Best practices for avoiding fuel shortages during stopovers

In aviation, fuel is much more than just an expense; it is the lifeblood of the industry. It determines flight punctuality, operational safety, crew availability, and ultimately, passenger satisfaction. However, fuel shortages during stopovers remain a recurring problem in business, commercial, cargo, and diplomatic aviation. Between the volatility of energy markets, geopolitical constraints, the saturation of certain airports, and local distribution specificities, securing fuel supplies has become a major operational challenge.

In this article, My OPS provides an overview of the best practices to implement in order to avoid these critical situations.

1. Fuel: an underestimated strategic issue

Fuel currently accounts for between 35% and 45% of the direct operating costs of a flight, depending on the type of operation and the region of the world. This proportion explains why any fuel-related disruption has an immediate impact on an operator's overall performance.

But beyond the cost, a fuel shortage can lead to:

• cascading delays,

• unplanned aircraft repositioning,

• disruption to crew schedules (duty time, regulatory rest periods),

• and a deterioration in the passenger experience, which is particularly critical in private and VIP aviation.

At some airports, particularly in island, emerging, or geopolitically tense areas, jet fuel availability is never 100% guaranteed. This is where preparation makes all the difference.

2. Anticipate supply well in advance of the stopover

The primary cause of fuel shortages remains a lack of anticipation. Ordering fuel “within standard timeframes” may not be sufficient in many contexts.

Some airports operate with:

• limited storage capacity,

• scheduled deliveries on fixed days,

• strict time restrictions,

• or priority given to certain types of flights (scheduled flights, government flights, military operations).

💡 Best practice: consider fuel requirements when planning the rotation, rather than as a last-minute formality. Stopovers identified as “sensitive” must be ordered in advance and monitored, sometimes several days in advance.

3. Diversify suppliers to reduce risk

   
   

Relying on a single fuel supplier is a major operational risk. A logistical breakdown, delivery delay, local strike, or administrative decision can be enough to block supply.

In some regions, the following are regularly observed:

• delivery capacities lower than the volumes announced,

• priorities given to certain customers,

• or temporary shortages due to import problems.

💡 Best practice: work with several approved suppliers who are able to deliver to the same port of call. This diversification not only secures the available volume, but also increases flexibility and responsiveness in the event of unforeseen circumstances.

4. Secure orders with strict written confirmations

When it comes to fuel, an order that has not been formally confirmed is a fragile order.

A reliable confirmation must specify:

• the exact quantity ordered,

• the scheduled delivery time,

• the registration or flight number,

• and the contact details of the operational contacts.

💡Best practice:

• initial confirmation when ordering,

• re-confirmation 24 to 48 hours before arrival,

• final confirmation on the day of the operation.

In some parts of the world, failure to re-confirm can result in the delivery being canceled outright, even if the fuel is available on site.

5. Integrate real-time monitoring into your fuel strategy

Flight plans are constantly changing: adverse weather, airport congestion, ATC restrictions, unexpected diversions, etc.

However, a delay of just a few tens of minutes can be enough to push the aircraft out of its fuel slot, making delivery impossible.

Every minute of unanticipated delay generates:

• additional operating costs,

• increased pressure on ground crews,

• and a real risk of fuel shortage.

💡 Best practice: integrate real-time monitoring (Flight Watch) to immediately adjust fuel orders, delivery schedules, and coordination with the supplier and handler.

6. Strengthen coordination with ground handling

The handler is a key player in the fuel chain. Even if fuel is available and ordered, poor ground coordination can compromise the operation.

Common causes of failure include:

• a parking space that is not accessible at the scheduled time,

• a lack of information about a schedule change,

• poor synchronization between the supplier and the handler.

💡 Best practice:

• forward fuel information as early as possible,

• check that the handler has coordinated with the supplier,

• ensure that the aircraft will be positioned and authorized for refueling at the right time.

Clear and continuous communication between all players is often the difference between a smooth stopover and an operational blockage.

7. Have realistic backup plans

Even with optimal preparation, there is no such thing as zero risk. The best operators are those who anticipate backup scenarios.

💡 Best practice:

• Identify an alternative airport with guaranteed fuel.

• Plan for realistic fuel margins, adapted to the local context.

• Anticipate fuel export restrictions in certain countries.

These backup plans (and sometimes contingency plans) allow you to make quick and rational decisions without the pressure of urgency.

8. Centralize fuel management with an expert partner

Today, fuel management is no longer limited to simply placing an order. It requires a global view of operations, detailed knowledge of risk areas, and the ability to respond 24/7.

This is precisely the added value of My OPS:

• rigorous selection of fuel suppliers,

• secure confirmations,

• anticipation of geopolitical and logistical risks,

• real-time flight monitoring,

• continuous coordination with handlers and local partners.

  
  

The objective is clear: to reduce the mental load on crews and operators, while ensuring smooth and secure stopovers.

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Fuel shortages during stopovers are never a matter of chance. They are most often the result of a lack of anticipation, coordination, or real-time visibility.

In an increasingly complex aviation environment, fuel has become a strategic lever, just like flight planning and crew management.

By combining foresight, supplier diversification, real-time monitoring, and field expertise, it is possible to secure a sustainable fuel supply, regardless of operational conditions.

This is precisely the comprehensive approach that My OPS implements every day alongside its customers.

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