# Supplier PPAP Request Letter Template

> Source: https://netray.co/tools/ppap-supplier-ppap-request-letter-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

Generate a clear letter asking a sub-supplier for a PPAP submission with level, due date, required elements and contact details.

## Category

quality

## Industry

Automotive

## Audience

- Supplier quality engineer
- Buyer
- Purchasing manager

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Your company

**Key:** buyer_co

**Type:** text

**Default:** Acme Precision Components Ltd

#### Supplier company

**Key:** supplier_co

**Type:** text

**Default:** Northline Heat Treat Pvt Ltd

#### Supplier contact

**Key:** contact

**Type:** text

**Default:** Quality Manager

#### Part number

**Key:** part_no

**Type:** text

**Default:** SHF-7781

#### Part description

**Key:** part_name

**Type:** text

**Default:** Heat treated shaft

#### Drawing revision

**Key:** rev

**Type:** text

**Default:** B

#### Submission level

**Key:** level

**Type:** select

**Options:**

- Level 1
- Level 2
- Level 3
- Level 4
- Level 5

**Default:** Level 3

#### PPAP due date

**Key:** due

**Type:** date

**Default:** 2026-12-04

#### Sample quantity

**Key:** qty

**Type:** text

**Default:** 30 pieces from a production run

#### Reason for submission

**Key:** reason

**Type:** select

**Options:**

- New part
- Engineering change
- Tooling transfer
- Process change
- Annual revalidation

**Default:** New part

#### Sender name and title

**Key:** sender

**Type:** text

**Default:** R. Patel, Supplier Quality Engineer

#### Letter date

**Key:** date

**Type:** date

**Default:** 2026-10-20

**Blocks:**

#### PPAP Submission Request

**Body:** Date: {{date}}
To: {{contact}}, {{supplier_co}}
From: {{sender}}, {{buyer_co}}

Subject: PPAP for part {{part_no}} {{part_name}}, revision {{rev}}

We are asking {{supplier_co}} to submit a Production Part Approval Process package for the part above.

Reason for submission: {{reason}}
Submission level: {{level}}
Due date: {{due}}
Sample quantity: {{qty}}

Parts must come from a significant production run using production tooling, gages, process and operators.

#### Required elements

**Table:**

**Columns:**

- Element
- Required
- Notes

**Rows:**

**0:** Design records and drawing

**1:** Yes

**2:** Ballooned drawing

**0:** Process flow diagram

**1:** Yes

**0:** PFMEA

**1:** Yes

**0:** Control plan

**1:** Yes

**0:** Dimensional results

**1:** Yes

**2:** Matching balloons

**0:** Material and performance test results

**1:** Yes

**2:** Accredited lab where required

**0:** Initial process studies

**1:** Per special characteristics

**2:** Target index per our requirement

**0:** MSA studies

**1:** Per gages used

**0:** Part submission warrant

**1:** Yes

**2:** Signed

#### Instructions

**Body:** Please send the package to {{sender}} by {{due}}. Do not ship production parts until we send written approval or interim approval. If you expect to miss the date or find a requirement you cannot meet, tell us as soon as you know.

#### Acknowledgement

**Signatures:**

- Sender
- Supplier acknowledgement

**Notes:** Adjust the element table to your customer's requirements and your own supplier manual. This is a generic letter and not a contract document.

## Content

**Intro:** When you buy a part or a process like heat treat, plating or machining from a sub-supplier, you need to ask for PPAP clearly and early. This template builds a request letter with the level, due date and required elements so there is no confusion about what is expected.

**Sections:**

#### How to use the letter

**Body:** Fill in the part, revision, submission level and due date, choose the reason for submission and adjust the elements table. Export to Word or PDF and send it with the drawing and any specific requirements. Keep a copy in the sourcing record so you can show which level and date you asked for if a dispute comes up. Send it as early as possible, because late requests compress the supplier's PPAP time.

**Bullets:**

- State the submission level explicitly
- Give a date, not a vague deadline
- Attach the latest drawing revision
- Tell the supplier when production shipment is allowed

#### Choosing a submission level

**Body:** Level 1 is the warrant only. Level 2 adds limited supporting data with product samples. Level 3 is the default, with the warrant, product samples and complete supporting data. Level 4 covers the warrant and other requirements defined by the customer. Level 5 adds the warrant, samples and complete supporting data reviewed at the supplier's location. Use Level 3 unless your customer or risk assessment says otherwise.

#### Reading the sample letter

**Body:** The sample asks a heat treat sub-supplier to submit Level 3 PPAP for a shaft, with 30 pieces from a production run and a December due date. The element table lists the usual PPAP documents. Heat treat suppliers often need a calibrated furnace survey and accredited lab hardness data, which you can add in the notes column.

#### Common mistakes

**Body:** Common mistakes include not stating the level, sending an outdated drawing, and setting dates that do not leave time for review before your own customer's due date. Another is allowing production shipments before approval. Track the PPAP status per part in your ERP or supplier portal so buyers can see approval status before releasing purchase orders.

**Cta:** If PPAP status should block or release purchase orders in your ERP, Netray can help you design that check with human approval on any write-back.

**Faq:**

#### Which PPAP level should I ask my supplier for?

**Answer:** Level 3 is the common default. Use a lower level for low-risk catalogue parts and a higher level for safety items or suppliers with quality problems. Always follow your own customer's requirement for flow-down.

#### When is PPAP required again?

**Answer:** Typically for new parts, engineering changes, tooling or process changes, a change of sub-supplier, and after lapses in production, depending on customer requirements. Define these triggers in your supplier manual.

#### Do I need to review a sub-supplier's PPAP?

**Answer:** Yes. You are responsible for the quality of the whole supply chain. Review the package for completeness and consistency, and record approval before using the parts for your own submission.

#### Can I send this by email?

**Answer:** Yes. Export to PDF or Word and attach it to an email, or paste the text into your supplier portal. Keep the sent copy in the supplier file.

## Search terms

ppap request letter, ppap submission request email, request ppap from supplier template, ppap requirements letter to supplier, supplier ppap notification, ppap due date notice

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