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CHAPTER -5 A
PRODUCTION ORGANISATION APPROVAL (CAR 21- SUB PART F )

1. Scope (21.B.5)

Rule 133B provides for approval of an organization engaged in manufacture of an aircraft /

component / item of equipment or part and CAR 21 Subpart F establishes the procedure for
demonstrating the c conformity with the applicable design data of a product, part and appliance
that is intended to be manufactured without a production organization approval under CAR 21
Subpart G. This chapter describes the administrative procedures which the Airworthiness
Directorate officers shall follow when exercising their task and responsibility concerned with
the issuance, a letter of agreement manufacturer of a product, part, or appliance being
manufactured under CAR 21 Subpart F
.
2. Obligations of DGCA (21.B.20)

The Airworthiness Directorate of DGCA has been vested with the responsibility for the
implementation of CAR 21 Section A Subpart F,.

3. Requirements for DGCA (21.B.25)

3.1 Resources:

1. The number of staff deputed for approval of the Production organization shall be
sufficient to perform the allocated tasks.

2. The Head of Regional office shall nominate a production organization approval team for
each applicant or holder of a production organization approval to conduct all relevant
tasks related to the Production Organization Approval as per CAR 21 Subpart F.

3.2 Qualification and training:

All staff shall be appropriately qualified and have sufficient knowledge, experience and
training to perform their allocated task.

4. Acceptance of Application

4.1 Applications made in accordance with CAR 21 Subpart F for an letter of agreement shall be
assigned to an officer not below the rank of Dy. Director of Airworthiness. Form 60 attached
as Appendix – I to this chapter shall be used for applications.
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4.2 The officer concerned will scrutinize the applications for correctness and
completeness. Where incorrect or incomplete information is supplied, it shall be notified to
the applicant by a letter detailing the omissions and errors within Five (05) working days from
the date of receipt of the application.

4.3 Upon receipt of correct application, the officer concerned shall make a first check on
eligibility according to CAR 21 subpart G Para 21.122 and will determine how to proceed with
the application. When eligibility has been fully assessed, within 05 working days time the
officer concerned will inform the applicant, whether the application is accepted or not. The
eligible organization shall be informed of the planned technical investigation with the
tentative time frames.

4.4 A file shall be opened in the name of the organisation and applicable fees shall be
realized from the organization. In case of refusal of an application, the officer concerned shall
notify in writing to the applicant together with the reasons thereof, including a reference to
the provisions for appeal. In such case the fees collected shall be returned.

5. Determination of The POA Team

5.1 After eligibility has been assessed and once principle acceptance is given, the regional
office shall establish an appropriate Investigation team for each applicant for, or holder of, a
letter of agreement to conduct all relevant tasks related to letter of agreement. Officers from
other Regional Offices having necessary competence and previously accumulated experience
may be involved while constituting the Investigation team. The Director of Airworthiness will
nominate a team leader and members to carry out the investigation process. The
composition and size of the basic investigation team may consist of a Team Leader to manage
and lead the Team and if required, one or more in number. The size of the team may vary
depending upon:

(a) Size of the applicant organization;

(b) Complexity of the organization approval applied for;
(c) Number of sites covered by the approval;
(d) Nature of the services to be covered by the organization and its direct impact to
aviation safety.

5.2 Officers not forming part of the investigation team may participate in the investigation
as an observer, for acquiring on job training. For specific technical investigations the basic
team can call for assistance from appropriate technical experts from the industry but not from
the same organisation. Cost of hiring such technical experts shall be borne by the applicant.
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6. Investigation Procedure for letter of agreement (21.B.120)

6.1 The investigation process will be performed according to Section B of CAR 21 and its associated
Acceptable Means of Compliance (AMC) / Guidance Material (GM) and this procedure.
Findings made during the investigation process will be handled by the Team Leader in
accordance with CAR 21 and its associated AMCs/ GMs. The Team Leader shall perform
sufficient investigation activities for an applicant for, or holder of, a letter of agreement to
justify recommendations for the issuance, maintenance, amendment, suspension or
revocation of the letter of agreement. The investigation of applicants for, or holders of, a letter
of agreement as part of the documented procedures covering at least the following elements:

a) evaluation of applications received;

b) determination of investigation team;
c) investigation preparation and planning;
d) evaluation of the documentation (manual, procedures, etc.);
e) auditing and inspection;
f) follow up of corrective actions; and
g) recommendation for issuance, amendment, suspension or revocation of the letter of
agreement.

