Supplier PPAP Request Letter Template
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.
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Supplier PPAP Request Letter Template
PPAP Submission Request
Date: 2026-10-20 To: Quality Manager, Northline Heat Treat Pvt Ltd From: R. Patel, Supplier Quality Engineer, Acme Precision Components Ltd
Subject: PPAP for part SHF-7781 Heat treated shaft, revision B
We are asking Northline Heat Treat Pvt Ltd to submit a Production Part Approval Process package for the part above.
Reason for submission: New part Submission level: Level 3 Due date: 2026-12-04 Sample quantity: 30 pieces from a production run
Parts must come from a significant production run using production tooling, gages, process and operators.
Required elements
| Element | Required | Notes |
|---|---|---|
| Design records and drawing | Yes | Ballooned drawing |
| Process flow diagram | Yes | |
| PFMEA | Yes | |
| Control plan | Yes | |
| Dimensional results | Yes | Matching balloons |
| Material and performance test results | Yes | Accredited lab where required |
| Initial process studies | Per special characteristics | Target index per our requirement |
| MSA studies | Per gages used | |
| Part submission warrant | Yes | Signed |
Instructions
Please send the package to R. Patel, Supplier Quality Engineer by 2026-12-04. 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
Adjust the element table to your customer's requirements and your own supplier manual. This is a generic letter and not a contract document.
Want PPAP status visible in purchasing?
Optional review of how supplier approval status can be shown inside your ERP purchasing flow.
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How to use the letter
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.
- 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
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
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
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.
Frequently Asked Questions
Which PPAP level should I ask my supplier for?
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?
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?
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?
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.
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.
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