PPAP Documentation Explained (PPAP Levels 1–5 with Examples)

PPAP full form is Production Part Approval Process. PPAP is a structured quality approval process used in the automotive industry to ensure that suppliers can consistently manufacture parts that meet customer requirements. PPAP is a core requirement of IATF 16949 and is mandatory for OEMs, Tier-1, and increasingly Tier-2 suppliers.

This article explains PPAP, PPAP documents list, PPAP levels, PPAP documents level-wise, and PPAP documents in quality systems with practical examples based on real automotive audits.

What is PPAP in Quality Management?

PPAP is a documented evidence package that demonstrates:
• Product design requirements are understood
• Manufacturing process is defined and controlled
• Process is capable of producing conforming parts consistently

PPAP is governed by the AIAG PPAP manual, and customers specify PPAP requirements through CSRs and purchase orders.

When is PPAP Required?

PPAP submission is required for:
• New part development
• Engineering or design changes
• Process or material changes
• Tooling change or relocation
• Supplier change
• Restart after a long production stoppage

In all cases, customer approval must be obtained before mass production.

PPAP Levels Explained (PPAP Level 1 to Level 5)

PPAP has five submission levels, and customers define the required PPAP level based on risk and part criticality.

PPAP Level 1 – PSW Only

PPAP Level 1 requires submission of the Part Submission Warrant (PSW) only.

All other PPAP documents must be maintained at the supplier location and presented during audits if demanded.

Practical example:
Standard fasteners or repeat parts with no process change.

Audit focus:
Even for PPAP Level 1, missing internal documents lead to IATF non-conformities.

PPAP Level 2 – PSW + Limited Documents

PPAP Level 2 requires PSW along with selected PPAP documents defined by the customer.

Typical PPAP documents at Level 2:
• PSW
• Dimensional inspection results
• Material test report
• Appearance approval report (if applicable)

Practical example:
Low-risk sheet metal or fabricated parts.

PPAP Level 3 – Full PPAP Submission (Most Common)

PPAP Level 3 is the most widely used PPAP level in the automotive industry.

PPAP documents level-wise for Level 3 include all PPAP documents as per AIAG.

PPAP Level 4 – Customer Defined PPAP

PPAP Level 4 is defined entirely by the customer.

Documents required:
• PSW
• Any specific PPAP documents requested by the customer

Written confirmation from the customer is mandatory to avoid audit disputes.

PPAP Level 5 – On-Site PPAP Review

PPAP Level 5 requires:
• PSW submission
• Full PPAP documents review at supplier premises
• Process verification by customer or OEM team

Used for safety-critical parts, new suppliers, or repeated failures.

PPAP Documents List (As per AIAG)

PPAP documentation consists of 18 standard PPAP documents. These are often searched as PPAP documents list PDF, PPAP documents list in Excel, or PPAP documents index.

Below is the PPAP documents list as per AIAG:

1. Design Records
2. Engineering Change Documents
3. Customer Engineering Approval
4. Design FMEA (DFMEA)
5. Process Flow Diagram
6. Process FMEA (PFMEA)
7. Control Plan
8. Measurement System Analysis (MSA)
9. Dimensional Results
10. Material Test Results
11. Performance Test Results
12. Initial Process Capability Study
13. Qualified Laboratory Documentation
14. Appearance Approval Report (AAR)
15. Sample Production Parts
16. Master Sample
17. Checking Aids
18. Part Submission Warrant (PSW)

These are collectively known as PPAP documents in quality management systems.

PPAP Documents Level-Wise Summary

PPAP Level 1
PSW only (documents retained internally)

PPAP Level 2
PSW + limited PPAP documents

PPAP Level 3
PSW + all PPAP documents list as per AIAG

PPAP Level 4
PSW + customer-defined documents

PPAP Level 5
PSW + full PPAP review at supplier site

PPAP Documents Index

Every supplier should maintain a PPAP document index mentioning:
• Document name
• Revision level
• Approval status
• Storage location

This helps during customer audits and IATF assessments.

PPAP Documents in Quality System (IATF 16949)

PPAP supports compliance with:
• Clause 8.3 – Design & Development
• Clause 8.5 – Production & Service Provision
• Clause 8.6 – Product Release
• Clause 10.2 – Corrective Action

Auditors often verify PPAP effectiveness through Control Plan adherence and reaction plans.

Common PPAP Mistakes Found During Audits

• PPAP documents not updated after process change
• Control Plan not matching shopfloor practice
• Capability study done on non-critical characteristics
• MSA done on incorrect gauges
• PSW submitted without formal approval
• Assuming PPAP approval without written confirmation

These issues are major reasons for PPAP rejection.

