Dr Justin Carter BSc MBChB MRCP

Aeromedical Examiner    www.pilotmedical.co.uk


Commonly, you will need to submit Medical Reports about any conditions you have in a format acceptable to the CAA.

Reports submitted in a format unacceptable to the CAA will be rejected and unfortunately, rejected reports will often return to the ‘back of the queue’ causing significant delays in considering your case.

It is vital that the content and quality of submitted reports is adequate to avoid these delays (and the additional work caused to all involved).

Emailing me photos of crumpled, barely legible bits of paper such as the example below won’t do:

How to submit reports:

  1. 1.Guide whoever is preparing the report for you.

Wether its your GP or a specialist’s report, they need to know what it is the CAA are looking for.

The CAA website has a lot of detail on many conditions (flowcharts) and produce specification for medical reports. You should give this guidance (flowcharts) and report specification to whoever is producing a report about you. You need to search the CAA website for your condition to see if there is a CAA flowchart for that condition and a Report Specification.

An example is a common condition called atrial fibrillation.

Were you to have this condition and the CAA needed a report about you from a specialist, you should give the specialist the CAA flowchart shown here

and the CAA report specification for cardiology reports:

shown here. They will use these to ensure CAA mandated tests are carried out and use the report specification to build a report which the CAA will accept.

Being as familiar as possible with your condition and the CAA requirements for that condition will help you gain or retain medical certification.

Much of what you need to know appears on these pages.

I will routinely guide you as to what’s needed.

  1. 2.You will need to prepare and send the reports.

Commonly, the reports and results will be sent to you by your GP or specialist and you will need to send them onwards to me or the CAA directly. Rarely, the GP or Specialist will send reports directly to the CAA or your AME. You will need to guide the process by being clear who is doing what. Either way, email is the preferred method.

  1. 3.How should you prepare the reports?

Scan the report FLAT, using a scanner so that each report forms a single PDF document. Ensure the report has at least 2 personal identifiers (from Name, DOB, Address and CAA ref no). Please don’t send me pictures of free hanging bits of folded paper !!. JPEGs, GIFF, WMP or any other format will not be accepted. ONLY PDFs will do.

Name the report PDF like this:

Surname Forename CAA ref No.

Email me (or the CAA if instructed) the report as an attachment with any freetext you wish to add to the body of the email.

Name the email subject like this:

Surname Forename CAA ref No.


how to submit medical reports