PPAP Documentation Checklist

Obtain full approval for the production and shipping of components. Use Lumiform's mobile app to make sure you use the correct PPAP Documentation Checklist.

Go paperless, conduct inspections easily and solve issues quicker with your teammates.

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PPAP Checklist

This checklist contains questions for each of the 18 production part approval process guidelines.

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PPAP Documents Checklist

Use this template to ensure the correct and timely submission of process documents.

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FMEA Template

This template intends to recognise and document potential problems in FMEA.

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Appearance Approval Report

Use this template to assess the colour of an appearance identified on the technical drawing.

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What is a PPAP Documentation Checklist Template?

The Production Part Approval Process (PPAP) is an 18-step guide for Original Equipment Manufacturers (OEM) and suppliers. This template demonstrates that OEMs and suppliers understand customer specifications and ensures that their manufacturing process consistently produces consistent parts at the specified production rate. Customers review the documents and determine the status for production part release: fully approved, interim approved or rejected.

Quality managers use a template for sampling to easily identify non-compliant processes, FMEAs and control plans. They also use it to ensure complete, accurate and timely submission of PPAP documents such as Design Records, Appearance Approval Report (AAR) and Initial Sample Inspection Report (ISIR) to obtain full approval for production and shipment of parts.


This article deals with the following areas:

1. How you can avoid costly mistakes when approving production parts

2. What action to take once the PPAP status is known

3. A mobile checklist app that makes it easy to get fully approved PPAPs

3 Common PPAP Errors and How to Avoid them with PPAP Template

Due to the methodical and comprehensive nature of the release process for production parts, quality managers often overlook some customer-specific requirements. When PPAPs are rejected, OEMs and suppliers inevitably waste time and resources implementing corrections for resubmission. Here are 3 common errors that occur when creating an initial sample inspection report according to VDA template and how to avoid them:

1. inefficient communication between suppliers and customers

Quality managers should work closely with the PPAP evaluator to deliver exactly what customers are looking for, especially when there are technical changes, and the basic pattern needs to be approved by both parties. During contract review, customer specifications should be clarified with the FMEA teams, designers and manufacturing personnel to enable effective communication even in the manufacturing facility.


2. non-compliant processes, FMEAs and control plans

There should be a clear link from the Design FMEA and Process FMEA to the process flow chart and control plans. Quality managers should consider all known special features and address all risky failure modes with executable action plans to accurately document all manufacturing operations, handling techniques, inspection steps and alternative/safety processes. Detailed and complete process control plans should be in place and include all print, specification, attribute and purchase requisitions.

3. incorrectly managed PPAP documentation

Most PPAP revisions are rejected because of avoidable deficiencies. Quality managers should provide evidence that the FMEA is a valid document and that there is an exemption for special features. If there are discrepancies, these should be resolved. Before submitting all PPAP documents, they should be checked for readability, updating and completeness.


Understand your PPAP status and what to do next

It may take some time for a PPAP evaluator to review the PPAP checklist, but quality managers can use the time to create templates and adjust some operating parameters. After receiving PPAP status, here is what OEMs or suppliers should do to move forward:


Completely pproved

Since the component and its PPAP documents have proven that the manufacturing process enables consistent, compliant production, the components can now be shipped to the customer on schedule. OEMs and suppliers avoid costly production delays when using the PPAP template to meet or exceed customer expectations.


Preliminary approval


If customers see a deviation in any of the PPAP documents, the Quality Manager should take containment measures. Even if the OEM or supplier is only allowed to supply for a certain period of time and/or a limited number of components, corrective action should be taken and reflected in the resubmission of the PPAP checklist to obtain full approval within 90 days.




If the component does not meet the customer's specific requirements or if the PPAP contains discrepancies in the documentation, the OEM or supplier is not entitled to ship the rejected product. Quality managers should take corrective action based on what the customer has identified as the reason for the rejection and review the PPAP documentation accordingly before resubmission.


Use a digital template for the initial sample test report

Proper PPAP documentation is essential for the complete approval of a product. However, managing paper-based PPAP documents can be cumbersome and time-consuming. Using a strong PPAP checklist from Lumiform's digital application, the mobile app for quality and safety inspections helps ensure accurate and timely submission of PPAP documents.

This is intended to achieve full approval for the timely production and dispatch of components. With Lumiform, you can easily perform quality and safety checks, report problems in a snap and quickly assign corrective actions to responsible colleagues. Easy communication with all team members and third parties allows you to improve internal processes and resolve incidents up to four times faster.

Additional advantages of the mobile app you benefit from:

  • Lumiform offers over 9,000 pre-designed templates so that you can quickly and safely go digital.

  • Generate real-time data via internal processes. This makes quality and security measurable, and you can use the data continuously to optimize processes.

  • Save time by analyzing all data more easily and identifying areas that need your attention more quickly.

  • Comprehensive analyses help you to identify inefficient areas in your company more quickly and thus to improve your audit processes continuously.

  • Get an overview of everything that's happening on the ground.

  • We have digitized the following PPAP checklists and documents to save you time and optimize approval processes for production parts. You can adapt these templates 100% to your needs.