LECTURE 4

GROUND HANDLING
AVIATION TERMS AND ABBREVIATIONS
(LOAD SHEET, MANIFEST ETC.)
INTERNATIONAL PHONETIC ALPHABET

These alphabets are used by all Airlines. These are universal phonetic alphabets
given by ICAO. The purpose of the phonetic is to eliminate confusion and
misunderstanding, particularly between pilot and ground control when speaking over
the radio. For example, it is not easy to differentiate between the ‘M’ and ‘N’ sounds
in ordinary speech, but if you say ‘Mike’ and ‘November’ the difference is obvious.

Every aircraft has an identifying mark, just like a car, the aircraft also uses just the
last three letters of their registration.

A – ALPHA J – JULIET S – SIERRA

B – BRAVO K- KILO T - TANGO
C – CHARLIE L- LIMA U – UNIFORM
D – DELTA M- MIKE V - VICTOR
E – ECHO N- NOVEMBER W - WHISKEY
F – FOXTROT O- OSCAR X – -X-RAY
G – GOLF P- PAPA Y - YANKEE
H – HOTEL Q- QUEBEC Z - ZULU
I – INDIA R- ROMEO

AIRCRAFT DOCUMENTATION

- LOAD AND TRIM SHEET

- PASSENGER MANIFEST
- SEATING PLAN
- PASSENGER INFORMATION LIST
- MEAL UPLIFT FORM
- PASSENGER MEAL MANIFEST
- CABIN DEFECT LOGBOOK
- UNACCOMPANIED MINOR FORM
- MEDICAL CASE FORM
- ON COMPANY SERVICES

LOAD AND TRIM SHEET

Load Sheet: This is a legal requirement on all civil aircraft. It is a form which shows
component weight which makes up the aircrafts total weight, Passengers, mail,
catering supplies, etc.
Contents:

• This document shows how the total weight in the aircraft is distributed
• Balance data is recorded
• Includes appropriate balance chart or Trim sheet
• Must be completed in line with the Airlines Authorized Manual
• A/C is loaded within structural & operational limitations
• Standard IATA Load Sheet format
• Appropriate Trim Sheet
• Load & Trim Sheet approved by Director of Airworthiness

MANDATORY REQUIREMENTS

The Officer preparing this document must:

 Sign the document

 Record his/her License Number
 Record his/her Certificate Number

Preparation of Load & Trim Sheet enables us to :

 Establish the center of gravity of a loaded aircraft

 Ensure the aircraft is loaded within the Specified Weight Limitations
 The above provides : Longitudinal stability of the aircraft

Information Obtained From L & T

 Flight Details :Flight No./Sectors/ Aircraft Reg/Seating

Capacity
 Total No. of Pax : T.O.B.
 Number of :Cabin Crew/Cockpit Crew/Additional Crew
Member/Supernumerary/Aircraft Maintenance Engineer
(A.M.E.)
 Total No. Souls on board: S.O.B.
 Break-up of : F.C. and Executive Class Passengers
 Break-up of : Men / Women / Children & Infants
 Number of Disembarking Passengers at a particular station
 Number of Transit Passengers at a particular station
 Number of Joining Passengers at a particular station

 Ground Staff hands over :

 1 copy to Captain in-charge of the Flight

 1 copy to I.F.E, On completion of Passenger Boarding just prior to closing of
the doors.

TECHNICAL INFORMATION:
  Total load in Cargo Hold and its compartment wise distribution
 Total weight of passengers
 Average weight of cabin baggage
 Weight of seats occupied (other than passenger):Blocked seat baggage
 Dry operating weight (basic operating weight duly adjusted for addition /
deletion of crew)
 Zero Fuel Weight of aircraft
 Take-off Fuel ( Total fuel minus taxi fuel )
 Actual Take-off Weight of aircraft
 Trip Fuel ( Fuel required for the flight )
 Actual Landing Weight

PASSENGER MANIFEST

INFORMATION:

 Flight Details : Date /Flight No./Sector(s)

 Point of Embarkation /Disembarkation
 Cabin wise distribution of Passenger Load
 Passenger Name
 Seat Number

