Commercial Drone Compliance Checklist 2026: Everything You Need

Operating a commercial drone operation requires juggling dozens of regulatory requirements—many invisible until audit day. This comprehensive checklist covers all mandatory compliance elements across 9 countries, helps operators self-audit readiness, and highlights how MmowW's compliance scoring automates the entire process.

Universal Commercial Drone Compliance Checklist

Section 1: Registration & Licensing

Aircraft Registration

[ ] Aircraft registered with aviation authority (country-specific):
UK: CAA Small Unmanned Aircraft registry
Germany: LBA registry (via BfS, Bundesstelle für Flugsicherung)
France: DGAC ALPAS system
Netherlands: ILT registry
Sweden: Transportstyrelsen registry
Australia: CASA RPA registry
New Zealand: CAA aircraft registry
Canada: Transport Canada registry
Japan: NAA aircraft registration system

[ ] Registration certificate obtained (or confirmation email)
[ ] Aircraft serial number matches registration
[ ] Registration valid & not expired (check renewal date)
[ ] Registration fee paid (if applicable)
[ ] Aircraft marked with registration number (visible on fuselage)

Operator Registration (Organizational Level)

[ ] Operator ID assigned by aviation authority
[ ] Company details registered (legal name, address, contact)
[ ] Accountable manager nominated (person responsible for compliance)
[ ] Insurance details registered with operator ID
[ ] Registration renewed annually (check expiration date)

Section 2: Pilot Certification & Personnel

Primary Pilot

[ ] Pilot license obtained (country-specific):
UK: A2 Certificate of Competence (or equivalent if commercial)
Germany: EASA A2 CofC
France: EASA A2 CofC
Netherlands: EASA A2 CofC
Sweden: EASA A2 CofC
Australia: Remote Pilot License
New Zealand: Part 102 License
Canada: Advanced RPIC
Japan: National Drone License

[ ] License valid (not expired)
[ ] License number recorded
[ ] License expiration date flagged (60-day renewal reminder set)
[ ] License copy archived (PDF + physical)
[ ] License qualifications match operation type (BVLOS cert if doing BVLOS, etc.)

Secondary Pilots (if applicable)

[ ] All pilots licensed per country requirements
[ ] All licenses current
[ ] All licenses recorded in master roster
[ ] Training/currency records maintained (especially if multi-pilot team)

Visual Observers (if BVLOS)

[ ] Observer appointed (trained, designated person)
[ ] Observer certification obtained (if required by country):
UK: GVC (Ground-based Visual Control) certification recommended
EU: Observer training per SORA requirements (no formal cert, but documented training)
Australia: Observer role documented (no formal cert, but competency verified)
Japan: Observer role designated + training documented

[ ] Observer training records maintained
[ ] Observer roster documented

Accountable Manager

[ ] Person nominated (responsible for compliance)
[ ] Contact details recorded
[ ] Authority notified (if required)
[ ] Role & responsibilities documented in operations manual

Section 3: Aircraft Documentation

Airworthiness & Technical Specs

[ ] Aircraft airworthiness status verified (not damaged)
[ ] Specifications recorded:
Model name/manufacturer
MTOW (Maximum Takeoff Weight)
Camera/sensor specifications
Transmission range
Max flight time
Power source (battery type, capacity)

[ ] Pre-flight inspection procedure documented
[ ] Maintenance schedule established
[ ] Maintenance log format defined

Multiple Aircraft (if applicable)

[ ] Aircraft register maintained (all aircraft listed)
[ ] Serial numbers recorded (for each aircraft)
[ ] Airworthiness status tracked (each aircraft separately)
[ ] Maintenance tracking per aircraft

Section 4: Insurance & Liability

Public Liability Insurance

[ ] Insurance policy obtained (drone/UAS-specific)
[ ] Coverage limits adequate:
UK: Minimum £1M (recommend £2M+)
Germany: Minimum EUR 1M (EUR 2–5M for commercial)
France: Minimum EUR 1M
Netherlands: Minimum EUR 1M
Sweden: Minimum EUR 1M
Australia: Minimum A$10M (ReOC) / A$20M (complex ops)
New Zealand: Minimum NZ$1M
Canada: Minimum CA$2M
Japan: Minimum ¥1M (often obtained locally)

[ ] Insurance certificate obtained
[ ] Policy expiration date recorded
[ ] Renewal set on calendar (60-day pre-expiry reminder)
[ ] Insurance covers commercial operations (not just recreational)
[ ] International coverage included (if operating abroad)

Equipment/Gear Insurance (Optional)

[ ] Equipment coverage included (optional but recommended)
[ ] Covers loss/theft/damage of drone + accessories
[ ] Coverage limits reflect equipment value

Section 5: Operations Manual

Manual Preparation (if required by country)

[ ] Operations manual prepared per country requirements
[ ] Sections included:
[ ] Organization & personnel
[ ] Operational procedures (VLOS/BVLOS, altitude, weather)
[ ] Aircraft management & maintenance
[ ] Flight records & incident procedures
[ ] Risk assessment (SORA, if required)
[ ] Emergency procedures

[ ] Manual authority-approved (if required):
UK: CAA approval (for PfCO)
Germany: LBA approval
France: DGAC approval
Australia: CASA approval (ReOC)
Japan: NAA approval

[ ] Manual version controlled (version number, change log)
[ ] Manual updated annually + when operation changes
[ ] Manual archived (all versions kept)

Section 6: Flight Logging & Record Keeping

Flight Log Setup

[ ] Flight log format defined (include mandatory fields):
Date & time
Location (airfield/coordinates)
Aircraft registration
Pilot name/license number
Flight duration
Altitude flown
Weather conditions
Any incidents/near-misses

[ ] Flight log storage method established:
Digital (spreadsheet, database, MmowW, etc.)
Paper (if analog backup)
Cloud backup (Google Drive, OneDrive, etc.)

[ ] Flight logging system tested (can record/retrieve records quickly)
[ ] All flights logged (even short training flights)

Record Retention

[ ] Retention period identified per country:
UK: 2 years
Germany/EU: 3 years
Australia: 2–7 years (depends on operation type)
New Zealand: 2–3 years
Canada: 2 years
Japan: 2 years

[ ] Retention deadline recorded for each flight log
[ ] Archive procedure established (automatic or manual reminder)
[ ] Record destruction procedure defined (secure deletion, paper shredding)

Searchability & Audit Readiness

[ ] Flight logs searchable by:
[ ] Date
[ ] Pilot
[ ] Aircraft
[ ] Location

[ ] Audit export capability (ability to generate PDF/CSV on demand)
[ ] Records immediately available (24-hour audit access requirement met)

Section 7: Maintenance & Servicing Records

Maintenance Schedule

[ ] Maintenance schedule defined (per aircraft type/authority):
Australia (ReOC): Often 50–100 flight hours between inspections
Japan: Often 10–25 flight hours between inspections
Others: Manufacturer recommendation (typically 25–50 hours)

[ ] Schedule posted visibly (crew awareness)
[ ] Schedule tracked (when was last maintenance, when is next due)

Maintenance Log Format

[ ] Log includes mandatory fields:
Date of maintenance
Work performed
Technician name/signature
Parts replaced (if any)
Aircraft status (airworthy/not airworthy)
Test flight results (if applicable)

[ ] Log stored with flight logs (linked by aircraft)
[ ] Defect procedure documented (how to handle damage/malfunction)
[ ] Repair authorization process documented (who approves repair, cost tracking)

Maintenance Record Retention

[ ] Retention period identified per country:
UK: 2 years
Germany/EU: 3 years
Australia: 2–7 years
Japan: 2 years

[ ] Records archived on retention schedule

Section 8: Risk Assessments & Safety Planning

Operational Risk Assessment (SORA / Equivalent)

[ ] Risk assessment conducted per operation:
Country of operation
Type of operation (VLOS/BVLOS/night/over people)
Aircraft characteristics
Environmental factors (urban/rural, weather, airspace)

[ ] Hazards identified:
[ ] Loss of signal
[ ] Weather degradation
[ ] Mechanical failure
[ ] Third-party risk (people on ground, other aircraft)

[ ] Mitigation measures defined:
[ ] BVLOS: Chase aircraft, observer team, communication redundancy
[ ] Night: Lighting system, experienced pilot, additional insurance
[ ] Over people: Insurance increase, additional safety measures, approval obtained

[ ] Contingency procedures documented:
[ ] Signal loss → Immediate land at pre-planned location
[ ] Weather degradation → Abort mission, return to home
[ ] Mechanical failure → Failsafe behavior (auto-land, etc.)

