PPAP Checklist Excel Template: 18 Elements, Levels 1 to 5 and Status Tracking
This PPAP checklist lists all 18 production part approval process elements, shows which ones you submit or retain at each of the five submission levels, and gives you status, owner and due date columns. Edit it in the browser and export to Excel to use as your project tracker.
| No. | PPAP element | Level 1 | Level 2 | Level 3 | Level 4 | Level 5 | Status | Owner | Due date | Evidence / notes | |
|---|---|---|---|---|---|---|---|---|---|---|---|
Key: S = supplier submits to the customer and retains a copy; R = supplier retains and makes available on request; * = as specified by the customer for Level 4. Level 5 requires all items to be available for review at the supplier's site. The status and owner columns are for your own tracking. Always confirm the exact requirement with your customer, since customer-specific requirements can add or change items. Defaults follow the pattern in the AIAG PPAP manual; check the current edition.
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How to use the checklist
First confirm the submission level in your purchase order or customer portal. Level 3 is the default when the customer does not state one. Then use the columns for that level to see what to send and what to keep on file. Delete or mark rows not applicable, such as design FMEA when the customer holds design responsibility, and assign each remaining row an owner and a date. Work backwards from the customer's due date so the part submission warrant is signed last. Export to Excel and share it with your APQP team.
- Confirm level and customer-specific requirements first
- Mark inapplicable items with a reason
- Sign the PSW only after all other elements are complete
The five submission levels
Level 1 is the warrant only, plus an appearance approval report where relevant. Level 2 adds product samples and limited supporting data. Level 3 adds samples and complete supporting data, and is the most common. Level 4 is a warrant plus whatever the customer defines. Level 5 is a warrant with samples and complete data reviewed at the supplier's location. Regardless of level, you must be able to produce everything retained, because the customer can ask for any element at any time.
Reading the status columns
Use status to show where each element stands. A good habit is to review the tracker at a weekly APQP meeting and flag any element not started with fewer than ten working days to go. Typical long lead items are MSA studies, initial process studies that need production-intent runs, and dimensional results from the CMM, which depend on tooling being finished. Late PPAP can delay launch and trigger premium freight, so link the tracker to your launch plan.
Common mistakes
Common errors include submitting at the wrong level, signing the PSW before data is complete, using samples from a non-production process, and missing customer-specific requirements stored in a portal. Another is storing PPAP evidence in many places, which makes retrieval slow when the customer asks. Keep one folder per part number and revision, and update it when a change occurs.
Frequently Asked Questions
How many elements are in a PPAP?
The AIAG PPAP manual lists 18 elements, from design records to the part submission warrant. Not every element applies to every part, and what you submit depends on the submission level and customer-specific requirements.
What is the default PPAP submission level?
Unless the customer specifies otherwise, Level 3 is the default: a warrant with product samples and complete supporting data. Check the purchase order or supplier portal, because many customers set their own level per part.
What do S and R mean in the checklist?
S means the supplier submits the item to the customer and keeps a copy. R means the supplier retains the item and provides it on request. An asterisk means the customer defines the requirement, which is the case for Level 4.
Is this the official AIAG form?
No. It is an independent checklist built from the structure of the PPAP elements and levels. Use the current AIAG PPAP manual and your customer's requirements as the authority.
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