An Operations Manual is the foundational compliance document for any PDRA01 Specific Category operator. It is your written commitment to the CAA that you will operate safely, maintain your aircraft properly, train your pilots, and manage risks. Yet many operators view it as a bureaucratic box to tick โ write it once, file it, forget about it. That attitude leads to audit failures. The CAA does not simply check that a manual exists; it audits whether your actual operations match what the manual says. If your manual says "all flights require a site survey" but the CAA finds flights without survey records, you have a compliance violation. This guide explains what a drone operations manual must contain, how to structure it using the CAA's CAP 2606 template, and how to keep it accurate and up-to-date so it passes a CAA audit.
What is a Drone Operations Manual?
An Operations Manual is a formal document describing how your organisation conducts drone operations. It includes:
- Your organisational structure and key personnel
- Pilot qualifications and training requirements
- Aircraft specifications and maintenance procedures
- Flight operation procedures (pre-flight, in-flight, post-flight)
- Risk management and emergency procedures
- Safety policies and incident reporting
Legal Status
For PDRA01 operators, maintaining an Operations Manual is a legal requirement under CAP 722. Specifically:
- You must have a manual covering the areas outlined in CAP 2606
- The manual must be available for inspection at any time (the CAA can request it without notice)
- If your actual operations do not match the manual, you have a compliance failure
- A missing or outdated manual can result in OA suspension or revocation
The CAA Does Not Approve It Beforehand (2025 onwards)
Until April 2025, applicants for PDRA01 had to upload their Operations Manual when applying, and the CAA would review it. This process changed. As of now:
- When applying for PDRA01, you confirm that you have an Operations Manual โ you do not upload it
- The CAA may request it at any time during audit
- Your manual is reviewed for the first time during an audit โ not at application
- This means it is critical to get it right, because the CAA's first inspection of it could trigger compliance warnings
CAP 2606: The CAA's Template
The CAA provides a template document (CAP 2606) that shows the structure and sections your Operations Manual should contain. It is over 130 pages and designed around regulatory requirements rather than practical usability.
Key Points About CAP 2606
It is a template, not a required form:- You do not have to use CAP 2606 word-for-word
- You can adapt section names and order to suit your operation
- But you must address all the topics CAP 2606 covers
- CAP 2606 is written for the broadest possible range of operations
- If your operation is narrow (e.g., only local surveying, single aircraft), you can simplify your manual
- However, do not remove required sections; instead, adapt them to your scope
- Download from: caa.co.uk/drones/specific-category/
- Use it as a checklist to ensure you cover all required areas
Where to Find CAP 2606
- Go to caa.co.uk/drones/specific-category/
- Look for "PDRA01 Guidance" or "Pre-Defined Risk Assessment"
- Download the CAP 2606 document (and CAP 2606A if you need the UAS Operator Technical Logbook template)
Required Sections: What Your Manual Must Contain
1. Organisational Information
What to include:- Name of your company / registered business address
- Owner and decision-maker names
- Key personnel (Operations Manager, Safety Manager, Nominated Accountable Manager)
- Organisation structure (who reports to whom)
- Contact details for emergency management
The CAA needs to know who to contact if something goes wrong. If your Operations Manager is listed but they have left, and the CAA cannot reach them, that is a compliance issue.
Example excerpt:``
- ORGANISATIONAL INFORMATION
- Responsible for overall operational management and regulatory compliance
- Contact: john@skylinesurveys.co.uk, +44 (0)161 123 4567
- Day-to-day flight operations and safety
- Contact: sarah@skylinesurveys.co.uk, +44 (0)161 123 4568
- Incident investigation and corrective actions
2. Personnel Qualifications & Currency
What to include:
- List of all remote pilots (by name, Flyer ID, GVC/RPC-L1 qualification)
- Qualification expiry dates (if RPC-L1)
- Currency requirements and how they are monitored (2 hours in 3 months for PDRA01)
- Training record requirements
- Actions if a pilot becomes unqualified
Why it matters:
The CAA will verify that all pilots operating under your OA are properly qualified. If your manual lists a pilot who has expired qualifications and is still flying, that is a breach.
