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Choose an aerospace supplier only when it can prove three things for your specific part and program: controlled capability, legally compliant delivery and a schedule backed by capacity evidence. An AS9100-series certificate is useful evidence, but it does not guarantee on-time delivery. Verify the certificate’s scope and status in the IAQG OASIS registry, map every required test and record to your drawing and regulatory basis, and turn lead time into a milestone plan with buffers, export-control gates, notification thresholds and recovery actions.
What aerospace supplier due diligence must prove
Due diligence is an evidence review, not a questionnaire exercise. NIST defines it as “the investigative process of researching all available, pertinent information about a given supplier or product so that informed decisions can be made on new acquisitions or existing systems.” For an aerospace purchase, the decision is whether a named site can make the specified configuration, release conforming product, meet applicable airworthiness or government rules, and recover transparently when a milestone slips.
Assess the supplier against the exact part family, revision, quantity, destination and customer approvals in your purchase. A company may hold a valid certificate while a particular site, process, product class or subcontracted operation falls outside its scope. Likewise, a quoted “12-week lead time” may exclude raw-material procurement, special processing, testing, export licensing or customer-furnished data.
- Capability: equipment, qualified personnel, engineering authority, special-process access and test capacity for the configuration you will buy.
- Compliance: certification scope, airworthiness release requirements, contract clauses, export jurisdiction and documented screening controls.
- Evidence: traceability, inspection, test, calibration, nonconformance and release records that let you reconstruct what happened to each lot or serial number.
- Schedule control: a dated, assumption-based plan with owners, buffers, trigger points and a funded recovery path.
- Resilience: visibility into sub-tier dependencies, foreign ownership or control, financial and geopolitical exposure, cyber foundations and alternate sources.
IAQG says its standards incorporate operational risk management, product safety and data review or testing of raw materials. That means the supplier’s quality system should be examined as an operating system for risk, not treated as a logo on a quotation.
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Which aerospace certification applies?
Match the 9100-series standard to the supplier’s role
| Standard | Typical organization | What to verify |
|---|---|---|
| AS9100 | Organizations that design or manufacture aerospace products | Sites, activities, product families and design authority covered by the certificate |
| AS9110 | Maintenance, repair and overhaul organizations | Maintenance scope, locations, approved technical data and release authority |
| AS9120 | Distributors and stockists | Distribution activities, product handling, traceability and sources of supply |
Do not accept “9100 certified” as a complete answer. Ask for the certificate identifier, issuing certification body, covered sites, exact scope statement, issue and expiry dates, and current audit status. A distributor supplying standard products may need to meet IAQG 9133 prerequisites; confirm that its 9100 approval is visible in OASIS rather than relying on a marketing claim.
Verify the certificate in OASIS
IAQG’s Online Aerospace Supplier Information System (OASIS) is the authoritative registry for aerospace certification and audit information. Use it to search both the supplier and the certification body, then save evidence with your sourcing file.
- Search the legal supplier name and any trading name. Confirm that the result is the same legal entity named on the quotation and purchase-order terms.
- Check the certificate number, applicable standard, covered address or addresses and scope wording. A parent company certificate does not automatically cover a separate manufacturing site.
- Check expiry and audit status. An unexpired document can still be misleading if the registry shows a suspension, withdrawal, overdue surveillance audit or changed scope.
- Verify that the certification body is accredited under the IAQG certification scheme. Record the body’s identity, not just the supplier’s certificate image.
- Export or capture the registry result, certificate and scope on the date of review. Set a recheck date before production and at contract renewal.
Ask the supplier for its quality manual or equivalent process map, a recent internal-audit summary, open corrective-action status and a list of recent major nonconformities. You are looking for evidence that findings are closed effectively, not merely that an audit occurred.
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Separate mandatory obligations from commercial controls
Regulatory obligations come from the applicable airworthiness authority, export-control regime, government contract and purchase specification. Commercial controls are the terms you add to manage schedule and evidence. Keep them in separate sections so a supplier cannot treat a negotiated notification deadline as a substitute for a required license or release document.
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- Airworthiness and government release: For parts shipped under applicable government or airworthiness requirements, state which release documents are acceptable. DLA procurement guidance cited for this subject lists FAA Form 8130-3, EASA Form 1 and TCCA Form One; your contract or importing authority may require a different document or additional data.
- Contract clauses: Identify configuration-control, first-article, source-inspection, counterfeit-part, records-retention, cybersecurity and flow-down clauses before quoting.
- Export jurisdiction: Determine whether the item, technical data or service is subject to the U.S. Export Administration Regulations (EAR), the International Traffic in Arms Regulations (ITAR), another national regime, or more than one regime.
