Your operations manual is your license to fly. It's not just a bureaucratic checkbox—it's your blueprint for safe, compliant operations that CASA inspects during audits. This guide breaks down exactly what CASA expects in your manual and how to build one that passes scrutiny.
Piyo: "I got my ReOC. Now what's this operations manual everyone keeps mentioning?"
Moo: "Your operations manual is a document that describes how you'll conduct your drone business safely and legally. CASA requires it at certification and audits it to ensure you're actually following your own rules. Miss a section, and you're non-compliant."
Why CASA Requires an Operations Manual
Under CASR Part 101.275, ReOC holders must maintain a current operations manual that:
- Documents your procedures — How you conduct preflight, flight, emergency response
- Proves competence — Demonstrates you understand regulatory requirements
- Establishes accountability — Creates a paper trail for incidents
- Guides your team — If you have multiple pilots, they follow the same procedures
- Supports insurance claims — Insurers require proof you followed documented procedures
Core Structure: What CASA Expects
A compliant operations manual has 8 mandatory sections:
Section 1: Organization & Management
Required Information:- Operator details (name, ReOC number, certificate issue/expiry dates)
- Organizational structure (who's the responsible manager? who signs off operations?)
- Key personnel:
- Chief Operator (ReOC holder, ultimate responsibility)
- Safety Officer (oversees compliance)
- Maintenance Officer (aircraft serviceability)
- Training Officer (if applicable)
Poppo: "For solo operators, you wear all hats. That's fine—just document it clearly. 'I, [Name], hold the ReOC and am responsible for all operations, maintenance, safety, and training decisions.' CASA accepts this."
`` 1.1 Operator Organization Chief Remote Operator: John Smith (ReOC Holder, License #XXXX) Safety Officer: John Smith Maintenance Officer: John Smith Contact: john@dronecompany.com.au ReOC Certificate: Valid until 2029-03-15 `
Section 2: Description of Operations
Detail every activity you'll conduct:
| Operation Type | Description | Airspace Class | Restrictions |
|---|---|---|---|
| Visual inspection of roofing | RPA flies at 30m AGL, VLOS, operator trained | G | No people below |
| Perimeter security patrol | RPA follows fence line, VLOS, dawn hours | G | Remote area only |
| Agricultural survey | RPA covers paddock (BVLOS with spotter), altimeter logs | E | Licensed surveyor on-site |
Section 3: Aircraft Specifications & Performance Data
For each RPA type you operate:
| Specification | Detail |
|---|---|
| Model | DJI Matrice 300 RTK |
| Maximum Takeoff Mass (MTOM) | 45 kg |
| Battery Type & Capacity | Intelligent Flight Battery, 5,935 mAh |
| Maximum Flight Duration | 45 minutes (no wind, sea level) |
| Maximum Altitude | 500m AGL (CASA limit) |
| Maximum Range | 10 km (with relay antennas) |
| Payload | Zenmuse H30T camera, 1.3 kg |
| Remote Control Range | 15 km (line of sight) |
| Failsafe Behavior | Return to Home + land automatically |
Section 4: Maintenance & Serviceability
Describe your maintenance regime:
Scheduled Maintenance Intervals:- Pre-flight inspection: Before every operation
- 50-hour service: Propeller inspection, gimbal calibration, battery cycle count
- 100-hour service: Motors, ESCs, firmware update
- Annual service: Full system audit, professional technician
"All maintenance is logged in [MmowW platform]. Records are backed up daily to cloud storage. CASA access available on request."
Logbook Retention:"Maintenance logs are retained for 5 years from final flight. Records include technician name, date, work performed, and sign-off."
Section 5: Pilot Qualification & Training
List every pilot/operator and their qualifications:
| Pilot Name | ReOC/RePL | Certificate # | Expiry | Additional Training | Status |
|---|---|---|---|---|---|
| John Smith | ReOC | AU-ReOC-2022-0451 | 2025-03-15 | BVLOS (AC 21-62), Night Ops | Active |
| Jane Doe | ReOC | AU-ReOC-2023-0812 | 2026-08-20 | VLOS only | Active |
- Type ratings (which aircraft can they operate?)
- Endorsed airspace types (Class G only? Or Class E/D with training?)
- Special endorsements (BVLOS, night operations, OONP)
- Recurrent training schedule
Section 6: Emergency Procedures & Risk Management
Describe how you handle:
- Loss of Communication
- Failsafe activation (Return to Home)
- Notification protocol (notify CASA within 10 days if airspace breach)
- Recovery procedure (track landing site, retrieve aircraft)
- Battery Failure
- Low battery threshold (return immediately at 20% battery)
- Emergency landing site (always identified pre-flight)
- No-fly decision (poor weather = postpone)
- RPA Collision
- Incident report (written within 24 hours)
- Photographic evidence (damage assessment)
- CASA notification (within 10 days if injury/significant damage)
- Insurance claim (within 30 days)
- Injury or Property Damage
Incident Chain of Command:
- Immediate action: Stop flying, assess situation
- Emergency services: Call 000 if injury
- Document: Photos, witness statements, flight data export
- Report to CASA: Within 10 days (form CA-4)
- Notify insurer: Within 48 hours
``
Moo: "CASA doesn't expect perfection. They expect preparedness. If you've thought through what happens when battery dies, you're compliant. If you haven't, you're reckless."
