Aviation reference number frequently asked questions
- What is an aviation reference number and why do I need one?
An aviation reference number (ARN) is similar to a customer number and you’ll need it to fill in most of our application forms. If you hold a licence or permission, the number on that will usually be the same as your aviation number.
Aviation numbers are issued to both organisations and individuals. The only pre-requisite is that the party must be a legal entity. This means that ARNs are not issued to business names, consortiums or partnerships.
You need to have an ARN before you visit a designated aviation medical examiner (DAME) for a medical examination.
- Not sure if you have an aviation reference number?
If you’re an individual and not sure if you have an ARN, or if you don’t know what your ARN is, you can email us firstname.lastname@example.org. We’ll need a copy of a current passport or birth certificate. For an organisation, we’ll need an email from the director/CEO/company secretary/president or vice-president stating their name and position in the company and the company name.
- How do I apply for an aviation reference number?
- Email your application, together with your identification (see below) to email@example.com.
- Send to CLARC, CASA, GPO Box 2005, Canberra ACT 2601
- Fax to 1300 737 187 (+61 2 6217 1899 outside Australia)
- What identification do I need to apply for an aviation reference number?
Individuals can use birth certificates (full or extract), passport identification pages or Australian citizenship certificates. The identification supplied must be in English, be clear and be legible. Your driver’s licence can’t be used.
Organisations can use:
- For companies registered with ASIC, put your organisation’s ACN in the appropriate space on the applicable form. We’ll check the Australian Securities and Investments Commission register to validate the number you’ve provided and make sure that the registered office address provided is correct.
- For companies not registered with ASIC, a copy of a certificate of incorporation.
- For government bodies, a copy of the establishing statutory provision which proves it capable of exercising statutory rights in its own right.
- For foreign corporations, a copy of a certificate of incorporation, or equivalent document
The copies don’t need to be certified.
- How do I update the personal details on my aviation reference number?
Keep your contact details up-to-date to avoid licences, certificates and registrations being sent to the wrong address. It’s also a legal requirement to notify us if your details change if you have an aircraft registration and so security background checks can be carried out.
You can update your personal contact details in two ways:
- You can use our self service portal. If you haven’t got a self service account, you can create one on the self service portal page. Your registration and login details will be emailed to you. You need to register to use our new self service. Your username and password for our old self service portal won’t work for the new system
- If you haven’t got an email address you can write to us using the mailing address below. Make sure you also include:
- ARN, full name, date of birth and current address details
- new residential and postal addresses and new phone/fax/email details
- signature and the date.
To change your name, date of birth, or your nationality, a written request must be submitted with supporting documents, such as your passport, citizenship certificate or birth certificate. For more information see our changing your name page. There will be a fee if we need to reissue your medical certificate, licence and/or ASIC or AVID due to a change in name.
- What if I don’t want my aviation reference number anymore?
If you or your organisation isn’t involved in the aviation industry any more and you’d like to have your ARN closed, please send a written explanation and request through one of the methods listed below.
You might be asked to provide additional information before the ARN can be made inactive. This is because some licences and certificates are perpetual, even though the rights of the licence or certificate cannot be exercised unless all conditions are met.
You’ll also need to let us know if your organisation is no longer a legal entity, for example, if it’s been de-registered by ASIC. Any certificates, licences or permissions issued in this name will need to be closed or transferred to the name of another party.
You can send your request to close your reference number by one of the following methods:
- Write a letter and mail to CLARC, CASA, GPO Box 2005, Canberra ACT 2601.
- Send a facsimile to 1300 737 187 (+61 2 6217 1899 if faxing from outside of Australia)
- Send an email to firstname.lastname@example.org
You can also find information on what to do if an ARN holder is deceased can be found on our changing your details page.