What an export-compliance file should contain
BIS recommends management commitment, risk assessment and documented procedures in an effective export-compliance program. Require a file with the jurisdiction and classification, end use, parties and destination, license or exemption rationale, screening evidence, approval owner and record-retention owner. Document who supplies missing end-use information and who may stop shipment when screening changes.
For defense-trade licenses, Directorate of Defense Trade Controls (DDTC) published monthly average processing times of 27 to 39 days for license actions from October 2025 through September 2026. Those are U.S. averages for the stated period, not a promise for your case. Complex classifications, provisos, referrals, registrations, missing data or changes in parties can add time. Treat the licensing milestone as part of the critical path rather than adding an unexplained allowance at the end.
Request a risk-matched testing and traceability package
The right evidence depends on the part’s safety significance, specification, process risk and regulatory status. Put the request into the purchase order or quality clauses, and map each record to a drawing requirement, purchase specification, regulation or acceptance authority.
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Core records to request
- Material certificates with heat, lot or batch identification and chemical or mechanical results required by the material specification.
- Complete lot or serial-number traceability from received material through processing, inspection, packaging and shipment.
- Special-process approvals and operator or process qualifications for operations such as heat treatment, welding, plating, bonding, nondestructive testing or chemical processing.
- First-article inspection or qualification records when the design, contract or risk level requires them.
- Dimensional inspection reports tied to the drawing revision, characteristic numbers, measurement method and calibrated equipment.
- Functional, performance, environmental and nondestructive-test results matched to the stated specification and acceptance limits.
- Calibration status and, where relevant, certificates for the instruments used to accept the product.
- Nonconformance reports, concessions, use-as-is approvals and corrective-action history for comparable work.
- Certificate of conformance identifying the part number, revision, quantity, lot or serial numbers and applicable purchase-order requirements.
- Applicable airworthiness release tags, such as the form named in your contract or importing authority’s rules.
Test evidence questions
Ask who performed each test, under which procedure and revision, on which sample or production unit, using what calibrated equipment, and who reviewed the result. For an outside laboratory or processor, request approval status, scope and evidence that results are linked to your lot. If a supplier proposes a reduced inspection plan, require the statistical or historical basis and your written approval before accepting it.
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Traceability should survive a split shipment, rework loop or subcontracted operation. Require the supplier to explain how it prevents mixed lots, controls obsolete revisions, segregates nonconforming product and preserves records for the retention period in your contract.
Turn lead time into a measurable risk model
There is no authoritative universal average aerospace manufacturing lead time. A useful promise is therefore supplier- and part-specific: it states the starting event, assumptions, constrained operations, evidence gates and delivery handoffs.
Lead-time model to put in the quotation
| Milestone | Evidence or assumption | Buyer control |
|---|---|---|
| Order acceptance | Configuration, revision, quantity, price, terms and customer-furnished data are complete | Define when the clock starts and what constitutes a valid order |
| Material availability | Heat, lot, form, quantity, approved source and current availability; identify alternates | Require supplier or sub-tier confirmation and an escalation date |
| Capacity reservation | Named machine, work center, special-process slot and planned dates | Obtain a capacity commitment, not only a calendar estimate |
| Manufacturing and assembly | Routing, queue assumptions, staffing and outside-processing handoffs | Set progress checkpoints and rules for re-planning |
| Testing and inspection | Test-slot, calibration and source-inspection dates | Reserve scarce slots and identify acceptable alternatives |
| Export authorization | Classification, screening, license or exemption and provisos | Name the owner and latest safe submission date |
| Release and logistics | Record review, packing, transport, customs and destination acceptance | Specify documents, Incoterms, handoff and transit assumptions |
Eight questions that expose schedule risk
- What is the committed lead time from purchase-order acceptance, and which assumptions make it valid?
- Which operation is capacity constrained: raw material, special process, machining, assembly, test, inspection or certification?
- Which inputs are longest lead, and what approved alternates exist? Show current availability and sub-tier dependencies.
- Which test slots, calibration windows or outside processors can delay release?
- What classification, license, destination screening or customer-furnished-data approval is needed, and who owns each milestone?
- What event triggers notification, a re-plan, expedited work or alternate-source activation?
- What on-time-delivery history is available for a comparable part family, site and customer segment? Request the measurement definition and period.
- After a missed milestone, what is the recovery plan, and how are cost and schedule ownership allocated?
Include a realistic buffer after the last technical acceptance gate, not only before production. Set notification thresholds—for example, a missed material date or forecast variance that triggers notice within one business day—and require a dated recovery plan. Avoid imposing a buffer so large that it hides weak planning; ask the supplier to show the uncertainty it covers.