Note: Ground Staff to hand: 3 copies of the Passenger Manifest to I.F.E. On

completion of passenger boarding, just prior to the closing of doors

SEATING PLAN

Information obtained:

 Flight Details : Date /Flight No / Sector (s)

 Point of Embarkation / Disembarkation
 Cabin wise distribution of Passenger Load
 Passenger Name
 Seat Number
 Meal Request

PASSENGER INFORMATION LIST

 Flight Details : Date / Flight No / Sector ( s )

 Point of Embarkation / Disembarkation
 Passenger Name
 Seat Number
 Status of Passenger
 Special Handling Passenger
  Special Meal request
 FQTV (Frequent Traveler)

MEAL UPLIFT FORM (MUF)

 Handed by the Catering Supervisor to the Cabin Crew working in the

 Galley (fwd. and aft), on completion of galley loading
 Catering Supervisor’s name and signature must be present on the M.U.F.
 Cabin Crew must cross check items uplifted with M.U.F.
 Galley’s in-charge must sign the M.U.F. and retain 1 copy each
 Items that are not uplifted – must be reflected on the M.U.F.
 Galley’s in charge to hand over document to I.F.E. on completion of flight – to
be filed by I.F.E. along with the Flight Report

Information obtained:

 Name of Caterer
 Name of Catering Supervisor
 Meal Rotation of the day
 Meal Menu for the day
 Bread or Bakery Selection
 Soup of the day
 Number of tray set-ups and tray contents
 Number and break-up of vegetarian and non-vegetarian meals
 Equipment
 Dry stores / Amenities
 Beverages
 Children giveaways

PASSENGER MEAL MANIFEST

CONTENTS:
 Flight Number
 Sector
 Passenger Name
 Special Meal Request
CABIN DEFECT LOGBOOK:

PURPOSE:
To advise Maintenance Personnel about defects in aircraft systems and other cabin
equipment.

Stowage location : As per the airline’s discretion.

Procedure : I.F.E. is required to check prior to departure the status of
defects as reported on previous flights to have advance knowledge and background
of a particular snag.

Note:

Any defects observed in the cabin crew area of responsibility should be clearly
reported for necessary rectification. In case of any defects reported, I.F.E. signs
book and log book must be presented to and signed by the Captain, before
termination of the flight .Any snag which affects the airworthiness of the aircraft, must
be transferred into the Aircraft Technical Log Book by the Captain
Engineering checks the log book on ground and mentions if defect was rectified and
then counter signs.

APPLICATION FOR THE CARRIAGE OF MEDICAL PAX

Content of Form:

 Name of Passenger
 Permanent address
 Telephone number
 Flight requested
 Date
 Sectors
 Signature of the passenger

‘On Company Service’ Mail

 The Company’s domestic correspondence, carried under certain exemptions

to the laws of the country, such as, the company may uplift its own business
correspondence
 Correspondence carried under these exemptions from one country to another,
have to satisfy the regulations of the countries
 No postage is payable on it
 Customs, being the authority responsible for enforcement of postal
regulations, may request to examine the mail.
 It is brought to the aircraft by the Ground Staff
 It is carried in the Documents Bag on board
 Document Bag is placed behind the last row of Exec. seats on the port side of
the aircraft
 If there is no Document Bag on board the aircraft, it is kept in the first
overhead bin on the port side
 It must have the Airline’s Security Checked Seal
 Important revenue documents may have to be accepted by the I.F.E. against
signature, on the Acknowledgement Receipt Form
 Similarly I.F.E. will have to obtain signature of the staff that the documents are
handed to at the destination.
PASSENGER HANDLING TERMINOLOGY

Confirmed booking: A term used to designate passengers having a definite

booking
on a definite space basis.

No Show A ‘confirmed booking’ passenger failing to show up for the flight.

Go Show A passenger who does not hold a confirmed seat but takes a
chance at the airport.

Registered Baggage: Baggage accepted for transportation on behalf of a

passenger, which may or may not be carried in the same
aircraft as the passenger.

Checked Baggage: Baggage accepted for transportation on the same aircraft as

the passenger for which the passenger holds ‘Baggage
Claim Tag’.

