Report an occurrence

Who, what and how to Report

This page provides detailed explanations on who has the obligation to report to the Agency, what is to be reported by these organisations and how it should be reported.
For those organisations for which the Agency is not the competent authority, there is no mandatory requirement to report to the Agency, but to their competent authority (see overview of legal framework).

Who shall report to the Agency?

  • Holders of a type-certificate, restricted type-certificate, supplemental type-certificate, ETSO authorisation, major repair design approval or any other relevant approval issued or deemed to have been issued under Commission Regulation (EU) No 748/2012 (unless when bilateral agreement specify different provision)
  • Holders of a production organisation approval issued under Commission Regulation (EU) No 748/2012 (unless when bilateral agreement specify different provision)
  • Organisations approved under Commission Regulation (EU) No 1321/2014 Part 145, for whom the competent Authority is the Agency;
  • Organisations approved under Commission Regulation (EU) No 1321/2014 Part M, for whom the competent Authority is the Agency;
  • Pilot Training Organisation approved under Commission Regulation (EU) No 1178/2011 for whom the competent Authority is the Agency;
  • Air Navigation Service providers approved under Commission Implementing Regulation (EU) 2017/373 for whom the competent Authority is the Agency;
  • Any EASA organisation, any other organisation or any individual reporting on a voluntary basis

For additional information on EASA organisations, consult the organisation-orientated-reporting responsibilities matrix.
Note: This document is currently under revision. An updated version will be posted as soon as possible

What should be reported to the Agency?

  • For holders of a type-certificate, restricted type-certificate, supplemental type-certificate, ETSO authorisation, major repair design approval or any other relevant approval issued or deemed to have been issued under Commission Regulation (EU) No 748/2012: occurrences listed in  paragraph 2 of Annex II of the Commission Implementing Regulation (EU) 2015/1018.
  • For holders of a production organisation approval issued under Commission Regulation (EU) No 748/2012: occurrences listed in paragraph 1 of Annex II of the Commission Implementing Regulation (EU) No 2015/1018.
  • For organisations approved under Commission Regulation (EU) No 1321/2014 Part 145, for whom the competent Authority is the Agency: occurrences listed in paragraph 3 of Annex II of the Commission Implementing Regulation (EU) No 2015/1018.
  • For organisations approved under Commission Regulation (EU) No 1321/2014 Part M, for whom the competent Authority is the Agency: occurrences listed in paragraph 3 of Annex II of the Commission Implementing Regulation (EU) No 2015/1018.
  • For pilot training organisations approved under Commission Regulation(EU) No 1178/2011 for whom the competent Authority is the Agency: occurrences listed in Annex I and Annex V of the Commission Implementing Regulation (EU) No 2015/1018.
  • For Air Navigation Service providers approved under Commission Implementing Regulation (EU) 2017/373 for whom the competent Authority is the Agency: occurrences listed in the Annex III of the Commission Implementing Regulation (EU) No 2015/1018.
  • Any organisation or individual on a voluntary basis, any safety-related information deemed necessary to be brought to the awareness of the Agency.

In addition, organisations should report to the Agency as their competent authority any event that has been assessed as representing a serious risk to the aircraft or its occupants.

How to report to the Agency?

In order to align the specific reporting requirements under the Implementing Rules (IRs) of  Regulation (EC) No 216/2008 with the reporting requirements under Regulation (EU) No 376/2014, the Agency has modified the form and manner to report.
Since the 15 November 2015, there are only two ways of reporting to the Agency, both being compliant with the two sets of reporting requirements.

  • European Aviation Safety Reporting Portal
  • E5X file format

European Aviation Safety Reporting Portal

The European Aviation Safety Reporting Portal provides common reporting forms for organisations and individuals to report to their competent authority, including the Agency, using a common and simple interface. This solution is meant for any individuals or organisations, in particular those organisations having a low number of occurrence reports per year. Please select the EASA Logo flag to make a report to the Agency

The European Aviation Reporting Portal (http://www.aviationreporting.eu) provides:  

  • On-line reporting via a web-interface
  • Off-line reporting using of a pdf form that may be downloaded from the portal and, once completed, shall be uploaded to the same portal.

In both cases, the act of submitting the report will trigger a submission report to the competent authority.

In the portal, there are five reporting forms (ATM/ANS, Flight Operations, Technical, Aerodrome and General Aviation). Organisations should chose the most adequate form for the type of occurrence which is being reported to the Agency (e.g., DOA, POA and EASA-145 would use the Technical form, while the ATO would use the Flight Operations).

E5X file format

The E5X file format is the IT solution meant for organisations with a significantly high flow of occurrence reports to their competent authority. This file format replaces the previous IORS XSD v4 specifications used by  high-volume occurrence reporting organisations whom EASA had recognised as Top Reporting Organisations (TRO). The E5X format is a compliant output file submitted directly by the organisation’s occurrence database to the competent authority.

Top Reporting Organisations shall report their occurrences by submitting E5X files to the report mailbox.
Should you wish to implement this reporting format in your organisation, please contact the IORS Team who will provide the necessary technical details.

Questionnaire on Suspected Unapproved Parts (SUP)

When reporting an occurrence related to or concerning Suspected Unapproved Parts, please provide the SUP questionnaire as additional information. This questionnaire will facilitate the initial assessment of the reported issue and will enable a quicker reaction to address it. 

Follow-up reports provision

Please refer to the EASA guidance material on provision of follow-up reports according to the Regulation (EU) No 376/2014 for Design and Production organisations.
Note: Follow-up reports should be submitted by using the form and manner as described in 'How to report to the Agency?' above.

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