[ ] SORA document completed (if required by country)
[ ] Authority approval obtained (if required)
[ ] Risk assessment archived (per operation date)

Section 9: Airspace & Geolocation Permissions

Airspace Restrictions Awareness

[ ] Airspace classification understood (Class A/B/C/D/E/F/G):
UK/EU: CAA/EASA airspace charts consulted
Australia: CASA NAS (National Airspace System) consulted
Japan: NAA airspace maps consulted
Others: Local aviation authority airspace data reviewed

[ ] Airspace coordination completed (if required):
[ ] Airport proximity assessed (rules vary: 5–10 km radius typical)
[ ] Military/restricted zones identified
[ ] Airspace permission obtained (if operating near controlled airspace)

Geolocation Permissions

[ ] Flight location verified legal:
[ ] No-fly zones identified (airports, national parks, military)
[ ] Private property permission obtained (if flying over private land)
[ ] Local authority notification completed (if required)

[ ] Flight plan filed (if required):
Japan: NAA online system, 1-week advance
Australia: Optional, but recommended for complex ops
EU: Optional, but may be required per operation type

[ ] Airspace change notification reviewed (regulations change quarterly)

Section 10: Data Protection & Privacy

Personal Data Handling

[ ] Flight crew privacy protected:
[ ] Names/IDs in flight logs necessary only
[ ] Data stored securely (encrypted, access-controlled)
[ ] Retention period respected (anonymize after regulatory requirement)

[ ] GDPR compliance (if EU/UK):
[ ] Data processing agreement signed (if third-party processing)
[ ] Data breach procedure documented (72-hour notification rule)
[ ] Privacy notice provided (if collecting personal data)

[ ] Privacy Act compliance (if Australia/NZ/Canada/Japan):
[ ] Data handling procedures documented
[ ] Breach notification procedure defined
[ ] Right of access ensured (pilots can request their data)

Camera/Sensor Data Protection

[ ] Photography/video permissions obtained:
[ ] If filming people: Consent obtained or privacy-safe methods used
[ ] If filming property: Owner permission obtained
[ ] Data storage: Secure location, access-restricted

[ ] Data retention defined:
[ ] How long are photos/videos kept?
[ ] Secure deletion procedure defined
[ ] Backup copies tracked

Cybersecurity

[ ] Drone transmission security:
[ ] Encryption enabled (DJI, etc. often include this)
[ ] Communication range understood (transmission loss scenario)

[ ] Pilot credentials security:
[ ] Pilot licenses stored securely (encrypted, password-protected)
[ ] Access controls on sensitive files

Section 11: Incident Reporting & Investigation

Incident Definition & Procedure

[ ] Incident definition understood (any accident, near-miss, loss of signal, damage)
[ ] Reporting timeline established:
UK: CAA: Within 10 days (serious), 3 months (routine)
Australia: CASA: Immediate (serious), within reasonable time (routine)
Japan: NAA: Immediate (serious), within timeframe (routine)

[ ] Incident report template prepared (form available from authority)
[ ] Responsible person identified (who files incident report)
[ ] Reporting contact verified (CAA email, CASA portal, etc.)

Investigation & Documentation

[ ] Incident investigation procedure:
[ ] Facts collected (what happened, when, where, who)
[ ] Witness statements obtained
[ ] Photographic evidence (if applicable)
[ ] Aircraft condition assessment (damage, function check)

[ ] Root cause analysis:
[ ] What went wrong
[ ] Why did it happen
[ ] Preventive action identified

[ ] Corrective action:
[ ] Procedure change (if needed)
[ ] Retraining (if needed)
[ ] Equipment repair/replacement (if needed)

Incident Record Retention

[ ] Retention period identified:
All countries: 5 years minimum
Some countries (serious incidents): Permanent

[ ] Records archived (all incident documentation kept)

Section 12: Compliance Audits & Self-Checks

Internal Audit Schedule

[ ] Audit frequency established:
Recommended: Annual (before regulatory audit)
Commercial operators: Quarterly self-check recommended

[ ] Audit checklist prepared (this checklist, customized per country)
[ ] Audit responsible person assigned
[ ] Audit findings documented
[ ] Corrective action tracking (resolve issues before authority audit)

Authority Audit Preparation

[ ] Audit readiness checklist:
[ ] All documents accessible (flight logs, maintenance, certificates)
[ ] Records searchable by date/aircraft/pilot
[ ] Incident procedures demonstrated (authority may ask)
[ ] Risk assessments available (SORA, if required)

