Tips
10 Common GAR Mistakes and How to Avoid Them
Avoid the most common errors pilots make when submitting General Aviation Reports. From incorrect ICAO codes to missing travel documents, learn how to get it right first time.
25 January 20266 min readBy GAR Guide Team
Introduction
Submitting a General Aviation Report (GAR) should be straightforward, but small errors can lead to delays, rejected submissions, or even civil penalties of up to £10,000. After reviewing thousands of GAR submissions, we've identified the 10 most common mistakes pilots make—and how to avoid them.
1. Using Local Time Instead of UTC
The mistake: Entering departure and arrival times in local time rather than Coordinated Universal Time (UTC). Why it matters: Border Force expects all times in UTC. A flight departing London at 10:00 local time in summer should be entered as 09:00 UTC. How to avoid it: Always convert to UTC before entering times. Remember that the UK is UTC+0 in winter and UTC+1 (BST) in summer.2. Incorrect ICAO Airport Codes
The mistake: Using IATA codes (3 letters) instead of ICAO codes (4 letters), or entering incorrect codes entirely. Examples:3. Expired Travel Documents
The mistake: Submitting a GAR with passport details that have expired or will expire before the travel date. Why it matters: Border Force will flag passengers with expired documents, potentially preventing travel. How to avoid it: Check all passport expiry dates before submission. Many countries require at least 6 months validity beyond your travel date.4. Missing or Incorrect Passport Numbers
The mistake: Typos in passport numbers, or confusing the passport number with other document numbers. Why it matters: Incorrect passport numbers prevent Border Force from verifying permission to travel. How to avoid it: Double-check every digit. Use passport OCR scanning where available to reduce manual entry errors.5. Submitting Too Late
The mistake: Submitting the GAR less than 2 hours before departure. Why it matters: The 2024 Regulations require submission at least 2 hours before departure. Late submissions can result in civil penalties. How to avoid it: Submit your GAR 24-48 hours in advance. This also gives you time to resolve any permission to travel issues.6. Submitting Too Early
The mistake: Submitting the GAR more than 48 hours before departure. Why it matters: GARs submitted too early may not be accepted by the system, or flight details may change. How to avoid it: Wait until you're within the 48-hour window before submitting.7. Forgetting the Responsible Person
The mistake: Not completing the responsible person section, or entering incomplete contact details. Why it matters: The responsible person is mandatory and must be contactable by Border Force. How to avoid it: Ensure you have a valid UK phone number and email address for the responsible person.8. Wrong Aircraft Registration Format
The mistake: Entering the aircraft registration in the wrong format (e.g., with hyphens when not required). Examples:9. Not Checking Permission to Travel Responses
The mistake: Submitting the GAR and not reviewing the permission to travel responses before departure. Why it matters: If a passenger shows "No record of valid permission to travel," you need to verify their documents or contact Border Force before flying. How to avoid it: Always review responses after submission. Resolve any issues before departure.10. Failing to Amend When Details Change
The mistake: Not updating the GAR when flight details, passengers, or times change. Why it matters: The GAR must accurately reflect the actual flight. Discrepancies can result in penalties. How to avoid it: Amend your GAR immediately if any details change. Remember, amendments must be made at least 2 hours before departure.Conclusion
Avoiding these common mistakes will help ensure smooth, compliant flights. When in doubt, submit early, double-check all details, and don't hesitate to contact Border Force if you're unsure about anything.
Need help? Contact the Border Force Carrier Support Hub on 0300 369 0610 (UK) or +44 204 619 6020 (International).*Last updated: January 2026*
Related Articles
Ready to Submit Your GAR?
Use our streamlined GAR submission service with passport OCR, saved libraries, and instant Border Force responses.
Get Started Free