RESERVATION COUNTERS

Unchecked Baggage Small hand baggage permitted to a passenger for carriage

in the cabin.

Free Baggage Allowance The weight of the baggage permitted to a passenger

depending on the class of travel.
 Weight Concept – Varies from Airline to Airline

First Class 40 Kilos

Executive / Business Class 30 Kilos
Economy Class 20 Kilos

(Infant charged 10% of the adult fare will not be allowed any free baggage
allowance).

Piece Concept: On all flights to North America, Mexico, Central America and
the Caribbean, passengers are permitted to carry two pieces of
Baggage (piece concept) the total dimensions being 152cms/62 ins
(length + height + width) and the maximum weight of each
baggage should not exceed 32kgs/70 lbs. This is irrespective of the
class of travel. After the September 11, 2001 disaster, passengers
traveling to USA are not permitted to lock their checked baggage.
This is due to security reasons.

Excess Baggage Baggage in excess of the free baggage allowance will be

charged per kilo set by the airline.

Pooled Baggage/ The baggage of two or more persons traveling as one party to a
Group Baggage common destination or stopover by the same flight for purpose of
weight consideration so that the total baggage allowance is
equal to the sum of their individual free baggage allowance.
Concessional fare charged at a special discount. Though after
SEPTEMBER 11, pooling of baggage is now being discouraged by
many of the airlines because of the security reasons.

CONVEYVER BELT
Broken Journey A ‘through booking’ interrupted by predetermined stop- relevant to
routes traffic rights also called ‘stopover’.

U.B.O.J. Unscheduled break of journey.

Interline Passenger Passenger travelling from one airline to another at transit on

terminal station.
IATA THREE LETTER CODES

The international Air Transport Association (IATA) has established three letter codes
to designate individual cities and airport all over the world. This code is uniformly
used by all airlines, making it easy to transfer passengers from one carrier to
another, or trace mishandled baggage. In most cases, the airport code and the city
code are the same like DEL, BOM. but in instance where a city has more than one
airport (e.g. Paris, New York), the city and the airport codes are different.