Score suppliers consistently
Use a weighted scorecard before price becomes the deciding factor. Weight the categories according to part criticality and program exposure, and require evidence for every score.
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| Category | Evidence to score | Red flags |
|---|---|---|
| Certification scope and status | OASIS record, accredited body, site and scope match | Expired, suspended, vague or parent-only certificate |
| Technical and test capability | Equipment, qualifications, approved processes, test capacity | Unqualified subcontracting or no reserved test path |
| Traceability and counterfeit control | Lot/serial records, source controls, segregation and retention | Broken genealogy or undocumented brokers |
| Export-control maturity | Classification, screening, licenses, procedures and trained owners | Ad hoc answers or no documented end-use review |
| Capacity and delivery | Comparable on-time data, load plan, constraints and recovery history | Single-date promises with no assumptions |
| Financial and geopolitical resilience | Sub-tier visibility, alternate sources, ownership and continuity planning | Single-source exposure or opaque foreign control |
| Communication and recovery discipline | Named contacts, escalation cadence, corrective-action closure | Late surprises or unowned actions |
NIST’s due-diligence model specifically calls for attention to foreign ownership or control, provenance, resilience, foundational cyber practices and supply-chain tiers. Ask for the minimum information needed to make those risks visible, protect confidential data, and flow relevant requirements to sub-tier suppliers.
Contract protections against supplier delay
Define the baseline
Attach the accepted configuration, quantity, revision, assumptions, milestone dates and required records to the order. State whether lead time begins at order receipt, technical-data approval, export authorization or another event. If customer-furnished material or data is late, define how the dates move and who must notify whom.
Use triggers, not vague “best efforts” language
- Require notice when a forecast moves beyond an agreed threshold or a critical input is unavailable.
- Require a recovery plan with root cause, new dates, resources, expedited options and cost owner.
- Reserve inspection, audit or source-surveillance rights appropriate to the part’s risk.
- Define substitute material, process or sub-tier approval rules; never allow an unapproved alternate silently.
- Specify records, retention, access and delivery format, including electronic traceability data where needed.
- Set an escalation path from planner to program manager to executive owner, with response times.
Plan alternate-source activation before the crisis
Qualify a second source, material alternate or outside processor where the risk justifies it. Record what would have to be re-qualified, which customer approvals are required, and the lead time to transfer work. An alternate that exists only on a spreadsheet is not a recovery option if tooling, intellectual property, export permissions or test capacity cannot move.
Common due-diligence failures and fixes
“The certificate proves the supplier is safe.”
Failure: accepting a certificate without checking scope, site, expiry, audit status or certification-body accreditation. Fix: verify the record in OASIS and review process evidence for the exact part.
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“The quoted lead time is a delivery commitment.”
Failure: treating one number as inclusive of material, queues, tests, licensing and transit. Fix: require milestone dates, assumptions, owners, buffers and trigger-based recovery.
“Testing can be requested at shipment.”
Failure: discovering late that a required test slot, calibration record or airworthiness tag is unavailable. Fix: map records to requirements at quotation and reserve constrained capacity.
“Export review happens after manufacturing.”
Failure: allowing an unresolved classification, party screen or license to block a finished part. Fix: classify early, document end use and assign a licensing milestone owner.
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“A supplier’s direct operations are the whole supply chain.”
Failure: missing a single-source material mill, special processor, test laboratory or logistics route. Fix: request sub-tier dependencies, approved alternates and continuity evidence, then monitor the highest-risk nodes.
A practical approval sequence
- Define the purchase: freeze part number, revision, quantity, destination, acceptance authority and applicable clauses.
- Screen the supplier: check legal identity, ownership or control, sanctions and export relevance.
- Verify certification: search OASIS, save scope and status, and confirm the role-appropriate 9100-series standard.
- Audit capability: review routing, equipment, qualifications, special processes, test access, capacity and sub-tiers.
- Approve the evidence plan: list material, traceability, inspection, test, calibration, nonconformance, conformance and release records.
- Build the schedule: identify constrained inputs, export milestones, inspection gates, buffers and notification triggers.
- Contract recovery: assign owners, escalation times, alternate-source rules and cost responsibility before the first order.
- Monitor execution: hold reviews at material receipt, process start, special-process completion, test, final inspection, release and shipment.
- Re-qualify when conditions change: repeat the relevant checks after a site move, ownership change, major nonconformance, process change, certificate-status change or new export destination.
The result should be a decision file that another quality or program manager can audit: current certification evidence, requirement-to-record mapping, export rationale, dated schedule assumptions, risk scores, open actions and the agreed recovery path. That file is more predictive of delivery performance than a certificate alone.
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