An outstation may be outside an airline’s regular fuel arrangement or routine operating pattern. Before the flight, the operator needs a clear view of the local service, the commercial conditions and the information the delivery team will use. A supplier’s general coverage statement alone does not confirm the arrangement for a specific aircraft and date.
Start with a complete station brief
Provide the airport and code, operating date and time with time zone, aircraft type and registration, flight number, fuel grade and estimated uplift quantity with its unit. Identify the operator, the party responsible for purchasing fuel and a contact who can approve terms or changes. Mark provisional details clearly, especially for ad hoc or seasonal services.
Confirm the local chain of service
Find out which party is arranging the fuel, who will deliver it locally and who should receive operational amendments. Clarify the expected service window and any local requirements that affect a confirmed uplift. Physical availability, applicable provider arrangements and airport access should be checked for the proposed operation. Do not infer one station’s terms from another station on the same route.
Separate price from release status
Compare the quotation’s unit, currency, validity, charges and payment conditions. An accepted price does not automatically mean every operational confirmation is complete. Check the release or equivalent document against the latest flight details and ask which steps remain open. The fuel pricing guide and quote-to-uplift guide cover those stages.
Clarify who is buying and who is updating
On a scheduled airline, charter or wet lease programme, the organisation operating the aircraft may not be the same party that accepts the fuel invoice. Record who is authorised to approve the quote, who sends the release details to the station, and who will advise the provider about operational changes. The responsibility follows the actual contract and instructions for that flight; the label “ACMI” alone does not settle it. The charter and ACMI fuel planning guide sets out a programme-level responsibility record.
For several outstations, one shared status record helps prevent an approval at one airport from being copied into another airport’s line. Include a reference and last-confirmed time for each entry. If a station remains open, make the unresolved decision and its owner visible before the flight leaves its preceding stop.
Keep a simple readiness record
For each station, note the latest request version, quotation status, commercial acceptance, release status, local contact and any unanswered item. Use “confirmed,” “awaiting confirmation” and “changed” rather than treating a submitted request as complete. This gives the operations team a practical handover when shifts change or an itinerary expands.
Recheck changes before departure
An aircraft substitution, revised schedule, different flight number or new uplift quantity may require an amendment. Send the new details explicitly and confirm whether the existing quotation and release still apply. If handling, permits or slots also change, keep those teams working from the same current itinerary without assuming that one service’s confirmation covers another.
After the uplift
Retain the delivery record and references through the operator’s normal process. Compare quantity, unit and invoice with the agreed commercial basis, and use the documents to resolve differences. Record recurring outstation questions so a later programme can be prepared earlier and with more reliable information.
Send ASM an outstation requirement
ASM provides aviation fuel through a network of oil companies, local fuel suppliers and into-wing refuelling partners. The team can review the proposed station and flight details and advise on arrangements that can be confirmed. Read about aviation fuel services or send the route and uplift requirement. If the operation also needs local coordination, see ground handling support.