Section 7: Safety & Quality Assurance
Safety Culture:"Operations prioritize safety over schedule. Pilots are empowered to cancel flights due to weather, mechanical concerns, or airspace conflicts. No penalty for cancellation."
Quality Checks:- Pre-operation briefing (5 minutes minimum: weather, airspace, emergency plan)
- Post-operation debrief (10 minutes: lessons learned, maintenance notes)
- Quarterly safety reviews (discussion of near-misses, rule clarifications)
Describe how you assess mission risk:
| Risk Factor | Assessment Method | Mitigation |
|---|---|---|
| Weather | Check BoM forecast + on-site observation | Delay if wind > 10 knots |
| Airspace | NOTAM check + call local ATC | Avoid active runways within 5 km |
| People Below | Visual sweep + safety briefing | No flights over people |
Section 8: Document Control & Change Management
"This manual is controlled and reviewed quarterly. Changes are approved by [Chief Operator]. Version history is maintained below."
| Version | Date | Change | Approved By |
|---|---|---|---|
| 1.0 | 2025-01-15 | Initial ReOC manual | John Smith |
| 1.1 | 2025-04-20 | Added Matrice 300 specs | John Smith |
| 1.2 | 2026-01-10 | Updated insurance details | John Smith |
Building Your Manual: Step-by-Step Process
Step 1: Use CASA's Template
CASA publishes a sample operations manual in AC 21-57. Don't reinvent the wheel—adapt it:
- Download from casa.gov.au
- Replace placeholder text with your details
- Keep CASA's structure (8 sections above)
- Add appendices (aircraft specs, emergency contacts)
Step 2: Tailor to Your Operations
- If you only fly VLOS in Class G, simplify
- If you do BVLOS or OONP, add detailed procedures
- If you have a team, include org structure
- If you use specialized equipment, document performance data
Step 3: Review with Your Insurer
Insurance companies have specific requirements. Ensure your manual:
- Matches your insurance policy limits
- Documents crew qualifications as insurer expects
- Includes their contact details (claim reporting)
Step 4: Get CASA Acceptance
Submit with your ReOC application. If CASA requests changes:
- Don't argue—update and resubmit
- Typical feedback: "Add more detail on maintenance" or "Clarify airspace restrictions"
- Turnaround: 1–2 weeks for revision
Step 5: Implement & Audit
Operating manual isn't a shelf document:
- Brief your team monthly on procedures
- Log compliance (flights, maintenance, incidents)
- Update annually or after rule changes
- Retain copies (paper or digital) on-site for CASA audit
MmowW Integration: Automating Compliance
MmowW syncs your operations manual with flight data: ✅ Real-time logbook — Every flight auto-logs to your manual's maintenance section ✅ Incident tracking — Emergency procedures documented automatically ✅ Pilot certifications — Reminders 60 days before expiry ✅ Risk assessment — Pre-flight weather/airspace checks with decision audit trail
Cost: A$8.50/drone/month. Transforms manual compliance from admin burden to automatic safety system.Common Mistakes to Avoid
| Mistake | Why CASA Rejects It | How to Fix |
|---|---|---|
| Manual too generic ("I fly drones") | No proof of understanding regulations | Specific: aircraft type, airspace, altitude, restrictions |
| Outdated aircraft specs | Creates liability (MTOM mismatch) | Update when adding aircraft |
| Missing emergency procedures | Suggests inadequate planning | Add: loss of comms, battery fail, collision, injury |
| No pilot qualifications listed | Can't verify crew competence | Name each pilot, list ReOC, endorsements |
| Inconsistent with insurance | Creates claim disputes | Cross-check with insurer requirements |
| No revision history | CASA can't track compliance evolution | Date all updates, note what changed |
Piyo: "Do I really need to brief my pilots monthly on the operations manual?"
Poppo: "Not monthly—but yes, quarterly minimum. CASA may ask: 'Can your pilot cite Section 5 of your manual?' If they can't, CASA doubts you're actually following it. Brief your team, document attendance, and you're golden."
FAQ
Q: Can I copy another operator's manual?A: Don't. Each manual must be custom—your aircraft, your procedures, your pilots. CASA recognizes plagiarism (especially from online templates) and flags it.
Q: How long should my operations manual be?A: 15–25 pages for solo operators. 30–50 pages for teams. Length ≠ compliance. Completeness does.
Q: Do I need a lawyer to write my operations manual?A: No. CASA publishes templates. You adapt them. If you're uncertain, hire an aviation lawyer ($500–$1,500) to review—worth it for peace of mind.
Q: What if I add a new aircraft mid-year?A: Update Section 2 (operations) and Section 3 (specs). Notify CASA? Not required, but do it anyway—shows transparency.
Q: Can I keep my manual digital-only?A: Yes. CASA accepts cloud-based manuals (MmowW, Google Drive). Just ensure access during audit (don't lock CASA out of your cloud).
Q: How often should I revise my operations manual?A: Annually minimum. Also update when: new aircraft added, new procedures introduced, rule changes announced, or incident lessons learned.