Digital PPAP Checklists & PDF Reports

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ppap|3 Common PPAP Mistakes|Team planning whats next after getting PPAP result|Lista de comprobación del PPAP

What is PPAP?

Production Part Approval Process (PPAP) is an 18-step guideline for Original Equipment Manufacturers (OEMs) and suppliers. PPAP documents show that OEMs and suppliers understand customer specifications and ensure that their manufacturing process consistently produces conforming parts at the quoted production rate. Customers examine the PPAP documents and determine the production part approval process status—fully approved, interim approval, or rejected.

What is a PPAP Checklist?

A PPAP checklist is used by quality managers to easily detect mismatched process flows, FMEAs, and control plans; ensure the complete, accurate, and timely submission of PPAP documents such as Design Records, Appearance Approval Report (AAR), and Initial Sample Inspection Report (ISIR); and gain full approval for production and shipment of parts.

3 Common PPAP Mistakes and How to Avoid Them

3 Common PPAP Mistakes

Due to the methodical and comprehensive nature of the production part approval process, quality managers often overlook some customer-specific requirements. When PPAPs get rejected, OEMs and suppliers inevitably waste time and resources to implement corrections for resubmission. Here are 3 common mistakes during the PPAP and how to avoid them:

1. Ineffective Communication Between Supplier and Customer

Quality managers should work closely with the PPAP evaluator to provide exactly what the customers are looking for, especially when there are engineering changes and the master sample needs sign-off from both parties. During the contract review, clarify customer specifications with FMEA teams, design engineers, and manufacturing personnel to facilitate effective communication in the manufacturing facility as well.

2. Mismatched Process Flows, FMEAs, and Control Plans

There should be a clear link from the Design FMEA and Process FMEA to the Process Flow Diagram and Control Plans. Quality managers should consider all known special characteristics and address all high-risk failure modes with executable action plans to accurately demonstrate all manufacturing operations, handling techniques, inspection steps, and alternate/backup processes. Detailed and complete process control plans should be in place and include all print, specification, attribute, and purchase order requirements.

3. Mismanaged PPAP Documents

Most PPAP revisions get rejected because of avoidable clerical shortcomings. Quality managers should provide evidence that the FMEA is a living document, a special characteristics deviation waiver is available, and non-conformance in any of the PPAP documents is resolved before submission. All PPAP documents should be legible, updated, and reviewed for completeness.

Understanding your Production Part Approval Process Status and What to Do Next

Team planning whats next after getting PPAP result

The PPAP evaluator may take some time reviewing the PPAP documents, but quality managers can use the lead time to create fixtures and adjust a few operating parameters. Upon receipt of the PPAP status, here is what OEMs or suppliers should do to move forward:

Fully Approved

Since the part and its PPAP documents have proven that the manufacturing process can consistently produce conforming output, the parts can now be shipped to the customer as scheduled. OEMs and suppliers prevent costly production delays when they meet or even exceed customer expectations.

Interim Approval

If customers see nonconformance in any of the PPAP documents, containment measures should be undertaken by the quality manager. Even when the OEM or supplier is authorized to ship for a defined period of time and/or a limited number of parts only, corrective actions should be implemented and reflected in the resubmission of PPAP documents to gain full approval within 90 days.


When the part fails to meet customer-specific requirements or when the PPAP shows inconsistencies in the documentation, the OEM or supplier is not authorized to ship the rejected product. Quality managers should execute corrective actions based on what the customer established as the reason for rejection, and revise PPAP documents accordingly before resubmission.


Jona Tarlengco
Article by
Jona Tarlengco
SafetyCulture Content Specialist
Jona Tarlengco is a content writer and researcher for SafetyCulture since 2018. She usually writes about safety and quality topics, contributing to the creation of well-researched articles. Her years of experience in one of the world’s leading business news organisations helps enrich the quality of the information in her work.

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PPAP Documents Checklist
A PPAP documents checklist aims to ensure the accurate and timely submission of production part approval process documents. This PPAP documents checklist contains a PPAP submission assessment for quality managers to evaluate their performance of the PPAP and maximize opportunities for continuous improvement. Easily complete PPAP documents such as measurable system analysis studies, performance and material test results, and checking aids with the use of this checklist.
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Appearance Approval Report Form
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Initial Sample Inspection Report Form
An Initial Sample Inspection Report Form is prepared and completed by quality inspectors prior to sending sample production parts to the customer for approval. Start by indicating the part name and number, order quantity, and delivery quantity. Identify the scope and extent of the inspection and indicate inspection results as released, released with stipulations or rejected. Finally, capture the digital signature of the customer representative as an agreement to the overall disposition of the intial sample inspection report.