PPAP Submission Level Requirements by Element (Levels 1 to 5)
PPAP, the Production Part Approval Process, defines 18 elements of evidence and five submission levels that tell a supplier how much of that evidence goes to the customer. This reference puts the elements and levels in one searchable table you can filter, export and use when planning a launch.
| No. | PPAP element | Level 1 | Level 2 | Level 3 | Level 4 | Level 5 | Practical note |
|---|---|---|---|---|---|---|---|
1 | Design records | R | S | S | * | R | Drawing or CAD data, including records for components and details. |
2 | Authorized engineering change documents | R | S | S | * | R | Only changes not yet on the design record. |
3 | Customer engineering approval | R | S | S | * | R | Needed when the customer requires it, for example trial approvals. |
4 | Design FMEA | R | R | S | * | R | Design responsible suppliers only; build to print suppliers may mark not applicable. |
5 | Process flow diagram | R | R | S | * | R | Must match the control plan and PFMEA step numbers. |
6 | Process FMEA | R | R | S | * | R | Reviewed against actual line layout and special characteristics. |
7 | Control plan | R | R | S | * | R | Prototype, pre launch or production phase as the customer requires. |
8 | Measurement system analysis studies | R | R | S | * | R | Gauge R and R for gauges on special characteristics. |
9 | Dimensional results | R | S | S | * | R | Every characteristic from the ballooned drawing, from the production tooling. |
10 | Records of material and performance test results | R | S | S | * | R | Material certs plus functional and durability test summaries. |
11 | Initial process studies | R | R | S | * | R | Capability or performance indices on special characteristics. |
12 | Qualified laboratory documentation | R | S | S | * | R | Scope and accreditation of every lab used for testing. |
13 | Appearance approval report (AAR) | S | S | S | * | R | Applies only to parts with colour, grain or appearance requirements. |
14 | Sample production parts | R | S | S | * | R | Quantity and shipping instructions come from the customer. |
15 | Master sample | R | R | R | * | R | Retained, signed and dated, for the life of the part plus a set period. |
16 | Checking aids | R | R | R | * | R | Fixtures and gauges with calibration records, available on request. |
17 | Customer specific requirements records | R | R | S | * | R | Evidence that each customer specific requirement was met. |
18 | Part submission warrant (PSW) | S | S | S | S | S | Always submitted; at Level 5 other items are reviewed at the supplier site. |
S = submit to the customer and retain a copy. R = retain at the supplier and make available on request. * = retain and submit only when the customer asks. This table reflects the commonly published AIAG PPAP structure; the customer's own requirements and your current AIAG manual edition always take precedence.
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How to use this table
Find the submission level your customer has assigned on the purchase order, quality agreement or supplier portal. Read down that column to see which elements you must submit with the warrant and which you only retain. Use the search box to jump to an element such as control plan or dimensional results. Export the table to Excel and add owner and due date columns to turn it into a launch tracker. If the customer has not named a level, the usual default is Level 3, so plan for the full package until told otherwise.
What the five levels mean
Level 1 is the warrant only, plus an appearance approval report where it applies. Level 2 adds product samples and limited supporting data. Level 3 adds complete supporting data and is the most common level. Level 4 means the warrant plus whatever the customer specifies. Level 5 means the warrant, samples and full data, reviewed at the supplier's location. Regardless of level, the supplier must still hold every applicable element on file, because the customer can request it at any time.
- S means submit and retain a copy
- R means retain and provide on request
- * means retain and submit when requested
- Customer specific requirements can add or change elements
Reading the table in practice
Suppose a new bracket is ordered at Level 3. The package needs the ballooned drawing results, material certificates, the full FMEA and control plan set, MSA and capability studies, lab scope documents and sample parts, with a signed warrant on top. A Level 1 request for a standard fastener may need only the warrant. Check the not applicable rules: a build to print supplier normally has no design FMEA, and parts without appearance requirements need no AAR.
Common mistakes
The biggest error is assuming Level 3 when the customer specific requirements say otherwise. Others include submitting dimensional results from prototype tooling, letting the control plan and PFMEA drift out of step with the flow diagram, and forgetting lab accreditation scope. Many OEMs also have their own forms, portals and extra elements, so treat this table as the baseline and the customer manual as the authority.
Frequently Asked Questions
Which PPAP submission level is the default?
Level 3 is the most commonly requested and is the usual assumption when a customer has not stated a level. It means the warrant, samples and complete supporting data. Always confirm the level in the purchase order, quality agreement or customer specific requirements before building the package.
How many PPAP elements are there?
The AIAG PPAP manual lists 18 elements, from design records through to the part submission warrant. Not every element applies to every part. For example, a design FMEA is only expected from design responsible suppliers and an appearance report only where appearance requirements exist.
What is the difference between submit and retain?
Submit means the document goes to the customer with the warrant and you keep a copy. Retain means you keep it on file at your site, with records available for the customer on request. Retention periods are usually the life of the part plus a customer defined number of years.
Does every customer follow the AIAG table exactly?
No. Many OEMs publish customer specific requirements that change levels, add elements or require submission through a portal. The AIAG table is the baseline, and the customer's supplier quality manual overrides it where the two differ.
If PPAP evidence sits across ERP, PLM and quality systems, Netray can help build a private workflow that gathers it per part number and flags missing elements before submission.
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