CITY / AIRPORT CODES

NETHERLANDS AMS
AMSTERDAM

ATHENS GREECE ATH

FRANKFURT GERMANY FRA

GENEVA SWITZERLAND GVA

HONGKONG HONGKON HKG

ISTANBUL TURKEY IST

LONDON UK LON

MARDID SPAIN MAD

MILAN ITALY MIL

OSAKA JAPAN OSA

OSLO NORWAY OSL

PRAGUE CZECH REPUBLIC PRG

ROME ITALY ROM

TOKYO JAPAN TYO

VIENNA AUSTRIA VIE

WARSAW POLAND WAW

ZURICH SWITZERLAND ZRH

NAIROBI KENYA NBO

JOHNESBURG SOUTH AFRICA JNB

CAPTOWN SOUTH AFRICA CPT

TRIPOLI LIBYA TIP

DHAKA BANGLADESH DAC

CHENNAI TAMILNADU MAA

JAKARTA INDONESIA JKT

SEOUL KOREA SOUTH SEL

KUALALUMPUR MALAYSIA KUL

SINGAPORE SINGAPORE SIN

ISLAMABAD PAKISTAN ISB

 KARACHI PAKISTAN KHI

KATHMANDU NEPAL KTM

RIYADH SAUDI ARABIA RUH

JEDDAH SAUDI ARABIA JED

BANGKOK THAILAND BKK

ABU DHABI UNITED ARAB EMIRATES AUH

HANOI VIETNAM HAN

SYDNEY AUSTRALIA SYD

CANBERRA AUSTRALIA CBR

MELBOURNE AUSTRALIA MEL

WELLINGTON NEW ZEALAND WLG

AUCKLAND NEW ZEALAND AKL

NADI FIJI NAN

CITIES CODES HAVING DIFFERENT NAMES FOR AIRPORT

CITY CODE APT. NAME CODE

PARIS PAR CHARLES DE GAULLE CDG

ORLY ORY
BERLIN BER TEGEL TXL
TEMPELHOF THF
SCHOENENFELD SXF
ROME ROM LEONARDO DA VINCI FCO
MILAN MXP LINATE LIN
OSLO OSL FORNEBU FBU
BUCHAREST BUH OTOPENI OTP
MOSCOW MOW SHEREMETYEVO SVO
STOCKHOLM STO ARLANDA ARN
 LONDON LON HEATHROW LHR
GATWICK LGW
STANSTED STN
LUTON LTN
BEIJING BJS BEIJING CAPITAL PEK
TOKYO TYO NARITA NRT
HANEDA HND
MONTREAL YMQ MIRABEL INTL APT YMX
DORVAL INTL APT YUL
TORONTO YTO LESTER B PEARSON INT APT YYZ
NEWYORK NYC JOHN F KENNEDY JFK
LA GUARDIA LGA
NEW WARK EWR
WASHINTON D.C. WAS DULLES INTL IAD
R. REAGAN NATIONAL DCA
CHICAGO CHI O’HARE INTL APT ORD

DECODING OF VARIOUS CODES USED IN AIR TRANSPORTATION

BBML - BABY MEAL

BSCT - BABY COT / BASSINET

BULK - BULKY BAGGAGE

CHML - CHILD MEAL

DBLM - DIABETIC MEAL

DEPO - DE PORTEE (ACCOMPANIED BY AN ESCORT)

FQTV - FREQUENT TRAVELLER INFORMATION

MAAS - MEET AND ASSIST

NSSA - NO – SMOKING AISLE SEAT REQUEST

PRM - PAX WITH REDUCED MOBILITY

SMSA - SMOKING AISLE SEAT

 SPML - SPECIAL MEAL REQUEST

STCR - STRETCHER CASE

TWOV - TRANSIT WITHOUT VISA

VGML - VEGETARIAN MEAL

WCHC - WHEEL CHAIR (CABIN)

WCHR - WHEEL CHAIR (RAMP)

WCHS - WHEEL CHAIR (STEPS)

X BAG - EXCESS BAGGAGE

NSSW - NO SMOKING WINDOW SEAT

HNML - HINDU MEAL
AOG - A/C ON GROUND SPARE PARTS WITH UTMOST PRIORITY
AVI - LIVESTOCK
BED - STRETCHER, BED
BIG - AN ITEM EXCEEDING LIMIT OF CONTAINER / PALLET
CAO - CARGO A/C. ONLY
CBBG - CABIN BAGGAGE
DIP - DIPLOMATIC MAIL
EAT - FOOD STUFF FOR HUMAN CONSUMPTION
GSA - GENERAL SALES AGENT
HEA - HEAVY CARGO
HUM - HUMAN REMAINS
ICE - DRY ICE
NOSH - NO SHOW
ORIG - ORIGIN
PNR - PASSENGER NAME RECORD
PSA - PASSENGER SALES AGENT
PSGR / - PASSENGER
PAX
REQ - REQUEST
RPT - REPEAT
SD - STUDENT
STVR - STOP OVER
TRAV - TRAVELLING
VIP - VERY IMPORTANT PERSON
XCR - COCKPIT / CABIN CREW OCCUPYING PSGR SEAT
ACK - ACKNOWLEDGE

ASAP - AS SOON AS POSSIBLE

ADTK - ADVISE IF TKMD

ADV - ADVISED, ADVISING

AGT - AGENT

ALTRN - ALTERNATIVE

ARR - ARRIVAL

AUTH - AUTHORITY

CFY - CLARIFY

CHD - CHILD

CIP - COMMERCIALLY IMPORTANT PERSON

CONX. - CONNECTION

DAPO - DO ALL POSSIBLE

DIPL - DIPLOMATIC COURIER

EMIG - EMIGRANT
 ERQ - ENDORSEMENT REQUEST

EXST - EXTRA SEAT

FRAG - FRAGILE BAGGAGE

FRAV - FIRST AVAILABLE

HK - HOLDING CONFIRMED

INAD - INADMISSIBLE PASSENGER

KK - CONFIRM, CONFIRMED

NN - NEED

NTBA - NAME TO BE ADVISED

PDM - POSSIBLE DUPLICATE MESSAGE

PNR - PASSENGER NAME RECORD

TKNO - TICKET NO.