PPAP Documents PDF & Excel (Best Practice)

• PPAP documents PDF
• PPAP documents list PDF free download
• PPAP documents list in Excel

Best practice is to:
• Maintain PPAP documents in controlled Excel & PDF formats
• Ensure revision control and approval records
• Use customer-specific formats where required

A generic PPAP documents list PDF should always be customized before submission.

PPAP Best Practices for Suppliers

• Link Process Flow → PFMEA → Control Plan
• Maintain PPAP documents even for PPAP Level 1
• Train shopfloor supervisors on Control Plan controls
• Conduct internal PPAP audits before submission
• Maintain the PPAP documents list quality-wise and customer-wise

Final Thoughts on PPAP

PPAP is not only a documentation requirement; it is proof of process capability and quality maturity. Organizations that maintain strong PPAP discipline face fewer customer complaints, smoother audits, and better supplier ratings.

A well-prepared PPAP system ensures confidence, consistency, and long-term customer trust.

What is a Significant Production Run?

The significant production run shall be from 1 hour to 8 hours of production. Also quantity produced can be a minimum of 300 consecutive parts or as specified by the customer. The significant production run shall be done at the production site with production tools, production materials, production process & production operators.   

18 elements of PPAP:

1. Design Records :

The Organization shall have the design record of the product. A printed copy of the latest drawing needs to be provided. Drawing is provided by the customer when responsible for the design.

2. Authorized Engineering Change Documents:

A document that shows the detailed description of the change that was not included in the Drawing. But it is done in the product or any child part.

3. Customer Engineering Approval:

The organization shall have evidence of customer engineering approval when any revision is made internally or by the customer.

4. DFMEA :

A copy of the Design Failure Mode and Effect Analysis (DFMEA), if the supplier is responsible for the design. If the customer is responsible for designing the list of all critical or high-impact product characteristics should be shared with the supplier, so they can be addressed on the PFMEA and Control Plan.  

5. PROCESS FLOW DIAGRAM (PFD) :

A copy of the Process Flow, indicating all steps and sequences in the production process, including incoming components. The organization shall have a process flow diagram in a specified format that clearly describes the production process steps & sequence.  

6. PFMEA

A copy of the Process Failure Mode and Effect Analysis (PFMEA). The PFMEA follows the Process Flow steps and indicates “what could go wrong” during the production and assembly of each component. It is a tool to identify and address failure modes in products and processes. 

7. Control Plan ( CP) :

A copy of the Control Plan. The Control Plan follows the PFMEA steps and provides more details on how the “potential issues” are checked in the incoming quality, assembly process or during inspections of finished products.  A control plan is the documented description of the system and processes required for controlling the manufacturing of the product. It is also a live document.

8. Measurement System Analysis Studies (MSA):

MSA usually contains the Gage R & R for the critical or high-impact characteristics and a confirmation that the instruments used to measure these characteristics are calibrated. Also the appraiser (inspector) is skilled enough to inspect the parts. Measurement data monitors nearly every process. As data quality improves, decision quality improves.  

9. Dimensional Results :

A list of every dimension noted on the ballooning drawing. This list shows the product characteristics, specifications, measurement results and the assessment showing if this dimension is “OK” or “Not OK”. Usually, a minimum of 5 pieces is reported per product/process combination.  

10. Records of Material / Performance Tests :

A summary of every test performed on the part. This summary lists each test, when it was performed, the specification, results and the assessment pass/fail.  

11. Material Test Report :

The report for material samples is initially inspected. It can be provided by the RM supplier or we can test the raw material from a third-party testing laboratory. 

12. Initial Process Studies (SPC):

Includes all Statistical Process Control charts affecting the most critical characteristics. SPC intends to demonstrate that critical processes have stable variability and are running near the intended nominal value & the process is capable/under control.  

13. Qualified Laboratory Documentation :

Copy of all laboratory certifications of the laboratories that performed the tests.  

14. Appearance Approval Report : 

A copy of the AAI (Appearance Approval Inspection) form was signed by the customer. Applicable for components affecting appearance only. The appearance includes information about the color, textures etc.

15. Sample Production Parts :

A sample from the same lot of the initial production run. The PPAP package usually shows a picture of the sample and where it is kept (customer or supplier).  

16. Master Sample :

A sample signed off by the customer and supplier is usually used to train operators on subjective inspections such as visual.  

17. Checking Aids :

When there are special tools and instruments for checking parts, this section shows a picture of the tool and calibration records, including the dimensional report of the tool.  

