PPAP stands for Production Part Approval Process. It is a structured method, commonly used in automotive supply chains, to demonstrate that a supplier understands the customer's design requirements and has a production process capable of making conforming parts consistently.
If you machine shafts, fabricate brackets, mould plastic parts or make assemblies for an automotive customer, the buyer may request PPAP before releasing regular production.
Important: PPAP is not automatically mandatory for every SME order. The customer sets the applicable PPAP requirements and submission level. A prototype job, for example, may have different approval requirements from an automotive series-production part.
Why customers ask for PPAP
One correct sample is not enough to prove repeatable quality. The customer wants a controlled process, approved specifications, suitable measurement methods, and documented evidence from representative production parts.
- Part: Does the drawing revision match what you manufacture?
- Process: Have manufacturing and inspection risks been considered?
- Evidence: Do measurements, material tests and records support conformity?
- Approval: Is the submission complete for the customer's requested level?
The 18 PPAP elements, explained simply
These are the standard PPAP element categories. Applicability, submission and retention vary with design responsibility, part type, customer-specific requirements and submission level. Not every element is automatically sent to the customer.
| # | Element | What an SME should prepare or check |
|---|---|---|
| 01 | Design records | Controlled part drawing, specification and current revision. |
| 02 | Authorized engineering changes | Approved design changes not yet fully reflected in drawing documents. |
| 03 | Customer engineering approval | Customer approval evidence where it is required. |
| 04 | Design FMEA (DFMEA) | Design risks and controls when supplier design responsibility applies. |
| 05 | Process Flow Diagram (PFD) | Sequence from incoming material through manufacture, inspection and dispatch. |
| 06 | Process FMEA (PFMEA) | Potential process failures, effects, causes and prevention/detection controls. |
| 07 | Control Plan | What to check, how often, with what equipment and what to do when out of control. |
| 08 | Measurement System Analysis (MSA) | Evidence that relevant measurement systems are suitable, such as Gauge R&R. |
| 09 | Dimensional results | Ballooned characteristics matched to actual inspection results. |
| 10 | Material/performance test results | Test results against material and functional requirements. |
| 11 | Initial process studies | Capability/stability evidence where applicable and requested. |
| 12 | Qualified laboratory documentation | Scope/accreditation or competence records supporting tests. |
| 13 | Appearance Approval Report (AAR) | For parts with applicable appearance approval requirements. |
| 14 | Sample production parts | Customer-required physical samples from the production process. |
| 15 | Master sample | Retained reference sample under agreed controls. |
| 16 | Checking aids | Inspection fixtures, gauges and related verification records. |
| 17 | Customer-specific requirements | Evidence for requirements unique to the customer/program. |
| 18 | Part Submission Warrant (PSW) | Formal summary of part, submission, results and approval request. |
What do PPAP Levels 1–5 mean?
The submission level controls what evidence is sent or made available for customer review. It does not mean you may skip applicable records in your own quality system.
| Level | Typical submission expectation |
|---|---|
| 1 | Part Submission Warrant (and appearance report if applicable). |
| 2 | Warrant, samples and limited supporting data. |
| 3 | Warrant, samples and complete supporting data. |
| 4 | Warrant plus the specific evidence requested by the customer. |
| 5 | Warrant and full supporting evidence available for review at the supplier's site. |
Ask your customer to confirm the level, drawing revision, samples, special characteristics and any customer-specific forms before preparing the full package.
A workable PPAP preparation sequence
- Confirm scope: Customer part number, revision, approval trigger, submission level and required sample quantity.
- Freeze the process route: Production machines, materials, fixtures, sub-processes and inspection stages.
- Connect the documents: Ensure PFD, PFMEA and Control Plan describe the same real operation sequence.
- Run representative production: Capture dimensional, material and capability evidence when applicable.
- Check measurement confidence: Gauges, calibration and MSA where required.
- Complete the PSW: Verify results, obtain internal authorization and submit only the correct customer-required package.
Five avoidable PPAP mistakes
- Using an old drawing revision while the inspection results refer to a newer one.
- Copying a generic Control Plan that does not match the actual route.
- Missing significant/special characteristics in inspection records.
- Submitting a capability number with no valid sample or measurement basis.
- Sending a Level 3-sized package without confirming the customer's requirements.
How SpecReview fits into the workflow
SpecReview can help interpret drawing requirements and prepare draft manufacturing and quality documents, including process-flow, control-plan, inspection and PPAP-related outputs. These drafts still need verification against the approved drawing, actual shop process, test evidence and the customer's specific requirements.
Start with the drawing.
Review key manufacturing requirements before preparing your quotation or quality documentation.
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References: AIAG PPAP Reference Manual · PPAP elements overview · PPAP submission levels. This is an introductory guide; customer requirements and the current approved standard govern each submission.