Example excerpt:
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- PERSONNEL โ REMOTE PILOTS
All remote pilots conducting PDRA01 operations must hold:
- Valid UK Flyer ID, and
- Valid GVC (transitional) or RPC-L1 (new standard)
Pilot Registry: | Name | Flyer ID | GVC/RPC | Expiry | Currency Status | | John Smith | UK123ABC456 | RPC-L1 | 15-Apr-2028 | Current (2.5h in last 3m) | | Sarah Jones | UK789DEF012 | GVC | No expiry | Current (3h in last 3m) | Currency Monitoring:
- Monthly review of flight logs by Operations Manager
- Minimum 2 hours flight time in preceding 3 calendar months
- Pilot notified when approaching out-of-currency status
- No PDRA01 operations permitted until currency restored
Training:
- New pilots: Induction training (4 hours)
- Recurring: Annual refresher (2 hours)
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3. Aircraft Description & Specifications
What to include:
- Make, model, serial number of each aircraft
- Weight and power specifications
- Environmental limitations (maximum wind speed, temperature range)
- Class mark (UK1, UK2, UK5, etc.)
- Maintenance history reference (where technical logbook is maintained)
Why it matters:
The CAA needs to know exactly what aircraft you are operating. If your PDRA01 authorises "drones under 25kg" and you have two DJI Air 3S (3.3kg each), that is fine. But if you add a larger aircraft that weighs 15kg, you are now operating outside your classification unless you update your manual and notify the CAA.
Example excerpt:
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- AIRCRAFT DESCRIPTION
Aircraft Inventory: | Type | Model | Serial | Weight | Class | Status | | DJI Air 3S | A3S | 2ASDH89HU2KNSD | 248g | UK1 | In Service | | DJI Air 3S | A3S | 3BSDH89HU2KNSE | 248g | UK1 | In Service | Environmental Limitations (all aircraft):
- Maximum wind speed: 18 mph (Beaufort 5)
- Operating temperature range: 0ยฐC to 40ยฐC
- Maximum precipitation: Light rain (operations cease if heavy rain observed)
- Visual Line of Sight requirement: Pilot maintains constant VLOS
Technical Logbook Location:
- Aircraft maintenance records maintained in digital logbook system (MmowW)
- Location: [online storage / file system location]
- Responsible person: Operations Manager
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4. Flight Operations Procedures
What to include:
- Pre-flight checks (checklist of items inspected before each flight)
- In-flight procedures (take-off, navigation, landing, emergency procedures)
- Post-flight procedures (aircraft inspection, incident reporting)
- Site survey procedures (how you assess flight locations)
- Weather assessment criteria
Why it matters:
These procedures demonstrate you have thought through the operational risks and have steps to mitigate them. During audit, the CAA will compare your documented procedures to your actual flight logs and records. If your procedure says "site survey required before every flight" but your flight logs show flights at unsurveyed sites, that is a violation.
Example excerpt:
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- FLIGHT OPERATIONS PROCEDURES
4.1 PRE-FLIGHT CHECKS All pilots must complete a standardised pre-flight checklist before every flight:
- Airframe inspection (propellers, fuselage, landing gear)
- Battery and power system check
- Camera / gimbal inspection
- Control system test (transmitter and receiver)
- Weather conditions assessment
- Airspace confirmation (NOTAMs, Flight Restriction Zones)
[Detailed checklist included as Appendix A] Completion: Checklist printed/completed immediately before flight, signed by pilot, filed in aircraft technical logbook. 4.2 SITE SURVEY PROCEDURE Before flying at any new location (or any location not surveyed within 6 months):
- Pilot visits site at planned flight time or similar weather
- Assesses visual obstructions, people, hazards
- Verifies airspace is clear (NOTAMs, airfield proximity)
- Conducts radio frequency survey (checks for interference)
- Documents site survey (photos, notes, date)
- Sites flagged as "surveyed" in operations database
A site survey is valid for 6 months unless conditions change materially (e.g., new building erected, airspace restriction imposed). 4.3 IN-FLIGHT PROCEDURES Once airborne:
- Pilot maintains constant Visual Line of Sight
- Pilot monitors weather (wind speed, visibility)
- Altitude does not exceed 120m above ground level
- No operation in controlled airspace without ATC clearance
- Aircraft maintained at safe distance from people (per PDRA01 conditions)
4.4 POST-FLIGHT PROCEDURES Immediately after landing:
- Aircraft power-down and safe storage
- Brief inspection for damage
- Flight data recorded in flight logbook
- Any unusual occurrences documented
- Battery removed and stored safely
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5. Safety Management & Risk Assessment
What to include:
- Key safety goals (e.g., "zero accidents")
- Risk assessment methodology (how you identify and mitigate risks)
- Incident and accident reporting procedures
- Corrective action process
- Document control (how the manual is updated and versions managed)
Why it matters:
Safety procedures show the CAA that you have a proactive approach to managing risks rather than a reactive approach. If you only document incidents after they occur, you are reactive. If you regularly review operations for potential risks and take corrective actions before incidents happen, you are proactive.
Example excerpt:
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- SAFETY MANAGEMENT
5.1 SAFETY POLICY Skyline Surveys Ltd is committed to the safe and compliant operation of unmanned aircraft systems. Safety is the shared responsibility of all personnel. All employees and contractors are responsible for:
- Complying with this Operations Manual
- Reporting hazards and incidents immediately
- Participating in safety briefings and training
- Maintaining aircraft in airworthy condition
5.2 HAZARD IDENTIFICATION & RISK ASSESSMENT We use a simple risk matrix to assess operational hazards: Risk Level = Likelihood ร Severity Low Risk (Green): Proceed with standard precautions Medium Risk (Yellow): Implement additional controls, brief pilot High Risk (Red): Do not proceed; escalate to Operations Manager Examples:
- Flying over fields (no people): Low risk
- Flying over residential areas: Medium to High risk (depends on altitude, distance, people)
- Flying during thunderstorm: High risk (do not fly)
Risk assessments documented in flight planning sheets. 5.3 INCIDENT REPORTING Any incident or accident (including near-misses) must be reported within 24 hours to the Operations Manager. Incidents include:
- Loss of signal
- Injury to any person
- Damage to property
- Unintended flight path or altitude
- Equipment malfunction
[Incident Report Form in Appendix B] 5.4 CORRECTIVE ACTION When an incident is reported:
- Operations Manager investigates root cause
- Corrective action identified (e.g., additional training, equipment repair, procedure change)
- Action documented with expected completion date
- Follow-up conducted to verify action completed
- Learning disseminated to all pilots
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6. Maintenance & Technical Management
What to include:
- Maintenance schedule (how often aircraft and equipment are serviced)
- Technical logbook requirements and location
- Spare parts inventory (if applicable)
- Aircraft retirement / write-off procedure
- Reference to technical specifications
Why it matters:
Maintenance is a legal requirement. The CAA assumes that aircraft flown regularly require inspection and servicing. If your manual says no scheduled maintenance is required, or if you have no maintenance log, auditors will question airworthiness.
Example excerpt:
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- MAINTENANCE & TECHNICAL MANAGEMENT
6.1 MAINTENANCE SCHEDULE All aircraft undergo scheduled maintenance based on flight hours:
Hours
Maintenance Type
Contents
Every 50h
Minor inspection
Motors, propellers, battery condition
Every 100h
Routine service
Gimbal calibration, firmware update, general inspection
Every 200h
Major inspection
Full system review per manufacturer manual
Annually
Annual service
Complete inspection per CAP 722 requirements
6.2 TECHNICAL LOGBOOK Each aircraft has a technical logbook (maintained in [location/system]) recording:
- All flights (date, duration, pilot, location)
- All maintenance performed (date, work done, technician, parts replaced)
- All incidents or damage reported
- Pre-flight checks conducted
Technical logbook is available for CAA inspection at all times. 6.3 OUT-OF-SERVICE MANAGEMENT Aircraft placed out of service are:
- Marked clearly in inventory system ("OUT OF SERVICE")
- Not flown until maintenance completed and signed off
- Released back to service only by Operations Manager sign-off
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7. Document Control & Updates
What to include:
- Version numbering (e.g., v1.0, v1.1, v2.0)
- Date of last review and next scheduled review
- Record of what changed in each version
- Process for updating the manual
- Who approves updates (usually the Accountable Manager)
Why it matters:
A manual that is never updated becomes stale and inaccurate. If regulations change, your manual becomes invalid. The CAA checks the date on your manual during audit. If it shows "Last updated January 2024" and we are now April 2026, auditors will ask what has changed and why you have not updated the manual.
Example excerpt:
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- DOCUMENT CONTROL
Version Control Table:
Version
Date
Changes
v1.0
01-Jan-2024
Initial approval for PDRA01 application
v1.1
15-Jun-2024
Added second aircraft (DJI Air 3S #2)
v1.2
01-Jan-2025
Updated pilot list, RPC-L1 transition guidance
v2.0
10-Apr-2026
Full revision: new insurance coverage, updated wind limits
Review Schedule:
- Manual reviewed annually (minimum) by Operations Manager
- Full review by Accountable Manager every 2 years
- Updates issued within 30 days of regulatory changes
- All personnel notified when manual is updated
Approval:
- All updates approved by John Smith (Accountable Manager)
- Change log maintained in this section
- Superseded versions archived (not deleted)
Distribution:
- Current version accessible to all pilots
- Paper copies available at operational base
- Digital version at [storage location]
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How to Write Your Operations Manual: Step-by-Step Process
Step 1: Download CAP 2606
Get the template from the CAA website. Print the table of contents to use as a checklist.
Step 2: Adapt to Your Operation
You do not need to use CAP 2606 word-for-word. Adapt section headings and content to match your operation:
- Single-aircraft, one pilot: Much simpler manual than a large commercial operation
- Specific flight types only: You can simplify sections that do not apply
- Example: If you never fly in restricted airspace, you can say "We do not operate in controlled airspace" rather than writing extensive ATC procedures
Step 3: Fill in Your Details
Go through each section and fill in:
- Your company name, address, key personnel
- Your aircraft types, serial numbers, specifications
- Your pilots, their qualifications, currency requirements
- Your standard procedures (pre-flight checklist, site survey process)
- Your maintenance schedule, technical logbook location
- Your incident reporting and corrective action process
Step 4: Document Your Procedures
Write out your actual operational procedures โ not procedures you think sound good, but procedures you actually follow:
- If you always do a site survey: Say so, and describe your exact process
- If you only survey high-risk sites: Say so, and define what makes a site "high-risk"
- If you maintain aircraft every 100 hours: Say so, and describe the maintenance performed
The audit will compare your manual to your actual records. If they do not match, you have a compliance violation.
Step 5: Get Approval
Before finalising, have your manual reviewed by:
- Operations Manager โ Confirms all procedures are accurate
- Accountable Manager (owner/senior manager) โ Approves on behalf of the organisation
- Safety Manager (if you have one) โ Reviews risk management section
Add a sign-off page: ` APPROVAL This Operations Manual is approved by the undersigned for immediate implementation. Accountable Manager: John Smith Signature: ________________ Date: ________________ Operations Manager: Sarah Jones Signature: ________________ Date: ________________ ``
Step 6: Distribute & File
- Digital copy: Accessible to all pilots at operational base or via cloud storage
- Paper copy: Keep at operational base
- Archive: Keep superseded versions (do not delete) in case the CAA requests historical versions
Step 7: Update Annually (Minimum)
Every 12 months, review the manual for changes:
- Have pilot qualifications changed? (add/remove names)
- Have aircraft been added or removed?
- Have regulations changed? (update procedures)
- Have you learned anything from incidents? (update risk management)
- Have procedures been found lacking during operations? (update procedures)
Common Operations Manual Failures
Failure 1: Copy-Paste Template Without Customisation
The Problem:Manual reads like CAP 2606 word-for-word, with no specific information about the operator's actual procedures.
Example of poor text:"Flight operations shall be conducted in accordance with procedures established by the remote pilot in command."
Auditor's reaction: "Who is the remote pilot in command? Where are these procedures documented? I see generic text but no actual procedures." The Fix:Replace generic text with your actual procedures: "All flights are conducted under the supervision of John Smith (Operations Manager). Pre-flight checks are completed using the checklist in Appendix A. Site surveys are required for all unfamiliar locations using the process described in Section 4.2."
