Engineering · Manufacturing · PPAP Handbook

PPAP Appearance Approval, Sample Parts and Master Sample

A detailed handbook for Appearance Approval Reports, production sample parts, master samples, identification, waivers and retention controls within PPAP.

Handbook chapter
~8 min read
Source pages 13-14
13 source assessment prompts
Dark / light theme ready

CategoryEngineering / Manufacturing

SourcePPAP Submission Assessment

Document basisUploaded 15-page assessment

StatusPublication-ready handbook

Executive summary

These PPAP elements provide physical evidence and visual-reference control. The source describes appearance approval for customer-identified visible characteristics such as colour, grain, texture or purchase-order appearance requirements such as paint. It expects sample production parts to come from the PPAP production trial run or production run, to be identified and measured, and to be agreed in quantity before submission. It also expects the supplier to retain a customer-approved master sample as defined by the applicable PPAP arrangement—or to hold a formal controlled waiver when retention is not appropriate.

01How to use this chapter

This chapter separates the uploaded assessment criteria from practical KEVOS implementation guidance. The section titled Source-derived assessment criteria preserves the intent, terminology and checklist detail supplied in the uploaded PPAP Assessment. The surrounding handbook guidance explains how a manufacturing or supplier-quality team can organise evidence, perform a readiness review and spot gaps before formal submission. Where the uploaded source states a numeric threshold, edition reference or customer-specific expectation, it is identified as source-derived rather than presented as a universal rule.

Use the chapter in three passes. First, read the purpose and workflow to understand what the element is meant to prove. Second, work through the source-derived prompts against the actual part number, engineering revision and production process. Third, close the red flags and collect objective evidence before the package is released. For large PPAPs, record the evidence location beside each source prompt so another reviewer can repeat the assessment without relying on verbal explanation.

02Handbook workflow

Determine whether appearance approval appliesCheck drawing, purchase order and customer-specific requirements for colour, grain, texture, paint or other appearance criteria.
Obtain controlled appearance dispositionComplete the required AAR or attach an approved controlled waiver; ensure the appropriate engineering/marketing/metallurgical or other approval is in place as required.
Plan sample quantity in advanceAgree the sample size with the APQP/CPPD team or SDE before PPAP submission rather than sending arbitrary parts.
Use true production samplesTake samples from the PPAP production trial run or production run, identify the individual parts and retain measurements for customer request.
Control shipment of samplesThe source expects samples to be shipped before PPAP submission with documentation of the included parts and on a separate non-production purchase order.
Establish the master-sample dispositionRetain a customer-approved, identified master sample for the required life or obtain a controlled waiver/approved instruction to consume it.
Manage multi-source toolingWhere multiple dies, cavities, moulds or impressions apply, ensure master-sample expectations are addressed for the relevant sources.

03Evidence package to retain

The assessment is stronger when each conclusion points to a controlled record rather than a statement that the requirement is “covered”. The following evidence set is a practical minimum for this chapter; actual customer and contractual requirements govern the live submission.

Completed Appearance Approval Report where applicable
Appearance waiver where applicable
Formal appearance approval from required functions
Documented sample requirement/quantity
Identification/serial numbers for sample parts
Evidence samples came from production trial/production run
Dimensional/inspection records for sample parts
Master-sample identification and customer approval
Master-sample retention/disposition record
Multi-die/cavity sample coverage where required

04Source-derived assessment criteria

Source fidelity

The prompts below are taken from the uploaded 15-page PPAP Assessment and kept as assessment questions. The source uses the term “Organization” for the customer/receiving organisation in many places.

2.2.13 Appearance Approval Report (AAR)

“Appearance item is a product that is visible once the vehicle is complete. Certain customers will identify appearance items on the engineering drawing. In these cases, special approval for appearance (color, grain, texture, ETC.) is required prior to production part submission” Note: vehicle for Organization could mean product such as engines, transmissions or other systems, or components. Additionally, Organization identifies appearance requirements on the purchase order such as paint.

1.Is the standard AAR form filled out completely?
2.Is a formal, approved, controlled waiver submitted?
3.Is formal approval in place from the proper organization (engineering, marketing, met lab)?
4.Was submission to Organization specification?

2.2.14 Sample Production Parts

Include documentation of the part(s) sent as a sample product. Note the sample size, serial numbers or other method used to identifying the individual parts included in the sample. Samples must be measured parts from the PPAP Production Trial Run or production run. Measurements must be available upon customer request. The sample size is to be determined in cooperation with your APQP/CPPD team or SDE – in advance of PPAP submission. Samples should be shipped on a separate non-production P.O.

1.Are the formal requirements for samples documented?
2.Is there a formal, approved, controlled waiver for samples attached?
3.Are the samples shipped before PPAP Submission with documentation of the parts included?
4.Were the samples measured from taken from the Production Trail Run or a production run?

2.2.15 Master Sample

Suppliers shall retain a master sample as defined in the AIAG PPAP standard or provide approved controlled waiver. NOTE: Generally due to the volume and size of Organization parts we may not want the supplier to retain a master sample, BUT formal waiver shall be in place!

1.Is there evidence of a master sample as per standard? (OR)
2.Is there a formal, approved, controlled waiver in place for master sample or documentation to consume master sample in production?
3.Does the supplier control master samples for life of PPAP records or until new sample is approved and disposition of old sample?
4.Is the master sample approved by the customer and identified as a master sample?
5.Are master samples available for multiple dies, cavities, molds, impressions, ETC.?

05Common red flags

These are practical review signals derived from the relationships and controls repeatedly required by the source. A red flag does not automatically mean the submission must be rejected; it means the condition deserves documented resolution before approval.

Appearance requirement is on purchase order but no AAR/waiver exists
Sample parts came from prototype tooling instead of production conditions
Sample quantity was not agreed before submission
Samples cannot be traced to measurement records
Master sample is retained but not identified or customer approved
Master sample has been consumed without controlled waiver/disposition
Different cavities exist but the reference sample does not represent them appropriately

06Cross-document interfaces

PPAP elements should not be reviewed as isolated files. Check the following interfaces for consistent part identity, revision, characteristic naming, operation numbering and control logic.

Interface