Guidelines regarding the preparation of Working papers/Information papers

To ensure the quality and consistency of presentation, guidelines have been prepared to assist States/Organizations in the preparation of working papers to be submitted to the Conference. Guidelines and templates are available at the HLSC 2021 website ( under “Documentation”.


Guidelines for submission – States and international organizations’ working papers


Documentation that your Government or Organization may wish to submit for discussion or information at the Conference should be forwarded electronically, in Microsoft Word format, to ICAO by e-mail at as soon as possible.


States and international organizations submitting working papers are requested to indicate only one agenda item to which the paper relates to (please refer to Attachment A for the agenda items on the provisional agenda of the HLSC 2021).


Working papers should be brief, action oriented and concise, and must adhere to a strict four-page limit for text including appendices. Working papers that do not propose any new or substantive action will be reclassified as information papers and will not be translated. The States and international organizations concerned will be informed accordingly.


Working papers presented as “information papers” contain useful background information (such as technical studies), but no proposals for action. Information papers are NOT tabled for discussion. They are published in the language(s)* in which they are submitted and should be as short as possible.


ICAO will perform some light editing of the texts submitted to ensure that templates have been used correctly, scanning the texts to correct the most obvious format errors, making minor editorial changes in the texts to clarify ICAO-related titles and document references, and correcting spelling errors.


In order to provide as much time for technical discussions, a presentation time of two minutes per working paper will be strictly adhered to; please prepare your introductions appropriately so that you make the most significant points within that time period.


Deadlines for submission


The following deadlines for submission of documentation from States and international organizations will be strictly enforced.


Submitted as



2 March 2021

Submissions between

2 March and

16 April 2021



16 April 2021

States Working Papers (WPs)Translated by ICAO and published in 6 languages

Will be classified as an IP






Will not be processed.

Information Papers (IPs)

Published in the language(s)* in which they are submitted 




Working Papers


Translated by the IO and published in six languages 

Will be classified as an IP

Information Papers (IPs)

Published in the language(s)* in which they are submitted 


2 March 2021 for the submission of working papers by Member States, to be considered by the Conference. Member States are requested to respect this deadline so that the working paper can be translated and published in all working languages in a timely manner. Working papers from Member States will be considered final on submission to the Secretariat and no revisions will be accepted.


2 March 2021 for the submission of working papers by international organizations in all ICAO working languages as provided by the international organizations. Working papers from international organization will be considered final on submission to the Secretariat and no revisions will be accepted.


Working papers from States and international organizations received after the deadline of 2 March 2021 will be considered as information papers.


16 April 2021 for the submission of information papers from Member States and international organizations, which are NOT intended to be considered by the conference and will be published in the ICAO language versions* provided. Changes to information papers will not be accepted after this date.


Please select the appropriate template to prepare a paper for this conference. The paragraph numbering is automatic.



Availability of working papers


The documentation for the meeting will be placed on the ICAO website at on an ongoing basis. As time available for the discussions of the working papers is very limited due to the expected number of working papers, all participants are requested to continually check the website for documentation updates and to familiarize themselves with the papers before coming to the Conference.


In order to minimize delays in the availability of documents to be presented to the Conference, papers could be published non-simultaneously, if necessary. Original submissions and the English versions will be published first, followed by the other language versions as soon as they are available.


* English version should be included as a minimum

Connect with us: