The Part Submission Warrant (PSW) is the formal summary document of the entire PPAP package. By signing the PSW, the supplier declares that all PPAP requirements have been met and that the part is ready for production approval.
The PSW is often the first document reviewed by the customer and is a critical approval gate within the PPAP process.
1. Part Information
This section defines the part and ensures both supplier and customer are aligned on exactly what is being approved.
Part Name
The official, descriptive name of the part (e.g. Pedal Box, Bonnet Locking Platform).
Using a clear name reduces the risk of confusion compared to referencing part numbers alone.
Part Name on Drawing
The part identification used on the design drawing (e.g. QNCA0001450002N).
Engineering Change Level
The current approved engineering revision, including tooling or manufacturing changes.
Engineering Change Date
The effective date of the current engineering change.
Additional Engineering Changes
References to any additional approved changes or deviations.
Additional Engineering Change Date
The approval date for any additional engineering changes.
Safety and/or Government Regulations
Identification of any applicable safety or regulatory requirements. Supporting documentation should be referenced or included.
Checking Aid Number
Identification of any special gauges, fixtures, or checking aids used.
Checking Aid Engineering Change Level
Revision level of the checking aid used for inspection.
Checking Aid Engineering Change Date
Date of the checking aid revision.
Customer Part Number
The part number used in the customer’s system. This is essential when working across different customer departments.
Organization (Supplier) Part Number
The internal part number used by the supplier.
Purchase Order Number
The customer’s purchase order reference.
Part Weight
The weight of the part or material supplied.
2. Supplier Contact Information
- Supplier name and/or vendor code
- Supplier address
3. Customer Contact Information
- Customer name and division
- Buyer or purchasing code (if applicable)
4. Materials Reporting
This section confirms compliance with material and environmental requirements.
Substance of Concern Information
Any required material declarations or safety data (e.g. COSHH data sheets).
IMDS Format
The format used for material reporting (IMDS or IMDS-equivalent system).
IMDS ID
The assigned IMDS module or reference number.
5. Reason for Submission
The PSW must clearly state why the PPAP is being submitted. Common reasons include:
- Initial submission
- Engineering change
- Tooling transfer, replacement, refurbishment, or additional tooling
- Correction of discrepancy
- Tooling inactive for more than one year
- Change to optional construction or material
- Supplier or material source change
- Change in part processing
- Parts produced at an additional manufacturing location
- Other (must be specified)
6. Requested Submission Level
The PSW must identify the PPAP submission level requested or required by the customer:
- Level 1 – PSW only
- Level 2 – PSW with product samples and limited supporting data
- Level 3 – PSW with product samples and complete supporting data
- Level 4 – PSW and other requirements as defined by the customer
- Level 5 – PSW with product samples and complete supporting data reviewed at the supplier’s manufacturing location
7. Submission Results
The supplier must confirm whether results are included for:
- Dimensional measurements
- Material and performance tests
- Appearance criteria (where applicable)
- Statistical process studies
Any concerns or deviations must be clearly noted.
This section should also identify:
- Mould, cavity, or production process ID
8. Declaration
The declaration confirms that:
- All PPAP requirements have been met
- Submitted data is accurate and representative
- Production parts meet customer requirements
This declaration represents formal accountability by the supplier.
9. Explanations or Comments
This section may include:
- Additional explanations or clarifications
- Customer tool tag references
- Notes related to deviations or approvals
Supplier details typically include:
- Signature
- Date
- Printed name
- Job title
- Phone number
- Email address
10. Status
Final customer sign-off, confirming PPAP approval status (Approved, Interim Approval, or Rejected).
Why the PSW matters
The PSW is more than a summary—it is a legal and quality declaration. Any inaccuracies, omissions, or misrepresentations can lead to PPAP rejection, delayed launches, or serious commercial consequences.
A well-prepared PSW demonstrates professionalism, control, and readiness for production.