Pilot History Forms & FAA Verification

In business aviation, a Pilot History Form is one of the most important—but least standardized—documents in the entire staffing process. Every insurance broker and every underwriter seems to have their own slightly different version.

For contract pilots, this means constantly filling out new and often redundant documents in order to get approved to fly.

For flight departments, it drastically increases the cycle time between finding, assessing, and finally getting a pilot hired and assigned to the schedule.

None of this reflects the professionalism that business aviation depends on.

Flying Company is changing that.

The Problem With Traditional PHFs

Most PHFs create friction that hurts both sides:

1. Pilots “pencil whip” the form.

Pilots get so used to repeating the same questions that they naturally prioritize speed over precision. Minor discrepancies inevitably creep in—not out of malice, but because the process makes perfection nearly impossible.

2. Delayed assessment for flight departments.

Schedulers, dispatchers, and chief pilots often wait days to receive PHFs from multiple pilots before insurance brokers or decision-makers can even begin the review.

3. No unified standard.

Everyone is working from slightly different versions, which introduces unnecessary confusion and inconsistency.

A critical document had become an administrative burden.

Creating a Standard: The Flying Company Pilot Profile

To fix this, our team aggregated PHFs from brokers, underwriters, management companies, and flight departments across the industry. After reviewing them side by side, we identified the most universally requested data points and consolidated them into one standardized, modern PHF framework.

That framework became the foundation of the Flying Company Pilot Profile—a required component that every pilot completes before they can provide quotes on the platform.

This single decision solved multiple industry problems at once:

• Every pilot is assessed using the same core criteria.
• Every operator receives the same structured information.
• Insurance brokers finally get a document that actually gives them what they need.

It’s the first step toward a true industry standard.

The “Industry Standing PHF”: A Better, More Complete Document

Not all PHFs are created equal—which is why we designed ours to be better than the typical version seen across the industry.

The Flying Company PHF automatically includes:

• Images of the pilot’s FAA Certificate
• Images of Initial and Recurrent training diplomas
• Comprehensive flight-hour fields
• Currency and qualification details
• Standardized insurance-required questions
• Disclosure and attestation language aligned with broker expectations
• A mandatory pilot re-signature within 7 days of offering a quote

This ensures that:

• Operators are reviewing information that is timely, not stale.
• Decision-makers receive a complete package, not piecemeal PDFs.
• Insurance partners get a clean, organized, standardized document that reduces back-and-forth.

It’s the PHF you wish the industry had—and now it does.

Free For Pilots. Instant For Operators.

One of the most popular features among pilots is that the PHF is available for free download at any time. If a pilot needs to send their PHF to a flight department outside of Flying Company, they simply download the PDF and send it—no watermark, no paywall, no limitation.

For operators, the real time-saver lives inside the Assessment Dashboard.

When several pilots submit quotes, the operator can instantly download each pilot’s PHF—already standardized, already signed, already complete—and forward them to brokers, chief pilots, safety officers, or principals.

No delays. No tracking down paperwork.

Just clean, standardized data whenever it’s needed.

Instant FAA Verification

Standardized data is powerful. Verified data is even better.

Every pilot profile in Flying Company includes a one-click FAA Verification link that takes the operator directly to the pilot’s listing in the FAA Airmen Registry. Operators can instantly validate:

• Certificates
• Ratings
• Type ratings
• Instructor certificates (CFI/CFII/MEI)
• Medical class and expiration

This removes an enormous amount of manual lookup work that most flight departments still perform today.

No hunting through FAA search portals.

No mismatched names or stale copies of certificates.

The authoritative source is one click away.

Part of a Larger Movement Toward Professionalism

The introduction of the Pilot History Form and FAA Verification isn’t happening in a vacuum. They’re part of a deliberate, steady progression in Flying Company’s professionalism and safety architecture:

• Professionalism by Design — showing whether pilots operate as LLCs or individuals
• Post-Flight Safety Reports — enabling pilots to contribute safety insights directly into an operator’s SMS
• Safety Program Recognition — highlighting operators who run robust safety programs
• Pilot Credentials — surfacing WINGS participation, UPRT, NBAA SOP familiarity, and more

Now, with standardized PHFs and one-click FAA Verification, operators gain another layer of clarity and confidence—and pilots gain another opportunity to demonstrate professionalism.

This isn’t paperwork.

It’s progress.