EASA Form 1 Field Checklist (Free, PDF/Excel)

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12 critical items still open - these are the highest-risk gaps.

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Header and identification

The form is an Authorised Release Certificate and not a delivery note or work orderCRITICALThe approving authority and country are stated and match the issuing organisationThe form tracking number is present, legible and uniqueThe issuing organisation name and address are present and match the approval referenceThe work order, contract or invoice reference can be matched to your purchase orderCRITICALEvery item on the form has an item number and none have been added after signing

Part data

The description is consistent with the part number and the orderThe part number matches the physical part and the purchase order exactly, including dash numbersCRITICALThe quantity on the form equals the quantity receivedCRITICALThe serial or batch number matches the data plate or label, or states that none appliesCRITICALThe status or work entry (for example new, overhauled, repaired, inspected or modified) matches what you orderedCRITICALRemarks state the data used, such as the repair or overhaul manual and revision, where relevantRemarks list directive and bulletin compliance, life data and limitations where applicableAny unusual entry in remarks, such as a conditional release or a part removed from an aircraft, has been understood and recorded

Release statement and signature

The release basis box is marked for either production under an approved design or maintenance under the relevant maintenance rule, as applicableCRITICALOnly the correct box is marked, and the basis is consistent with the work performedCRITICALThe authorised signature is present and not a stamp unless the issuer's procedures allow itCRITICALThe approval or authorisation number is present and belongs to the organisation namedCRITICALThe signer's name is legible and matches the signatureThe date is plausible, after the work and not later than receiptNo overwriting, correction fluid or unexplained handwriting appears on the formCRITICAL

Handling the form after acceptance

A copy or scan of the form is linked to the goods receipt and the serial or batch recordDiscrepancies are recorded and the issuer is contacted for a corrected form, not corrected by the receiving shopCRITICALParts with discrepancies are tagged and held in quarantineReissued or duplicate forms are cross-referenced to the original tracking numberElectronic forms are verified against the issuer's process and stored with their metadataYour procedure for accepting forms from non-EASA authorities, including bilateral cases, is followed and recordedThe form is not treated as a release to service of the aircraft

Run every Form 1 through the list before booking the part into serviceable stock. Any unticked critical item means the part stays in quarantine and the issuer is contacted. Export the completed list and attach it to the goods receipt.

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How to use the checklist

Print or open the list at the receiving bench and take the form and the part together. Work group by group: header, part data, release statement and signature. Where an item cannot be ticked, write the reason on the export and move the part to quarantine. When the issuer corrects the form, repeat the check from the top. The result becomes a record that shows your goods inwards control, which is the evidence an auditor looks for when asking how you know a part is eligible for fit.

What Form 1 certifies

Form 1 states who released an item, the work done or the production basis, the part and serial identity, and the data used. Its meaning depends on the release basis: production under an approved design, or maintenance. The form covers the item, not the aircraft. Under a bilateral arrangement, forms from other authorities may be accepted under conditions, and the receiving organisation records how it reached that decision. If you hold both EASA and FAA parts, a side-by-side comparison with the FAA 8130-3 field guide saves training time.

Identity: part number, description, serial or batch number, quantity
Condition: status or work performed
Basis: release statement and data used in remarks
Authority: signature, name, approval number and date

Reading the result

A form that passes every item can be booked into stock. A form that fails a non-critical item, such as a missing item description detail, can often be fixed with a note from the issuer, but keep the part blocked until the answer is on file. A form that fails any critical item should be rejected or returned. If more than a handful of forms from the same supplier fail the same item, raise a supplier corrective action request rather than correcting the same fault each time.

Common mistakes

Typical Form 1 errors include a quantity that does not match the delivery, a serial number that differs from the plate, a release basis box marked incorrectly, a missing approval number, and remarks that fail to show life data for a limited part. The most expensive error is accepting a form without reading the remarks, then finding months later that a directive was not addressed. Another is fixing a form on the bench with a pen. Only the issuing organisation may amend or reissue it.

Frequently Asked Questions

What is the difference between Form 1 and an FAA 8130-3?

Both are authorised release certificates issued under different authorities with different layouts. Acceptance across authorities depends on bilateral agreements and your own approval. A side-by-side check of fields is a good training exercise, but never assume they are interchangeable without reading your procedures.

Can I correct a Form 1 myself?

No. Only the issuing organisation may amend or reissue the form. If you find an error, quarantine the part, record the discrepancy and ask the issuer for a corrected certificate. Keep the original and the correspondence with the goods receipt record.

Does Form 1 release the aircraft to service?

No. It releases the item. The maintenance organisation that installs the part and completes the work issues the certificate of release to service for the aircraft, and records the part numbers and serial numbers installed.

What should the remarks contain?

Remarks should state the data used for the work, any directive or bulletin compliance, life data and limitations, and anything that restricts use. What is required varies with the part and the release type, so read your procedures and the issuer's guidance alongside the form.

If receiving data is keyed into your ERP by hand, we can help you add checks that compare the form to the order before the receipt is posted. Netray builds private, on-prem tooling for aerospace shops.

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