UMNR - UNACCOMPANIED MINOR

UMO8 - UNACCOMPANIED MINOR 8 YEARS OLD

W/L - WAITLIST

CAPITAL OF THE WORLD COUNTRIES

S. No. Name of Country Capital City

Code

I - ASIA

1. AFGHANISTAN KABUL KBL

2. BHUTAN THIMPU QJC

3. BANGLADESH DHAKA DAC

4. COMBODIA PHNOM PENH PNH

5. CHINA BEIJING BJS

6. HONGKONG HONGKONG HKG

7. INDONESIA JAKARTA JKT

8. KOREA DEM. PEOPLE’S PYONGYANG FNJ

REPUBLIC

9. KOREA REPUBLIC SEOUL SEL

10. LAOS P.D.R. VIENTIANNE VTE

11. MALAYSIA KUALALUMPUR KUL

12. MONGOLIA ULANBATOR ULN

13. MYANMAR YANGON RGN

14. NEPAL KATHMANDU KTM

15. PAKISTAN ISLAMABAD ISB

16. PHILIPPINES MANILA MNL

17. SINGAPORE SIN

SINGAPORE
18. SRI LANKA COLOMBO CMB

19. TAIWAN TAIPE TPE

20. THAILAND BANGKOK BKK

21. VIETNAM HANOI HAN

II - AUSTRALIA

22. AUSTRALIA CANBERRA CBR

23. FIJI SUVA SUV

24. FRENCH POLYNESIA PAPEETE PPT

25. NEW CALEDONIA NOUMEA NOU

26. NEW ZEALAND WELLINGTON WLG

27. PAPUA NEW GUINEA PORT MORESBY POM

III - NORTH
AMERICA

28. CANADA OTTAWA YOW

29. USA WASHINGTON D.C. WAS

30. BERMUDA HAMILTON BDA

IV - CENTRAL
AMERICA

31. BAHAMAS NASSAU NAS

32. COSTARICA SANJOSE SJO

33. CUBA HAVANA HAV

34. EL SALVADOR SAN SALVADOR SAL

35. JAMAICA KINGSTON KIN

36. NICARAGUA MANAGUA MGA

37. GUATEMALA GUATEMALA CITY GUA

38. HONDOURAS TEGUCIGALPA TGU

39. MEXICO MEXICO CITY MEX

40. TRINIDAD & TOBAGO PORT OF SPAIN POS

V - SOUTH AMERICA

41. ARGENTINA BUE NOS AIRES BUE

42. BOLVIA LA PAZ LPB

43. BRAZIL BRASILIA BSB

44. CHILE SANTIAGO DE CHILE SCL

45. COLOMBIA BOGOTA BOG

46. ECUADOR QUITO UIO

47. FRENCH GUIANA CAYENNE CAY

48. GAYANA GEORGE TOWN GEO

49. PARAGUAY ASUNCION ASU

50. PERU LIMA LIM

51. SURINAME PARAMARIBO PBM

52. URUGUAY MONTEVIDEO MVD

53. VENEZUELA CARACAS CCS

VI - EUROPE /
MIDDLE EAST

54. MALTA VALELTA MLA

55. AUSTRIA VIENNA VIE

56. BELGIUM BRUSSELS BRU

57. BULGARIA SOFIA SOF

58. CYPRUS NICOSIA NIC

59. CROTIA ZAGREB ZAG

60. CZECH REP. PRAGUE PRG

61. DENMARK COPENHAGEN CPH

62. FINLAND HELSINKI HEL

63. FRANCE PARIS PAR

64. GERMANY BERLIN BER

65. IRELAND DUBLIN DUB

66. GREECE ATHENS ATH

67. HUNGARY BUDAPEST BUD

68. ITALY ROME ROM

69. BAHRAIN AL MANAMAH BAH

70. IRAN TEHERAN THR

71. IRAQ BAGHDAD BGW

72. ISRAEL JERUSALEM JRS

73. JORDON AMMAN AMM

74. KUWAIT KUWAIT KWI

75. OMAN MUSCAT MCT

76. QATAR DOHA DOH

77. SAUDI ARABIA RIYADH RUH

78. SYRIA DAMASCUS DAM

79. UAE ABUDHABI AUH

80. YEMEN ADEN ADE

VII - AFRICA
81. ALGERIA ALGIERS ALG

82. ANGOLA LUANDA LAD

83. CAMEROON YAOUNDE YAO

84. EGYPT CAIRO CAI

85. ETHIOPIA ADDISABABA ADD

86. KENYA NAIROBI NBO

87. MOROCCO RABAT RBA

88. NIGERIA ABUJA ABV

89. SOUTH AFRICA PRETORIA PRY

90. SUDAN KHARTOUM KRT

91. TANZANIA DODOMA DOD

92. TUNISIA TUNIS TUN

93. ZAMBIA LUSAKA LUN

94. ZIMBABWE HARARE HRE

EUROPEAN COMMUNITY

AUSTRIA, BELGIUM, DENMARK, FINLAND, FRANCE, GERMANY, GREECE,