[ ] Mock audit conducted (practice responding to auditor questions)
[ ] Key personnel trained (what to show auditor, what questions might be asked)

Authority Notification

[ ] Audit schedule confirmed (when will authority audit?)
[ ] Key contacts identified (who will auditor speak with?)
[ ] Document staging (make records easily accessible)

Country-Specific Compliance Additions

United Kingdom (CAA)

[ ] Flyer ID registration (if Flyer ID operations conducted)
[ ] A2 CofC currency verified
[ ] PfCO approval obtained (if Operational Authorization required)
[ ] CAA notification completed (if required per operation type)
[ ] Airspace restrictions (120m AGL standard)

Germany (LBA)

[ ] A1 or A2 CofC verified
[ ] SORA risk assessment completed (if Specific Operations)
[ ] LBA approval obtained (if required)
[ ] Airspace coordination (if required)
[ ] Weather minimums complied with (barometric measurement required)

France (DGAC)

[ ] A1 or A2 CofC verified
[ ] DGAC notification completed
[ ] Experimental flight certificate (if Specific Ops)
[ ] Tourist zone restrictions checked (if flying near Paris/Eiffel Tower)

Netherlands (ILT)

[ ] A1 or A2 CofC verified
[ ] ILT approval (if required)
[ ] Airport proximity rules (especially Amsterdam/Rotterdam)

Sweden (Transportstyrelsen)

[ ] A1 or A2 CofC verified
[ ] Transportstyrelsen notification
[ ] Stockholm airspace restrictions (if applicable)

Australia (CASA)

[ ] Part 101 registration OR Remote Pilot License
[ ] CASA RPA registry (if commercial > 2kg)
[ ] ReOC approval (if fleet/complex operations)
[ ] Airworthiness confirmation (Australian-approved aircraft)
[ ] Insurance minimum A$10M–A$20M verified
[ ] Annual CASA audit preparation (common)

New Zealand (CAA)

[ ] Part 101 or Part 102 license
[ ] CAA registration
[ ] Part 102 manual approval (if required)
[ ] Insurance minimum NZ$1M–NZ$2M
[ ] 7-day record access requirement (CAA can request within 7 days)

Canada (Transport Canada)

[ ] Advanced RPIC or Basic RPIC
[ ] Transport Canada registry
[ ] Approved Operator certification (if required)
[ ] 14-day record access requirement
[ ] Insurance CA$2M minimum

Japan (NAA)

[ ] National Drone License (mandatory for commercial)
[ ] Aircraft registration with NAA
[ ] Per-flight notification to NAA (1-week advance)
[ ] Operations manual approval (if commercial)
[ ] All documentation in Japanese or Japanese-translated
[ ] Insurance (Japanese policy or international policy + translation)
[ ] Annual NAA audit preparation (common)
[ ] 24-hour record access requirement

MmowW Compliance Scoring System

Automated Compliance Score Calculation

MmowW Scoring:

Registration (20%)
Aircraft registered? (5%)
Operator registered? (5%)
Registration current (not expired)? (5%)
All details up-to-date? (5%)

Pilot Certification (20%)
Pilot license obtained? (10%)
License current (not expired)? (5%)
License qualifications match operation? (5%)

Insurance (15%)
Policy obtained? (7%)
Coverage adequate per country? (4%)
Policy current (not expired)? (4%)

Documentation (15%)
Flight logs maintained? (5%)
Maintenance records kept? (5%)
Operations manual (if required) approved? (5%)

Operational Safety (15%)
Risk assessments completed? (5%)
Maintenance schedule followed? (5%)
Pre-flight checks documented? (5%)

Incident Response (10%)
Incident procedures in place? (5%)
Incident records maintained? (5%)

Data Protection (5%)
Personal data handled securely? (2.5%)
Privacy procedures documented? (2.5%)

Score Calculation Example:

`` Registration: 20/20 (100%) Pilot: 15/20 (75%, license expires in 60 days = yellow flag) Insurance: 15/15 (100%) Documentation: 13/15 (87%, one flight log missing) Safety: 12/15 (80%, maintenance 5 days overdue) Incidents: 10/10 (100%) Data: 5/5 (100%) Total: 90/110 = 81.8% Compliance Score ``

