A ramp check is an FAA inspection action typically conducted by an Aviation Safety Inspector (ASI). Sometimes, two ASIs are present, with one doing most of the talking.
Should you ever be approached by someone holding a clipboard and wearing an official lanyard around their neck, it's not an immediate cause for alarm: The ASI may be conducting routine, random surveillance activities. But what should you know, and how should you conduct yourself?
A ramp check is a safety procedure to determine that you and your airplane are flying legally, in accordance with the regs. You should treat one in a similar manner to if you were pulled over by the police.
In other words, be polite and cordial, but know your rights and don’t volunteer more information than necessary. Listen very carefully to what’s being asked of you and reply accordingly. Remember, the FAA can use the information you provide for future enforcement actions.
Once the ASI introduces themselves, their credentials and intentions, they'll ask to see your pilot and medical certificates and valid government-issued photo ID. If you are a student pilot and identify yourself as such, they'll likely want to see your logbook too.
If you are a private pilot, there's no requirement that you carry your logbook. However, under FAR § 61.51(i)(1), you will need to find a way to present it “upon a reasonable request.” If requested, you can follow up with your logbook records.
The ASI has a long list of items they want to check on your plane, interior and exterior, and they will rate and determine whether or not these items appear to be in compliance. The ASI will review all required documents and placards, including the ones adjacent to your gas caps and the stamped plate near the back of the fuselage that has the aircraft's serial number on it.
This is where you should be prepared ahead of time. Make it a habit to check that all required documents for the flight you are taking are present, current, legible, and accurate in the plane, including (if applicable for your operation) aircraft airworthiness and registration certificates, operating manual, radio station license, and weight and balance sheet.
For student pilots, flight instructors should keep a record and have basic weight and balance calculations for the general operations of the training aircraft from day one of taking on a new student. That way, when the ASI asks, "Have you done a weight and balance for this flight?" you can open your iPad and show that indeed you have. There are plenty of W/B apps to make this job easy, provided the correct information has been entered for that aircraft.
Also, to be prepared ahead of time, review Section 2 Limitations of the POH to ensure all placards are present in and on the aircraft. If the one for fuel grade is faded to the point of near illegibility, the ASI has every reason to mark this as an item that needs attention, and this will be reflected on the notice they'll issue you. It's like a fix-it ticket of sorts, and if you're a student/renter, you definitely want to get this into the hands of the proper folks at your flight school ASAP.
But suppose you've just landed and have to get to work immediately after the flight. A student and instructor are about to take the plane up. Certain circumstances could be viewed as extenuating, but in general, it's probably not a good idea to just blow off the ASI and say "Sorry, can't do this today." Show the proper respect and see what can be worked out instead.
I have been ramp-checked three times, and in each instance, the process went as described in this article. In one case, the fuel placard was indeed quite faded, and the ASI made a distinct point of making sure I understood what needed to be addressed.
So, should you ever find yourself being "the chosen one" for the day, fret not. Act professionally, keep your answers short, sweet, and correct. The ASI will appreciate you making their safety inspection go smoothly. Most importantly, if any items were noted as needing attention, get to it ASAP, because you don't want a return visit from an ASI who remembers you and the actions you failed to follow up on.