Advance Passenger Information


It is important to provide advance passenger information when you are traveling to a foreign country. In this, you are required to provide information which is given in your purpose. If you will not supply your API then you will not able to travel. You can provide the information through online by using your email. If airlines in which you are traveling provide API at the airport then you can provide information when reach at airport. EBookTrip is going to provide you necessary information/ details for API (Advance Passenger Information).

How to Provide API Details?

If you are filling details through online then you have to visit airline API website and log in using the last name of the passenger and date of departure. At the same time, you can also complete your check-in process and online check-in should be done 7 days before flying. If you opt API at the airport then you can do it when you will reach at the airport if your Airlines provide the method at the check-in desk. The information provides an API. In this, you have to fill some particular information such as.

  • The full name which is also mentioned in the passport.
  • Date of birth.
  • Gender.
  • Travel document eg. Visa or passport.
  • With this, you have to fill travel document number.
  • A country who has issued it.
  • The expiry date of it.
  • Nationality.

Why API providing is necessary?

It is the information which is taken by passengers for security reasons in the country. When you provide all information then it is sent to the government of the country where you are traveling. It is securely stored in the system of airlines until it sends to the government authority. The information is transformed with the secure network before the departure and sometimes it gets delayed. Once the information is transmitted then it will be stored to meet the requirements of API and then it destroyed.

Passengers providing information with patience and correct manner are allowed to travel and who refuse to provide the information then, in this case, they are not allowed and also stopped at the time of the check-in process. In most countries, it is mandatory without it you can’t make your trip.

Frequently Asked Questions (FAQs)

Que: Who will acknowledge APIS data file?

Ans: Immigration Authorities at APIS Server Room, Bureau of Immigration.

Que: From which port of embarkation outside the country the airlines have to send the APIS data?

Ans: APIS data will be sent from the last airport of embarkation outside India.

Que: Should the file include records of Transit passengers?

Ans: Yes.

Que: What information has to be provided in case of passport-free travel to India?

Ans: Passport is not mandatory for passengers who are nationals of countries viz. Nepal, Bhutan. In such cases, Document type will be ‘O’ (Others) and a specific value for document number ‘0’ (zero) for all such cases may be given.

Que: What action will be taken in case few records in APIS (Advance Passenger Information Software) data file are incorrect?

Ans: IAPIS will process all records, correct ones are validated and incorrect records are rejected which contains errors. The airlines have the responsibility to check the Correctness and completeness before sending the file to the destination airport.

Que: Will the system allow “null” value in mandatory fields?

Ans: No. However, the system accept and process the complete records.

Que: Should the flight date/ time be given in UTC or IST or Local Time of port of embarkation/ disembarkation?

Ans: Local time.

Que: Whether the number of Crew in flight includes both the Cabin Crew and Cockpit Crew?

Ans: Yes. It includes both. Read Standard Baggage Policies.

Que: If so, is there a need to send two different transmissions?

Ans: No, single transmission for crew to be sent.

Que: Whether any APIS transmission is required for the Crew who do not disembark at an Indian Port (i.e. Crew returning on the same flight without getting out of the aircraft/airport)?

Ans: Yes. APIS transmission would be required at the first port of landing in India even if the Crew is not disembarking in India.

Que: Whether the number of Crew in flight includes both the Cabin Crew and Cockpit Crew?

Ans: Every person on board should be included in the APIS file.

  1. CR1 = Individuals inside the Cockpit and Cockpit crew.
  2. CR2 = Flight attendants or Cabin crew.
  3. CR3= Instructors, safety personnel (Airline operations management).
  4. CR4 = Cargo non-Cockpit Crew and /or Non-Crew individuals.
  5. CR5 = Pilots on board (also called as deadhead) but not on duty.

Que: How should the APIS files be sent and updated in case some passenger(s) offer not to travel or new passengers get added for any reason after transmission of APIS files?

Ans: Yes. The airline complete and modified APIS files and then update.

Que: Is there any exemption for VIP/ Charter flights in transmitting APIS files?

Ans: No VIP culture.

Que:How to mention a passenger’s Name in APIS file?

Ans: Passenger’s name should be spelled the same as in the passport.

Que: How to mention information of PAX traveling on travel documents other than passport?

Ans: The information should be mentioned as ‘O’ (Others) about the type of document and passport number should be the same for all fields.

Que:How to mention the passport details of a passenger holding dual passports?

Ans: The information of the passport on which the Pax embarked from previous destination & which would be used for disembarking in India is required to be mentioned.

Que: How should the coding of flight number be done in the APIS files?

Ans: The field length of flight number is minimum of three digits and a maximum of four digits. But not prefix with zero to make it four digits (for three digits).

For example: Flight number of AI-842 should be 842 and Flight number of AI-009 then they should be 009 and and not as 0842 or 9, 09 or 0009.

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