalised passenger and fuel details.
What's the cost of an FBO handling request? The handling fee itself is the cost — typically $150–$2,500 depending on airport and aircraft. The handling request message is free; the services are billed.
Send a structured handling request to any of 1,887 FBOs worldwide through the FBO Finder app — see the interactive map. Or read the customs and immigration guide for what filings to do alongside the handling request.