6.2 Investigation preparation and planning

6.2.1 Following acceptance of an application and before commencing an investigation the

investigation team should identify the site locations needing investigation and liaise with the
other airworthiness offices where there is need to visit a production facility where a
manufacturer has contracted part of the production to another organisation holding a
production organisation approval to inspect a product (or part or appliance) or contracted
under to the sub-contractor not holding a POA.

6.3 Evaluation of the documentation ( manual, procedures, etc.);

6.3.1 The manual and the associate procedures shall be evaluated by the team leader to verify the
compliance CAR 21. The content of manual is placed at Appendix II. The detailed scrutiny of
manual and associated procedure and Production Inspection Systems shall be completed
within 20 working days from date of receipt of such manuals. If found satisfactory, the team
leader shall recommend the same to Director of Airworthiness for Acceptance. The formal
intimation of acceptance shall be communicated to the applicant. In case any amendments in
the draft manuals are considered necessary, the same shall be intimated to the applicant.

6.4 Evaluation and Acceptance of Internal Audit Report

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6.4.1 The Evaluation and Acceptance of internal audit report submitted by the applicant shall be
completed within 05 working days from the date of submission of the report. If any
clarification is required the same shall be sought from the Responsible Manager.

6.5 Acceptance of CAR Compliance Report

6.5.1 The Evaluation and Acceptance of CAR Compliance Report submitted by the applicant shall
be completed within 05 working days from the date of submission of the report. If any
clarification is required the same shall be sought from the Responsible Manager.

6.6 Auditing and inspection

6.6.1 The Team Leader shall inform the organization for Inspection plan by the DGCA Team with in
10 working days after acceptance of CAR compliance report. Subsequently audit team shall
carry out physical verification of availability of necessary organizational infrastructure in terms
of suitable accommodation, manufacturing facility, competent manpower and adherence
to the documented quality assurance system. The inspection process shall be completed
within 10 working days from the date of receipt of CAR compliance report.

6.7 Findings (21.B.125)

6.7.1 During the audit or by any other means, if any objective evidence is found by the investigation
team showing noncompliance with the applicable requirements of Section A of CAR 21 , the
same shall be classified in accordance with CAR 21.A .125 B (a) and recorded on the finding
form ( Appendix-III ). The discrepancies noted shall be communicated to the Responsible
Manager for appropriate corrective action.

6.8 Follow – up of corrective action

6.8.1 Upon receipt of the action taken report, the audit team members shall assess the action taken
for its adequacy and acceptance. The acceptance of the action taken shall be authenticated on
the CA form 2001. The audit team members may carry out follow up inspection, If considered
necessary.

6.8.2 If the organization fails to comply the above discrepancies, the same may be communicated
to the applicant and a copy to Headquarters.

6.9 Recommendation for issuance of letter of agreement

6.9.1 When the full investigation for compliance of the applicant with CAR 21 has been satisfactorily
determined, the following documents shall be put up to the Director of Airworthiness of the
concerned regional office for necessary approval of the Production Organization.
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(a) The completed inspection report wherever possible the phone and fax number and
email address of the organisation shall be provided. (Completed and signed by the
Team Leader and all Team Members);

(b) Details significant findings together with appropriate conclusions and corrective
actions;
(c) The accepted manual.
(d ) Recommendation report for letter of agreement.
(e) Internal Checklist (Appendix IV ) .

6.10 Issue of letter of agreement (21.B.130)

6.10.1 When satisfied that the manufacturer is in compliance with the applicable requirements of
Section A, Subpart F, the concerned DAW shall issue a letter of agreement without undue delay.
The letter of agreement shall contain the scope of the agreement, a termination date and,
where applicable, the appropriate limitations relating to the authorisation. The duration of the
letter of agreement shall not exceed one year. A sample format of letter of agreement is
annexed as Appendix-V.

6.10.2 The agreement should include or reference a pre-defined plan of inspection points
established as part of the production inspection system and agreed with the DGCA to be used
as a basis for the inspections described in 21.A.129 and 21.B.120(c)(5) and its associated AMCs
and GM. The plan should clearly identify inspection point, places, inspection subjects
(materials, process, tooling documentation, human resources, etc.), as well as the focal points
and the method of communication between the manufacturer and the DGCA.

6.10.3 The regional office should detail a method how it will assure itself that the manufacturer is
working in accordance with the manual and the agreed inspection procedures during the
validity period of the agreement. For renewal of this validity period the procedure as defined
in 21.B.140 should be used.

6.10.4 Any conditions under which the agreement will expire (such as termination date and/or
number of units to produce), should be clearly stated in the letter of agreement.

