5 August 2025
Cost sharing may be the controversial hardy perennial in the General Aviation garden, but in an attempt to clarify the rules while dealing with the murky world of grey charters, the CAA has changed its rules.
The new rules come into effect on 1 October 2025, so if you are a regular cost sharer, or want to reduce your flying costs (within the law), read on…
Only private individuals. That means you, the pilot — not a company and not a club.
No more than six onboard, including you and we all know how challenging the weight and balance can be when you fill all of the seats, so beware!
Only the direct costs of the flight. That includes:
You can’t share annual costs like insurance, maintenance, parking, and hangarage. Those are yours to shoulder. Yes, those costs will be included if you are flying a rental rather than your own aeroplane, and no that’s not entirely fair, but that’s the way it is.
The pilot must pay at least their fair share of direct costs. You can pay more, but not less.
Example: The direct costs come to £300. There are 3 people on board – you and 2 passengers. You, the pilot, must pay at least £100.
If you’re making any kind of profit — or even appear to be — you’re potentially operating illegally.
Yes, but…
Unless your passenger is a current or former licence holder, they need to sign a Passenger Declaration Form before the flight. This confirms they understand it’s a private arrangement, not an airline-style service. You keep the form for 6 months.
For repeat passengers (within 6 months), you can update the original form rather than filling in a new one each time.
The CAA has provided a template that you can use: click here to download.
To carry passengers, you’ll need to have completed three take-offs and landings in the same aircraft class or type within the last 90 days. For night flights, at least one of those needs to have been at night.
You can cancel for any reason, refuse any passenger or bag, and you don’t need to justify it. It’s your aircraft and your decision. While this seems completely obvious, history is littered with examples of pilots (paid or otherwise) who have yielded to passenger pressure. Consider having a conservative and rigid set of personal minima for such flights.
If you’re flying to or from another country, the stricter of the two countries’ rules will apply. Channel Island rules stipulate no more than four people, equal payments and no advertising while in EASA land the rules are less strict, particularly on advertising and dividing costs. Basically, if you are flying to EASA land from the UK obey UK rules, and if you are flying to the Channel Islands obey those rules. Nobody said it would be simple!
Cost sharing is a great way to make flying more affordable — but only if you stay firmly on the right side of the regulations. No profit, no promises, and keep the paperwork.