ICELAND, REPUBLIC OF IRELAND, LUXEMBOURG, NETHERLANDS, NORWAY,
PORTUGAL, SPAIN, SWEDEN & UNITED KINGDOM (17 EC).

EMU

(ECONOMIC & MONETARY UNION) AUSTRIA, BELGIUM, FINLAND, FRANCE,

MONACO, GERMANY, LUXEMBOURG, IRELAND, ITALY, NETHERLANDS,
PORTUGAL & SPAIN.

 SCANDINAVIA

DENMARK, NORWAY & SWEDEN.

 SCHENGEN STATES
AUSTRIA,BELGIUM,FRANCE,GERMANY,GREECE,ITALY,LUXEMBOURG,
NETHERLANDS, PORTUGAL & SPAIN.
 CERTIFICATE OF AIRWORTHINESS (COA)

A certificate is issued in respect of an aircraft in pursuance of aircraft rules implying

compliance with minimum standards of airworthiness as accepted to the DGCA

The certificate remains valid provided

1. The Aircraft is operated as per the limitations specified in the flight manual.
2. As and when due –
 All mandatory modifications, inspections are carried out.
 Components are tested/ replaced.
 Scheduled inspections are carried out by appropriately licensed personnel.
 All defects are attended and rectified.
3. The Aircraft has not suffered any major damage / defects.
The C of A is issued / renewed by Directorate of Airworthiness. The validity of C of A
is normally for a period of one year.

CERTIFICATE OF REGISTRATION (C OF R)

As per the aircraft rules, no person shall fly or assist in flying aircraft unless it has
been registered and it bears its nationality and registration markings. For Indian
Airlines, the nationality marking is VT and registration is a three letter alphabet e.g.
JAA, JAB, etc. The certificate of registration is for the purpose of identification of an
aircraft. This certificate is issued by the Ministry of communication permitting usage
of communication & navigation equipments installed on a particular aircraft. The
validity is endorsed on the face of the certificate.

CERTIFICATE OF FLIGHT RELEASE

The certificate issued in respect of an aircraft by appropriately licensed Aircraft
maintenance Engineers certifying that the aircraft has been inspected as per
approved maintenance scheduled system and is Airworthy in all respects and safe
for flights for the period specified therein. Certificate of flight release is valid only if
the C of A is valid.

WEIGHT SCHEDULE
Aircraft rules require that every aircraft shall be weighed and its center of gravity
determined. The weight schedule is prepared by actually weighing the aircraft to
determine its empty weight and center of gravity. The weight schedule contains
information regarding maximum Take Off weight, removable equipment weight,
empty weight limit of center of gravity, zero fuel weight etc. and man sealing
capacity. Insurance Certificate: 1 Yrs.

CERTIFICATE OF WT (Wireless Telecommunications)

This certificate is issued in respect of an aircraft using the wireless technology in
running conditions in the Aircraft. An aircraft needs to have certificate of Wireless
Telecommunication before its takes off.