What Is a PPAP Submission Checklist and How Do You Use It?

If you supply parts to the automotive industry, you have likely heard the acronym PPAP—Production Part Approval Process. But knowing what PPAP stands for is not enough. To get your part approved and keep your customer satisfied, you need a structured, complete submission. That is exactly where a PPAP submission checklist comes in.

What It Is

A PPAP submission checklist is a formal list of the required elements—documents, samples, and test results—that a supplier must provide to a customer to prove that its production process can consistently make parts meeting all requirements. The checklist is based on the AIAG PPAP Manual, 4th Edition, which defines 18 elements in total. Of these, elements 16 and 17 (Part Submission Warrant, and Customer-Specific Requirements, respectively) are considered critical for approval.

The checklist ensures that nothing is forgotten, that the submission is complete, and that the customer can make a clear "approve" or "reject" decision. It is not a one-time document; it is a living record that must be updated whenever the process, design, or supplier changes.

How It Works / Steps

The PPAP process has five submission levels, defined by the AIAG manual. Each level determines how much evidence you must provide:

• Level 1: Part Submission Warrant (PSW) only.
• Level 2: PSW plus product samples and limited supporting data.
• Level 3: PSW plus product samples and complete supporting data (the default level).
• Level 4: PSW plus customer-defined requirements.
• Level 5: PSW plus product samples and complete supporting data, reviewed at the supplier's plant.

The 18 elements you must check include (but are not limited to):

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

The key rule from AIAG: For a submission to be considered complete, you must submit all 18 elements at the appropriate level. However, if any of the 18 elements is not applicable, you must document why. And critically, elements 16 and 17 (PSW and customer-specific requirements) must be correct and complete—otherwise, the submission is automatically rejected.

A Worked Illustrative Example

Example data (illustrative only)

Suppose you are a Tier-2 supplier producing a stamped bracket. Your customer (a Tier-1) requires Level 3 submission. You run through your PPAP checklist:

• Design Records: You confirm the CAD file matches the latest revision (Rev C).
• Process Flow Diagram: You verify the diagram includes all 6 operations, from blanking to final inspection.
• Control Plan: You check that the control plan lists the critical dimension (hole diameter Ø12.0 ± 0.1 mm) with the correct gauge and frequency.
• MSA: You attach the Gage R&R study for the caliper used—result is 8.2% (acceptable, <10%).
• Dimensional Results: You measure 5 parts; all pass within tolerance.
• Initial Process Studies: You run a 30-piece study; Cpk = 1.42 (above the 1.33 minimum).
• PSW (Element 16): You fill out the form, sign it, and note the reason for submission as "New Part."
• Customer-Specific Requirements (Element 17): You attach the customer's latest "Supplier Quality Manual" sign-off.

You submit all 18 elements. The customer reviews and issues "Approved." Your part is now ready for production.

If you had forgotten, say, the Appearance Approval Report (because the part has a painted surface), the customer would reject the submission as incomplete—even though your dimensional data was perfect.

Common Pitfalls

• Treating PPAP as a paperwork exercise. The goal is to prove process capability, not to fill a binder.
• Using outdated forms. Always use the latest AIAG PSW format and your customer's specific requirements.
• Ignoring element 17. Customer-specific requirements often override the AIAG defaults. If you miss one, your submission is invalid.
• Submitting without a physical sample. Element 14 (Sample Product) and Element 15 (Standard Sample) must be physically available for the customer to inspect.
• Not documenting "not applicable" items. If an element does not apply (e.g., no appearance items), you must state this in writing—silence is not acceptable.

Ready to Build Your Submission?

A PPAP submission checklist is your best defense against incomplete submissions, costly rework, and customer rejections. To make the process faster and less error-prone, use a structured tool that walks you through all 18 elements and flags what is missing.

Try the free PPAP Submission Checklist tool at 6SQ: https://www.6sq.com/tools/ppap/

Build your submission once, correctly, and get your parts approved the first time.