6.11 Maintenance of the letter of agreement (21.B.135)

6.11.1 The regional office shall maintain the letter of agreement as long as:
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(a) the manufacturer is properly using the CA Form 52 as a statement of conformity for
complete aircraft, and the CA Form 1 for products other than complete aircraft, parts and
appliances; and

(b) inspections performed by the RAO / SRAO before validation of the CA Form 52 or the CA
Form -1, as per point 21.A.130(c) did not reveal any findings of non-compliance with the
requirements or the procedures as contained in the manual provided by the manufacturer,
or any non-conformity of the respective products, parts or appliances. These inspections
shall check at least that:

1. the agreement covers the product, part or appliance being validated, and remains valid;

2. the manual described in point 21.A.125A(b) and its change status referred in the letter
of agreement is used as basic working document by the manufacturer. otherwise, the
inspection shall not continue and therefore the release certificates shall not be
validated;

3. production has been carried out under the conditions prescribed in the letter of
agreement and satisfactorily performed;

4. inspections and tests (including flight tests, if appropriate), as per points 21.A.130(b)(2)
and/or (b)(3), have been carried out under the condition prescribed in the letter of
agreement and satisfactorily performed;

5. the inspections by the RAO / SRAO described or addressed in the letter of agreement
have been performed and found acceptable;

6. the statement of conformity complies with point 21.A.130, and the information
provided by it does not prevent its validation; and

(c) any termination date for the letter of agreement has not been reached.

6.12 Record keeping (21.B.150)

(a) The head of the Airworthiness office ( RAO / SRAO) shall establish a system of record-
keeping that allows adequate traceability of the process to issue, maintain, amend,
suspend or revoke each individual letter of agreement.

(b) The records shall at least contain:

1. the documents provided by the applicant for, or holder of, a letter of agreement;

2. documents established during investigation and inspection, in which the activities and
the final results of the elements defined in point 21.B.120 are stated;
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3. the letter of agreement, including changes; and

4. minutes of the meetings with the manufacturer.

(c) The records shall be archived for a minimum retention period of six years after termination
of the letter of agreement.

(d) The RAO / SRAO shall also maintain records of all Statements of Conformity CA Form 52,
and Authorised Release Certificates (CA Form 1, that it has validated.

(e) The recordkeeping for those CA Forms 52 and 1 that have been validated by the RAO /
SRAO should allow verification of such validation by concerned parties including the
recipients of the release certificates.

6.13. Amendment of a letter of agreement (21.B.140 )

(a) The RAO / SRAO shall investigate, as appropriate, in accordance with point 21.B.120 any
amendment of the letter of agreement.

(b) When the RAO / SRAO is satisfied that the requirements of Section A, Subpart F continue
to be complied with, it shall amend the letter of agreement accordingly.

(c) The RAO / SRAO must be satisfied that any change affecting a letter of agreement complies
with the Section A Subpart F before implementation can start. A plan for the change should
be agreed with the applicant in accordance with AMC 21.B.130. If the change affects the
content of the letter of agreement, a new application should be filed and an
amended/revised letter of agreement should be obtained subsequently

6.14 Limitation, suspension and revocation of a letter of agreement (21.B.145 )

(a) The limitation, suspension or revocation of the letter of agreement shall be communicated
in writing to the holder of the letter of agreement. The RAO / SRAO shall state the reasons
for the limitation, suspension or revocation and inform the holder of the letter of
agreement on its right to appeal.

(b) When a letter of agreement has been suspended it shall only be reinstated after
compliance with Section A Subpart F has been re-established.

7. Additional Provisions

7.1 Reporting System

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7.1.1 CAR 21A.3 (b) and 21A.165 (f) detail the Organization responsibilities regarding reporting to
DGCA. The Regional / Sub-Regional Offices shall process the reports in association with the
Aeronautical Engineering Division at DGCA Headquarters. The form and manner for such
reports shall be as laid down in the organization’s procedures as contained in the manual of
the letter of agreement holder.

7.2 Panel of Experts

7..2.1 A panel of Experts (PE) which comprises specialists with extensive technical knowledge
and experience necessary for production as established by DGCA.

7.2.2 The PE specialists shall advise on technical certification principles and technical
interpretation of the implementing rules of the Basic Regulation, technical standardization
and technical training ensuring appropriate technical certification knowledge within DGCA.
They may also act as team members, provided there is no conflict of interest. In such cases
they shall abstain from participating in the deliberations of the PE. The Government of India
rules on the subject shall be applicable to the PE.