Failure 2: Procedures That Do Not Match Actual Operations
The Problem:Manual says "All pre-flight checks are documented in the technical logbook", but audit finds flights with no pre-flight documentation.
The Fix:Either:
- Implement the documented procedure (start collecting pre-flight checklists), or
- Update the manual to match what you actually do ("Pre-flight checks are conducted verbally; any defects identified are recorded in flight log")
Failure 3: Outdated Manual
The Problem:Manual last updated January 2024. We are now April 2026 (two years later). Regulations have changed, pilots have changed, aircraft have been added.
The Fix:Update the manual. Change log should show:
- Dates of updates
- What changed (e.g., "Added RPC-L1 transition guidance", "Added second aircraft")
- Who approved
Failure 4: Missing Required Sections
The Problem:Manual has sections 1-5 but no maintenance procedures, no document control section, no incident reporting.
The Fix:Use CAP 2606 as a checklist. Cover all required areas, even if briefly. Example minimal section for small operator: "Maintenance: Aircraft are inspected visually before every flight. Every 100 flight hours, a certified technician performs a full service. Records are maintained in [location]. No maintenance is performed except by qualified technicians or manufacturers." That is sufficient โ brief but complete.
Operations Manual Audit Readiness Checklist
Before the CAA audit, verify:
โ Manual has been updated within the past 12 months โ Manual is signed/approved by Accountable Manager โ All sections from CAP 2606 are addressed (even if briefly) โ Personnel listed (pilots, managers) match current staff โ Aircraft listed match current inventory โ Procedures described match actual flight logs and records โ Technical logbook location is current and accessible โ Incident reporting procedures are clear and documented โ Version control and change log are current โ Manual is easily accessible (digital or paper) at operational base โ All pilots have been briefed on manual contentFAQ: Drone Operations Manual UK
Q: Does the CAA have to approve my Operations Manual before I start flying under PDRA01?A: No. As of April 2025, the CAA no longer requires pre-approval. You confirm you have a manual when applying, and the CAA may inspect it during audit. This means your manual should be high-quality because the first time it is reviewed may be during an audit โ not a friendly pre-approval process.
Q: How long should my Operations Manual be?A: There is no minimum or maximum. CAP 2606 is over 130 pages, but that is for a large, complex operation. A small single-pilot, single-aircraft operation can have a 10โ20 page manual that covers all required sections concisely. Quality and completeness matter more than length.
Q: If I update my Operations Manual, do I need to notify the CAA?A: Not for minor updates (e.g., adding a new pilot, updating an aircraft serial number). However, if major changes occur (e.g., major operational expansion, new location types, regulatory changes), it is good practice to notify the CAA as a courtesy and to demonstrate your commitment to compliance. Include a cover letter explaining the changes.
Q: Can I use a word-for-word copy of another operator's Operations Manual?A: Technically yes, but it is a bad idea. Every operation is different. A copied manual that does not reflect your actual procedures is worse than having no manual at all โ it shows bad faith. Use CAP 2606 as a template and other manuals as reference, but write your own based on your specific operation.
Q: My Operations Manual says "flights require weather assessment". What qualifies as a "weather assessment"?A: Your manual should define this. Example: "Pilot observes wind speed using anemometer (target โค18 mph), visibility (โฅ500m), precipitation (cease if rain heavy), and temperature (0โ40ยฐC). These observations are noted before flight approval." By defining it precisely, you eliminate ambiguity and show auditors you have thought through what you actually require.
Q: What if the CAA finds my Operations Manual is inadequate during audit?A: The CAA will likely issue a compliance warning and specify what needs to be corrected. You typically have 30 days to submit a revised manual. Failure to correct results in escalation (OA suspension or revocation). Address any CAA feedback immediately and thoroughly.
Ready to Build Your Operations Manual?
Writing a comprehensive Operations Manual is time-consuming and complex. MmowW simplifies the process:
Operations Manual Management Features:- CAP 2606 compliance checklist (ensure all required sections are covered)
- Template sections for common operations (surveying, inspections, photography)
- Version control and change log (track all updates)
- Document storage and access control (ensure all pilots can access current version)
- Audit export (package manual with all supporting records for CAA submission)