18. Part Submission Warrant (PSW) :

This is the form that summarizes the whole PPAP package. This form shows the reason for submission (design change, annual re-validation etc.) and the level of documents submitted to the customer. There is a section that asks for “results meeting all drawing and specification requirements: yes/no” which refers to the whole package. If there are any deviations, the supplier should note on the warrant or inform that PPAP can not be submitted.  

Note: By default, Submission Level 3 is to be submitted to the customer.

The level of PPAP submission required for a specific product is typically determined by the customer, who will specify the level in their purchase order or supplier requirements document.

Some common errors that can occur during a PPAP submission include incomplete documentation, incorrect data, and a lack of compliance with specific requirements. To avoid these errors, suppliers should carefully review all requirements and documentation before submitting their PPAP and work closely with the customer to address any issues that arise.

Benefits of PPAP submission:

• It identifies issues during the new development stage
• It helps in managing the supplier change
• PPAP submission ensures all required documents are prepared.
• Ensure that the supplier is capable of meeting mass production
• It prevents the supply of unapproved and non-conforming parts
• It improves the product quality and ensures fulfillment of customer requirements & specifications.
• It reduces the cost of poor quality COPQ.
• Improve customer satisfaction

PPAP is a critical element of regulatory compliance and certification requirements in the automotive industry. PPAP is often required by industry standards such as IATF 16949 and is also often requested by customers as part of their supplier requirements.

FAQ related to PPAP | PPAP Questions:

Q1. What does PPAP stand for?
PPAP stands for Production Part Approval Process. It is a standardized method used in the automotive industry to ensure that parts meet all customer engineering design and quality requirements before mass production begins.

Q2. What are the five levels of PPAP submission?
The five PPAP levels define the type and amount of documentation required:
Level 1: Part Submission Warrant (PSW) only.
Level 2: PSW + limited supporting data.
Level 3: PSW + complete supporting data (most common).
Level 4: PSW + data as defined by the customer.
Level 5: PSW + complete data with on-site review by the customer.

Q3. What are the key elements of a PPAP document?
PPAP includes 18 key elements, such as Design Records, Engineering Change Documents, DFMEA, Process Flow Diagram, PFMEA, Control Plan, Measurement System Analysis (MSA), Dimensional Results, Material Test Results, and Part Submission Warrant, among others.

Q4. Why is PPAP important in the automotive industry?
PPAP ensures that the supplier’s production process consistently meets customer requirements. It helps maintain product quality, reliability, and traceability, reducing the risk of defective parts reaching the assembly line.

Q5. How is PPAP related to quality control and assurance?
PPAP is an integral part of quality assurance. It validates that the production process is capable and stable before full-scale production begins, ensuring consistent product quality and compliance with engineering standards.

Q6. What is the difference between a PPAP and an APQP process?
APQP (Advanced Product Quality Planning) focuses on planning and developing a new product or process. PPAP is the approval stage at the end of APQP that confirms the process produces parts that meet customer requirements.

Q7. Who is responsible for conducting a PPAP submission and when should it be performed?
The supplier is responsible for conducting PPAP and submitting documentation to the customer. It is performed when a new part is developed, design or material changes occur, or a new supplier or production location is introduced.

Q8. How do you determine which level of PPAP submission is required for a specific product?
The PPAP level is determined by the customer’s requirements, part criticality, and risk assessment. Generally, OEMs specify the submission level in the purchase order or Supplier Quality Manual.

Q9. What are some common errors that can occur during a PPAP submission and how can they be avoided?
Common errors include incomplete documentation, outdated records, missing approvals, and incorrect data. These can be avoided through internal audits, proper document control, and cross-checking all 18 elements before submission.

Q10. How does PPAP relate to regulatory compliance and certification requirements in the automotive industry?
PPAP supports compliance with IATF 16949 and ISO 9001 standards by ensuring a structured approval process. It demonstrates to regulatory bodies and customers that the supplier follows validated production and quality control systems.

Q11. What is the purpose of PPAP?
The purpose of PPAP is to verify that a supplier’s production process can consistently produce conforming parts and that all design, specification, and customer requirements are fully understood and met.

Q12. What is included in each level of PPAP?
Each PPAP level defines the scope of documentation and customer involvement:
Level 1: PSW only
Level 2: PSW + sample parts + limited data
Level 3: PSW + complete data package
Level 4: PSW + specific documents defined by the customer
Level 5: PSW + full package + customer on-site verification

You may like to read about other Core Tools:

1. Advanced Product Quality Planning (APQP)
2. Statistical Process Control (SPC)
3. Measurement System Analysis (MSA)
4. Failure Mode and Effects Analysis (FMEA)
5. Control Plan (CP)