Guidelines for the Preparation of Working Papers and Deadlines for Submission

- Templates for processing Working Papers and Information Papers


To ensure the quality and consistency of submissions, guidelines have been prepared to assist States/Organizations in the preparation of working papers to be submitted to the Assembly.


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


In compliance with previous decisions of the Council to enhance the efficiency and effectiveness of the work of the Assembly, the following guidelines will be applied for documentation:


a) All submitted documentation (working papers/information papers) must be formatted in accordance with the templates provided in the link above, for all the languages submitted.


b) Working papers must be brief, action-oriented and concise, and must adhere to a strict four-page limit for new text.


c) Working papers and information papers from Member States and International Organizations will be considered final on submission to the Secretariat and no revisions will be accepted.


d) Working papers must be received by the ICAO Secretariat by the deadline of 2 August 2019 to guarantee translation into all ICAO official languages.


e) Working papers that do not propose any substantive action will be reclassified as information papers and the Member State concerned will be informed accordingly. Working papers should indicate only one Assembly agenda item, this being the agenda item most relevant to the subject of the paper. The ICAO Secretariat reserves the right to re-allocate the working paper to another agenda item where it is deemed more appropriate.


f) Information papers must be received by the ICAO Secretariat by the deadline of 10 September 2019. ICAO does not provide translation for information papers, which are posted in the language(s) of submission. These papers are NOT intended to be considered by the Assembly.


g) 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 to clarify ICAO-related titles and document references, and correcting spelling errors.


h) No translation service is provided for working papers submitted by International Organizations, whose working papers must be submitted in all six language versions by the cutoff date. In case of a missing language, the working paper will be classified as an information paper and the International Organization will be informed accordingly.


i) In order to minimize delays in the availability of documents to be presented to the Assembly, the papers will be published non-simultaneously: both the original submissions and the English versions will be published first, followed by the other language versions as soon as they are available.


j) Statements by Delegations are translated if they are submitted by the prescribed deadline, i.e. 2 August 2019. They are published as working papers and must strictly comply with the four-page limit. Should they exceed the page limit, they shall be posted as information papers; translation service will not be provided and the Delegation will be informed accordingly.


k) The following deadlines for submission of working papers will be strictly enforced:


​2 August 2019


  • Deadline for the submission of working papers by Member States and International Organizations.

  • All Statements by Delegations received before this date and within the page limit are translated.

  • All working papers/ statements received after this date will not be translated and will be posted as information papers in the language(s) received.

  • No revisions will be accepted after this date.


10 September 2019


  • Deadline for the submission of information papers by Member States and International Organizations.

  • ​No publishing of information papers received after this date.

  • No revisions of information papers will be accepted after this date.

  • Deadline for the publishing of all information papers and working papers which were translated.
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