Real-Time Compliance Dashboard

MmowW Dashboard:

Overall Score: 81.8% (displayed prominently)
Category Breakdown: Shows strengths + gaps
Alerts:
Red: Pilot license expires 60 days from now (immediate action needed)
Yellow: Maintenance overdue by 5 days (schedule immediately)
Green: Insurance valid, registration current

Audit Readiness: "90% ready for regulatory audit. Missing: Flight log from 2026-03-15"

Compliance Export for Audits

One-Click Audit PDF:

Compliance score (81.8%)
Category breakdown (shows what's passing, what needs attention)
Action items (what needs to be addressed before audit)
Timeline (when are items due)
All supporting documents (certificates, logs, maintenance records)

Auditor-Ready Format:

"This operator is 82% compliant. No critical gaps. Two minor items: Pilot license expires 2026-06-15 (compliance maintained), maintenance 5 days overdue (non-critical, scheduled for 2026-04-12)."

Compliance Timeline: Pre-Launch Checklist

3 Months Before Commercial Operations Launch

[ ] Aircraft type selected
[ ] Regulatory jurisdiction identified (which countries will I operate in?)
[ ] Requirements research (read country-specific sections of CLAUDE.md + guides)
[ ] Initial compliance assessment (rough estimate: 60–70% of items above)
[ ] Budget estimate (training, licensing, insurance, registration costs)

2 Months Before Launch

[ ] Pilot licensing started (if not already licensed)
[ ] Insurance quotes obtained (compare 3+ providers)
[ ] Aircraft registration process initiated
[ ] Operations manual drafting started (if required)
[ ] Risk assessment (SORA) prepared

1 Month Before Launch

[ ] Pilot licensing completed
[ ] Insurance policy issued + certificate obtained
[ ] Aircraft registration completed
[ ] Operations manual approved (if required)
[ ] Flight log system set up (tested with 1–2 practice flights)
[ ] Maintenance schedule established
[ ] MmowW account created (pilot/aircraft/insurance uploaded)

1 Week Before Launch

[ ] MmowW compliance score checked (target ≥ 90%)
[ ] All documents accessible + searchable
[ ] Team trained (pilots, observers, crew)
[ ] Airspace rules reviewed (location-specific)
[ ] Weather procedures documented
[ ] Incident reporting procedure reviewed

Day Before Launch

[ ] Final compliance audit (MmowW score review)
[ ] Equipment test flight (everything functions)
[ ] Checklists printed/digital (pre-flight, in-flight, post-flight)
[ ] Authority notification completed (if required, e.g., Japan per-flight)

First Commercial Flight

[ ] Pre-flight checklist completed
[ ] Flight logged (date, time, location, pilot, duration, weather, incidents)
[ ] Post-flight maintenance check
[ ] Compliance score updated (MmowW auto-increments)
[ ] All systems working

Compliance Audit Self-Check (Quarterly)

Recommended Frequency:

Checklist (Abbreviated):

[ ] Registration current (all documents up-to-date)
[ ] Pilot license valid (≥ 60 days until expiry)
[ ] Insurance valid (≥ 60 days until expiry)
[ ] All flights logged (no gaps)
[ ] Maintenance records complete (no missed services)
[ ] Incidents reported (all incidents recorded)
[ ] Airspace approvals current (if BVLOS/complex ops)
[ ] Operations manual updated (if changes made)
[ ] MmowW compliance score ≥ 85% (minimum acceptable)

Action If Score < 85%:

Review MmowW alerts (what's missing?)
Create corrective action plan
Address issues within 30 days
Re-check score

Key Takeaways

Universal Checklist: 12 sections (registration, licensing, insurance, operations manual, flight logs, maintenance, risk, airspace, data, incidents, audits, + country-specific items)

90%+ Compliance Target: Aim for ≥ 90% on MmowW compliance score before regulatory audit

Country Variations: Each country has specific requirements (Japan most onerous, Canada most streamlined)

Quarterly Self-Audits: Identify gaps before authority audits (reduces fines, demonstrates diligence)

MmowW Automation: Compliance scoring, alerts, audit export—eliminates spreadsheet tracking errors

Documentation Discipline: Flight logs, maintenance records, incident reports must be impeccable (auditors scrutinize these first)

Timeline: 3 months to prepare before commercial launch (licensing, insurance, registration, manuals)

MmowW Integration: