8900.1 CHG 504


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Chapter 11  Certification of a PART 145 REPAIR STATION

Section 1  Safety Assurance System: Phase 1—Preapplication

2-1181    GENERAL. This chapter provides direction and guidance on the certification process of Title 14 of the Code of Federal Regulations (14 CFR) part 145 air agencies. An applicant is not certificated until Flight Standards District Office (FSDO), regional Flight Standards division (RFSD) or the International Field Office (IFO) is confident that the prospective certificate holder is capable of fulfilling the required responsibilities. The applicant will comply with part 145 in an appropriate and continuing manner.

2-1182    PROCEDURES.

A.    Phase 1: Preapplication. Initial inquiries about certification or requests for application may come in various formats from individuals or organizations. These inquiries may be in writing or in the form of meetings with FSDO/RFSD/IFO personnel. Application for certification will come through the Safety Assurance System (SAS) External Portal. The FSDO/RFSD/IFO personnel will direct the applicant to http://www.faa.gov, which will provide instructions to complete the Preapplication Statement of Intent (PASI). Upon notification of a pending PASI, the FSDO/RFSD/IFO will ensure that there is sufficient information to further process the preapplication. When the PASI is acceptable, the FSDO/RFSD/IFO manager will initiate the Certification Service Oversight Process (CSOP). The primary source of communication will be through the SAS External Portal. The steps of the preapplication phase are located in this section.

B.    Phase 2: Formal Application. During this phase, a formal application meeting is tentatively scheduled after the Federal Aviation Administration (FAA) receives all submissions required in the Preapplication Checklist (PAC) (see Figure 2-85, Preapplication Checklist and Instructions for Completion). The Certification Project Team (CPT) reviews the applicant’s PAC submissions for completeness and accuracy before confirming the formal application meeting date. During the formal application meeting, the applicant’s management personnel must demonstrate knowledge of their air agency system design.

NOTE:  Phase 2 ends when the CPT accepts the formal application package and all Gate I requirements are met. A Gate requirement is a safe guard. The certification project manager (CPM) should proceed to the next phase until all requirements of the previous phase are met.

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C.    Phase 3: Design Assessment (DA). The CPT evaluates the design of the applicant’s operating systems to ensure their compliance with regulations and safety standards, including the “minimum standards required in the interest of safety for appliances and for the design, material, construction, quality of work, and performance of aircraft, aircraft engines, and propellers” (refer to Title 49 of the United States Code (49 U.S.C.) § 44701(a)(1)). The CPM may direct the applicant to complete all Element Design Data Collection Tools (ED DCT) or perform a SAS template Custom ED DCT; this will be used to determine if the air agency system design meets all criteria.

NOTE:  Phase 3 ends when all programs have been accepted or approved, and all Gate II requirements have been met.

D.    Phase 4: Performance Assessment (PA). Inspectors use Performance Data Collection Tools (DCT) during this phase to collect data to be used to determine if the applicant’s systems are performing as intended and producing the desired results. This phase requires the demonstration of method and procedures to aid in the assessment of the applicant’s system design.

NOTE:  Phase 4 ends when all PAs have been successfully completed, and all Gate III requirements have been met.

E.    Phase 5: Administrative Functions. This phase provides for completion of all administrative functions (e.g., issuance of the air agency certificate, operations specifications (OpSpecs) and certification reports).

2-1183    SECTION 145.51(e) STATEMENT. The applicant must indicate whether any person described in § 145.51(e) is or will be involved in the management, control, or have substantial ownership in the repair station. An affirmative answer will require a detailed explanation on a separate attachment page and may or may not result in denial. A fraudulent or intentionally false answer is a basis for suspending or revoking the repair station certificate and any certificate, approval, or authorization issued by the FAA.


NOTE:  For the purposes of this section, MAG stands for Maintenance Annex Guidance when in reference to EASA, and Maintenance Agreement Guidance when referring to a non-EASA certification.

A.    Certification of a Part 145 Satellite Repair Station, Amendment to, and/or Transfers of the Part 145 Certificate (SAS) Peer Groups F/G and H. A maintenance provider that has a permanent fixed location and/or satellite repair station located in the United States (U.S.); has met the certification requirements of part 145; and is engaged in the maintenance, preventive maintenance, inspection, and alteration of aircraft and aircraft products as defined in 14 CFR part 43.

B.    Initial, Renewal, and Amendment Approval of a Part 145 Repair Station Located in the U.S. Applying for an European Aviation Safety Agency (EASA) Part-145 (SAS) Peer Group F. A part 145 located inside the U.S. that is applying for or renewing an Approved Maintenance Organization (AMO), part 145 approval. Use this section in conjunction with MAG; the MAG supersedes this order if conflicts exist.

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C.    Certificating/Renewing/Amending a Part 145 Repair Station Located Inside the U.S. Under a Bilateral Aviation Safety Agreement (BASA)/Maintenance Implementation Procedures (MIP) (SAS) Peer Group F. A part 145 located inside the U.S. that is applying for or renewing an AMO part 145 approval. Use this section in conjunction with the MAG; the MAG supersedes this order if conflicts exist.

D.    Certificating/Renewing/Amending a Part 145 Repair Station Located Outside the Territories of the U.S. and Not Under a BASA/MIP (SAS) Peer Group G. Repair stations outside the U.S. not under a BASA/MIP agreement with an Aviation Authority to conduct oversight.

E.    Initial, Renewal, or Amendment Certification of an EASA Part-145 European Union (EU)‑based AMO Applying for a Part 145 Certificate (SAS) Peer Group H. Repair stations outside the U.S. under the EU agreement with an Aviation Authority to conduct oversight. Use this section in conjunction with the MAG; the MAG supersedes this order if conflicts exist.

F.    Initial, Renewal, or Amendment of a Part 145 Repair Station Located Outside the U.S. and its Territories Under an Agreement (SAS) Peer Group H. Repair stations outside the U.S. under a BASA/MIP with an Aviation Authority to conduct oversight. Use this section in conjunction with the MAG; the MAG supersedes this order if conflicts exist.


A.    Initial Inquiries. Initial inquiries about certification or requests for application may come in various formats from individuals or organizations. These inquiries may be in writing or in the form of meetings with FSDO/RFSD/IFO personnel. The SAS External Portal is a source of communication with the applicant.

B.    Applicant Orientation and Preliminary Discussion. Upon initial contact, FSDO/IFO personnel should direct the applicant to the Flight Standards Service (AFS) website at http://www.faa.gov for applicable regulations, advisory circulars (AC), orders, notices, bulletins, and other pertinent information. In addition, the FAA website provides examples of letters, application forms, and other types of information the applicant needs to complete the certification process.

C.    FAA Form 8400-6, Preapplication Statement of Intent. Preapplication for certification may come through the SAS External Portal. Upon initial contact, certificate-holding district office (CHDO) personnel should instruct the applicant to complete the Preapplication Statement of Intent (PASI) form found at http://www.faa.gov/forms.

1)    When the PASI is received, the FSDO/RFSD/IFO manager will initiate the CSOP. (See Volume 11, Chapter 13, Section 1.)
2)    Upon receipt of a signed PASI, the FSDO/RFSD/IFO will review the form to ensure that there is sufficient information to further process the preapplication. The FSDO/RFSD/IFO will determine that the proposed operation is consistent with part 145.
3)    If the PASI is not acceptable, the FSDO/RFSD/IFO must notify the applicant describing the reasons in Section 2 of the form. It is mandatory to retain a copy of the returned PASI and any correspondence in the certification files.
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2-1186    ASSIGNMENT OF THE CERTIFICATION TEAM (SAS Configuration Module 1).

A.    Selection of Team Members. Once the CSOP begins and the designation of a FSDO/RFSD/IFO as the CHDO for the certification project is made, the CHDO will request a precertification number from the Aviation Data Systems Branch (AFS-620). (See Volume 2, Chapter 2, Section 2). The CHDO manager will then select a certification team for the certification project, this may be made up of FSDO/RFSD/IFO inspectors. At a minimum, the team must consist of a maintenance and/or avionics inspector. Generally, these inspectors will be the principal inspectors (PI) assigned to the applicant once the certification process is complete.

B.    Designation of the CPM. The manager of the CHDO will designate one member of the certification team to serve as the CPM. The person designated as CPM should have completed the FAA Certification and Surveillance of Part 145 Repair Stations course (21058) and should have previous experience in the certification of an air agency under part 145. It is desirable that a person with PI experience be designated as the CPM; however, depending on the situation, other inspectors from the FSDO/RFSD/IFO may be acceptable.


A.    Responsibilities of the CPM. The CPM must conduct themselves in a professional and responsive manner with the applicant. The CPM serves as the primary spokesperson for the FAA throughout the certification process. Consequently, the CPM must thoroughly coordinate all certification matters with all other specialists assigned to the certification project. The CPM is responsible for ensuring that all certification job functions are complete. Coordinate all correspondence, both to and from the applicant, with the CPM. The CPM must notify the CHDO manager of any information that may significantly affect or delay the certification project. The CPM must ensure that individuals involved with the certification project and the CHDO manager are kept fully informed of the current status of the certification. The Five Phases of Certification and Requirements of the Gate System for Part 145 (Figure 2-86), and the Schedule of Events for Part 145 Repair Stations (Figure 2-87) should be used as guides for the conduct of these status meetings.

B.    Responsibilities of the Certification Team Members (CTM). Each CTM must respond to CPM requests for assistance and keep the CPM informed of the status of the certification. Immediately bring any discrepancy that may delay the certification effort to the attention of the CPM.

C.    Responsibilities of the CHDO Manager. The CHDO manager shall keep the RFSD/International Field Office Management Branch (AFS-54) informed of any unusual aspects of the certification process or of those aspects that may attract the attention of local or national political entities or the media. The CHDO manager must coordinate with the RFSD/AFS-54 when the circumstance requires intra/interregional coordination. It is appropriate to encourage routine certification job function coordination between CHDO/IFOs.

D.    Responsibilities of the Applicant. The applicant must develop and complete all required programs and documents for submission with the formal application.

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A.    General. In preparation for the meeting, the CPM should remind the applicant that key management personnel should plan on attending the meeting and prepare themselves to discuss, in general terms, specific aspects of the applicant’s proposed operation. The CPM should discuss the certification process in depth. Place emphasis on the expectations of the FAA, what the applicant should expect from the FAA, and the sequence of events. Figure 2-86 should receive emphasis, and the applicant should be encouraged to ask questions during the discussion. Applicants should be thoroughly familiar with the gate system requirements before continuing with the process.

B.    Precertification Information.

1)  The preapplication meeting between the CPM, other CTMs, and the applicant sets the tone for the rest of the certification process. It is important, therefore, that the CPM thoroughly prepare to conduct the meeting and discuss the following guidance listed below.
a)    If the application includes satellite repair stations located in another district or region, the certificating office will initiate coordination with its region and other affected districts or regions as early as possible. Further coordination will then be directed by the region identified with the managerial repair station CHDO. The certification coordination process will follow the applicable process found in Volume 2, Chapter 11, Section 7.
b)    AC 145-9, Guide for Developing and Evaluating Repair Station and Quality Control Manuals, provides guidance to develop a Repair Station Manual (RSM) and Quality Control Manual (QCM).
c)    AC 145-10, Repair Station Training Program, provides guidance to develop a training program.
d)    Sample Schedule of Events (SOE).
e)    AC 00-58, Voluntary Disclosure Reporting Program.
f)    AC 120-66, Aviation Safety Action Program (ASAP).
g)    Volume 11, Chapter 1, Section 1.
h)    Volume 11, Chapter 2, Section 1.
i)    PASI.
j)    Sample letter of compliance.
k)    Proposed OpSpecs.
l)    Additional publications or documents that the CPM considers appropriate.
m)    Drug and alcohol testing program (if applicable).
n)    Hazardous materials (hazmat) training certification.
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o)    FAA Form 8310-3, Application for Repair Station Certificate and/or Rating.
p)    Personnel requirements (refer to § 145.151).
q)    For repairman: FAA Form 8610-2, Airman Certificate and/or Rating Application, and letter of recommendation by the applicant (refer to 14 CFR part 65, § 65.101).
r)    All applicants submitted ED DCT or Custom ED DCT.
2)    The certification team must review management qualifications to determine that they have sufficient experience for the required accountable manager, and supervisory personnel, and that these résumés contain the basic information necessary to determine regulatory compliance. The depth of review should be only to determine that there are no obvious omissions or significant discrepancies. Accomplish a detailed review of the management qualifications and effectiveness during the DA and the PA phases.

C.    Briefing of the Applicant. At the preapplication meeting, brief the applicant and any key personnel attending the meeting in as much detail as necessary to ensure that they understand the certification process. Use the certification job aid and the SOE format as guides to facilitate the discussion and to ensure that you cover all elements of the certification process. Advise applicant that all manuals and correspondence may be submitted through the SAS External Portal. Encourage the applicant to ask questions about any area of the process not clearly understood.

D.    Verifying Information on the PASI. The first item for discussion should be verification of the information on the PASI, such as the proposed ratings and location of facilities. When changes to this information occur, the applicant must annotate the changes on the PASI. If changes indicate the need for reassignment of certification responsibilities to another FSDO/IFO, the RFSD/AFS-54 must notify the affected FSDO/IFO so that the certification project can be reassigned. In this situation, it may be appropriate to terminate the preapplication meeting.

E.    Informing the Applicant of Applicable Regulations. It is essential that the applicant understands which regulations apply to the proposed operation. Advise the applicant to acquire and become familiar with the 14 CFR parts and ACs pertaining to the proposed operation. Make sure the applicant and the applicant's personnel are aware of their responsibilities during the certification process. It is to their benefit to submit required items as soon as they become available, in order to meet Gate I requirements, and to notify the CHDO/IFO immediately of any problems or changes in the proposed operation.

F.    Informing the Applicant of Transportation Security Administration (TSA) Requirements. Make sure applicant is aware of the TSA inspection requirements per Volume 2, Chapter 11, Section 13.

G.    Informing the Applicant of FAA Form 8310-3. Discuss required completion of FAA Form 8310-3.

H.    Informing the Applicant of the Self-Provided ED DCTs or Custom ED DCT. Discuss with the applicant that they must either submit all applicable ED DCTs at the time of formal application, or if the CPM is going to allow the applicant to submit a Custom ED DCT in place of performing all of the ED DCTs.


A.    Formal Application Submission Process. It is essential during the preapplication meeting that the applicant has a clear understanding of the form, content, and documents required for the formal application. It is necessary to inform the applicant that they must submit the formal application to the assigned FSDO/RFDO/IFO. After the initial review, inform the applicant that a letter will provide notification of the application’s acceptance or rejection within 15 working days. Encourage the applicant to submit the formal application as far in advance as possible of the intended starting date.

B.    Formal Application Submission Documentation. The inspector should inform the applicant that, while FAA inspectors will furnish informal guidance and advice during the preparation of required documents and manuals, the production of acceptable documents and manuals is solely the responsibility of the applicant.

2-1190    FORMAL APPLICATION ATTACHMENTS. The formal application package should include at least the attachments described in the following subparagraphs:

A.    FAA Form 8310-3. The application for a repair station certificate and/or rating.

B.    Schedule of Events (SOE).

1)    Figure 2-87 provides a sample format for an SOE. The applicant needs to understand that the SOE is a document to be presented with the formal application. The SOE is a list of items, activities, programs, and/or facility acquisitions that the applicant must accomplish or make ready for FAA inspection before certification. The SOE will include the applicant’s best estimate of the date he/she will accomplish the item, activity, program, aircraft, or facility acquisitions, or have them ready for inspection. Inform the applicant that it is necessary to construct the SOE in a logical and sequential manner.
2)    The SOE must also provide for a reasonable amount of time for the FAA to review and accept or approve each item or event, before scheduling other items or events that are dependent on such acceptance or approval. Inform the applicant that failure to accomplish an item or event in a satisfactory or timely manner in accordance with the SOE could result in a delay in certification. Advise the applicant that if a certification team detects deficiencies during the review of manuals and other documents, then they will return them for amendment or correction.

C.    Manual System. This attachment to the formal application may be in the form of one or more manuals or volumes. These manuals must contain information about the applicant’s organization, general policies, duties, responsibilities of personnel, operational control policy, and procedures. These manuals are often known as the RSM and QCM. The certification process requires that the applicant develop the manuals by the time of formal application to satisfy the requirements of Gate II. The applicant should ensure that the manuals are in compliance with §§ 145.209 and 145.211 rules and operations subject to this part.

D.    Company Training Program. The training program is applicable to employees assigned to perform maintenance, preventative maintenance, alterations, and inspection functions (refer to Volume 6, Chapter 9, and § 145.163).

E.    Hazmat. If the repair station and/or its contractors and subcontractors perform a job function concerning transportation of dangerous goods (hazmat), the repair station must provide the FAA with a letter certifying the training of the appropriate employees in accordance with § 145.53(c) for repair stations located within the U.S., or § 145.53(d) for repair stations located outside the U.S. This letter is only required at the time of initial certification or anytime the repair station applies for a change to its certificate as defined in § 145.57, if not previously submitted.

NOTE:  The CPM, at the time of application, will notify the repair station applicant that the repair station must address the requirements of § 145.53. The CPM should review the letter of compliance to assure the applicant has addressed the requirements of §§ 145.53 and 145.57. The FAA is required to have the certifying letter on file. However, the burden of surveillance and qualifications of hazmat requirements falls on the FAA Office of Security and Hazardous Materials Safety (ASH).

F.    Personnel Requirements.

1)    Each repair station must have the management personnel necessary for the scope and complexity of its organization. The regulation requires an accountable manager, supervisory personnel, inspection personnel, and certificated personnel to approve the articles it maintains for return to service. The accountable manager for multiple satellite locations will typically be located at the repair station with managerial control. Whether the accountable manager is at the managerial repair station or at another repair station within the system, his or her manual should include how the accountable manager will operate. It may be necessary for the repair station to have other supervisory personnel to meet requirements of § 145.153(a).
2)    The repair station may use training, knowledge, experience, or practical testing of noncertificated employees performing maintenance functions as the basis for determining their abilities.
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3)    Qualifications of supervisory and inspection personnel, and those personnel authorized to perform final inspection and approve an article for return to service, must meet the requirements of part §§ 65, and 145.153, 145.155, 145.157, and 145.213. These personnel must be able to read, write, and understand English.
4)    Inspection personnel not authorized to approve articles for return to service need only read, write, and understand English (refer to § 145.155).
5)    Organizational chart of management personnel (refer to § 145.51).

G.    Housing and Facility Requirements. An attachment should provide evidence that the applicant’s housing for the facilities, equipment, materials, and personnel are consistent with ratings.

H.    Compliance Statement.

1)    The letter of compliance will ensure that the part 145 regulatory requirements are addressed during the certification process. This is accomplished by listing, in sequence, each section of part 145. After each section, include a brief narrative or specific reference to a manual/document that describes how the applicant will comply with that regulation. Review the letter of compliance to ensure that the applicant has a clear understanding of the regulation and that the proposed method of compliance meets the intent of the regulation.
2)    Where the compliance information has been developed (for example, the manual material submitted with the formal application), a manual reference or description of the method of compliance must be entered next to the applicable regulatory section.

2-1191    CONCLUSION OF THE PREAPPLICATION MEETING. The certification team must ensure that the applicant understands the requirements of the formal application.

2-1192    TERMINATION OF THE PREAPPLICATION PROCESS. If, at any time during the preapplication phase, the applicant formally terminates all efforts toward certification, or the FSDO/RSFD/IFO determines that the applicant will not proceed with the certification process, return the PASI to the applicant. The FSDO/RSFD/IFO will notify the applicant in writing that this action terminates the preapplication process and that the applicant must submit a new PASI in order to initiate the certification process again. Notify the RFSD/AFS-54 of any terminated certification project. The CHDO will notify AFS-620, and the precertification number will be put back into the centralized certificate number data file. The CHDO should ensure the accomplishment of the appropriate configuration data, enhanced Vital Information Database (eVID) entries. Should the applicant request to reapply, AFS-620 will assign a new precertification number.

NOTE:  The applicant must maintain an active project. The CHDO must evaluate an inactive period that exceeds 90 days. Inactivity of greater than 90 days may be cause to terminate the certification process, or you may terminate the process when it is clear that continuing the process will not result in approval or acceptance (i.e., multiple failures of the applicant’s submissions).

Figure 2-85.    Preapplication Checklist and Instructions for Completion

Preapplication Checklist

Management Preparation

Accountable manager personnel view the following:

Verified by:





8900.1 Volume 2, Chapter 11, Sections 1, 2, 3, 4, 5.



Section 1

Documentation Required at Preapplication Meeting


Verified by:


Letter of intent/request.



Federal Aviation Administration (FAA) Form 8400-6, Preapplication Statement of Intent (PASI).



Section 2

Documentation Required at Formal Application


Verified by:


Updated PASI, FAA Form 8400-6.



Company Manuals and Programs–Repair Station Manual (RSM), Quality Control Manual (QCM), Training Manual.



Self-audited Element Design Data Collection Tools (ED DCT)

NOTE: The ED DCT version must be current within 90 days.



Letter of compliance (to include Title 14 of the Code of Federal Regulations (14 CFR) parts 43, 65, & 145)).



Compliance statement (letter stating compliance with part 145, § 145.53(c) or (d). (Hazardous materials (hazmat).)



Facility lease agreements or proof of ownership.



List contract maintenance functions (§ 145.217).



Drug and alcohol program, if applicable.



Exemption requests.



Application for a Repairman Certificate, letter of recommendation, and FAA Form 8610-2, Airman Certificate and/or Rating Application.



Copy of a capabilities list (CL), if applicable (§ 145.215).



Completed proposed Schedule of Events (SOE).



List of proposed operations specifications (OpSpecs) paragraphs.



FAA Form 8310-3, Application for Repair Station Certificate and/or Rating.



Supervisor personnel roster/resume (§ 145.161).



Organizational chart of management personnel (§ 145.51).



Instructions to Complete the Preapplication Checklist

The applicant may submit the following items (Section 1) through the Federal Aviation Administration (FAA) Safety Assurance System (SAS) External Portal prior to the preapplication meeting:

·    An updated FAA Form 8400-6, Preapplication Statement of Intent (PASI).

The applicant may submit the following items (Section 2) through the FAA SAS External Portal, prior to the formal application meeting:

·    An updated PASI, FAA Form 8400-6 (only if you have made changes to the original PASI).

·    Company manuals and programs necessary to conduct daily operations. This would include, but may not be limited to, computer software program user manuals and engineering and program substantiation documents that support or justify the manual system or a program design (e.g., Repair Station Manual (RSM), Quality Control Manuel (QCM), training programs, and courseware).

·    The self-audited Element Design Data Collection Tools (ED DCT) (ED DCT version must be current within 90 days).

·    Letter of compliance (to include Title 14 of the Code of Federal Regulations (14 CFR) parts 43, 65, and 145)).

·    Letter stating compliance with part 145, § 145.53(c) or (d) (Hazardous materials (hazmat)).

·    Proof of housing of facility, required by § 145.103.

·    List contract maintenance functions (refer to § 145.217).

·    Status of drug and alcohol program.

·    Exemption requests.

·    Application for a Repairman Certificate and letter of recommendation.

·    A copy of a capabilities list (CL), if applicable (refer to § 145.215).

·    Completed proposed Schedule of Events (SOE).

·    List of proposed operations specifications (OpSpecs) paragraphs.

·    FAA Form 8310-3, Application for Repair Station Certificate and/or Rating.

·    Supervisor personnel roster/resume (refer to § 145.161).

·    Organizational chart of management personnel (refer to § 145.51).

Figure 2-86.    Five Phases of Certification and Requirements of the Gate System for Part 145

Figure 2-86. Five Phases of Certification and Requirements of the Gate System for Part 145

Figure 2-87.    Schedule of Events for Part 145 Repair Stations

PHASE 1 Preapplication

Preapplication Statement of Intent (PASI)

Application Form 8310-3

Formal application meeting


PHASE 2 Formal Application

Repair Station Manual

Training Manual

Quality Control Manual

Compliance statement

Applicant provides DA or Custom DA

Proposed Operation Specification (OpSpec)


Drug/alcohol program (If applicable)


PHASE 3 Design Assessment (DA)

Design approval


PHASE 4 Performance Assessment (PA)

Performance demonstration date


PHASE 5 Administrative Functions

Certification date

RESERVED. Paragraphs 2-1193 through 2-1197.