7.3 Resolution of Disagreements

7.3.1 Every effort shall be made to resolve all kind of disagreements concerning issues between
DGCA and the Agreement Holder /Applicant at the lowest possible level. The investigation
team will be the primary decision maker in the process under the supervision of its team
leader. The DAW of the Region shall have the ability and power to take the first decisions to
the largest possible extent. If the Agreement Holder / Applicant do not agree with the
Investigating Team decision, the Head of the office as a first step, and the DAW of the region,
will try to reach a mutually acceptable resolution. If an agreement still cannot be reached,
the matter will be brought to the Airworthiness Directorate at Headquarters who will take a
decision thereto. If further escalation is necessary the final decision will be made by the
DGCA following consultation with the panel of experts. In this case the Applicant shall have
the right to be heard by the PE. The opinion of the PE will be communicated to the Applicant
together with the final decision.

7.4 Involvement of the Legal Service

7.4.1 The DAW (Headquarters) may consult the Directorate of Information and Regulation
of DGCA at the earliest possible stage;
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(a) Before the adoption of a negative decision taken during the investigation process
which is subject to appeal according to Indian Aircraft Rules, 1937 Rule no. 3B or this
internal working procedure;
(b) when an applicant or Agreement Holder requests that a disagreement be formally
handled and the DAW (Headquarters) should consult the Directorate of Information
and Regulation of DGCA at the earliest possible stage;
(c) When there is a disagreement with the applicant or certificate holder on a significant
decision affecting the result of the approval process;
(d) In any other case when deemed necessary.

8. Confidentiality of Documents

8.1 All documents and information received and held by DGCA related to the approval procedure
which originates from the Agreement Holder/Applicant or a third party shall not be made public
without the consent of the Agreement Holder /Applicant.

--------xxxx-----------------------

Appendix-I

Application for agreement of production Approval under CAR21, Subpart F Form CA-60
DGC A
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1. Registered name and address of the organization.

2. Trade name(if different):

3. Locations of manufacturing activities::

4. Description of the manufacturing activities under application

a) Identification (TC, P/N , … as appropriate):

b) Termination (No. of units, Termination date, …):

5. Evidence supporting the application, as per 21.A.124(b):

6. Links/arrangements with design approval holder(s)/

Design organization(s)where different from1.
7. Human resources:

8. Name of the person signing the application

Signature of:
Date:

Note :

Applicants for Production Organization Approval (POA) under CAR 21, Subpart F, will be charged as per
Rule 133 ( C )
.
Completion Instructions

Block 1: The name of the organization must be entered as stated in the register of the Indian Companies
Registration Office. For the initial application a copy of the entry in the register of the Indian
Companies Registration Office must be provided to the DGCA.

Block 2: State the trade name by which the organization is known to the public if different from the
information given in Block 1. The use of a logo may be indicated in this Block.

Block 3: State all locations of manufacturing activities that are covered by the application. Only those
locations must be stated that are directly under the control of the applicant stated in Block 1 .

Block 4: This Block must include further details of the manufacturing activities under the approval for
the addresses indicated in Block 3. The Block ‘Identification’ must indicate the products, parts
or appliances intended to be produced, while the Block ‘Termination’ must address any
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information on the limitation of the activity, e.g., by stating the intended number of units to be
manufactured or the expected date of completion of the manufacturing activities

Block 5: This Block must state evidence supporting the determination of applicability as stated in
21.A.121. In addition an outline of the manual required by 21.A.125(b) must be provided with
the application

Block 6: The information entered here is essential for the evaluation of eligibility of the application.
Therefore special attention must be given concerning the completion of this Block either directly
or by reference to supporting documentation in relation to the requirements of 21.A.122 and
AMC 21.A.122.

Block 7 The information to be entered here must reflect the number of staff, or in case of an initial
approval the intended number of staff, for the manufacturing activities under this application
and therefore must include also any associated administrative staff. Block 8: State the name of
the person authorised to sign the application.
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Appendix- II

Contents of the Manual

T he manual referred in 21.A.125A(b) should include, at least the following information:

1. Declaration by the applicant of undertaking in respect of

1.1 the requirements defined in CAR 21 Section A Subpart F

1.2 the procedures contained in the manual and in the documentation mentioned herein
1.3 every legal provision laid down for the carrying on of the business activities (statutory
declaration).

2. Declaration by the applicant certifying the conformity of the manual to the requirements
defined in CAR 21 Section A Subpart F

3. Jobs, power and responsibilities of the accountable personnel

4. Organisation chart, if required by the competent authority

5. Description of the resources, including human resources, with an indication of the personnel
qualification criteria.

6. Description of location and equipment

7. Description of the scope of work, the production processes and techniques, and reference to
the ‘capability list’

8. Communications with the competent authority, and specifically those required by 21.A.125A
(C)

9. Assistance and communication with the design approval holder, and the means of compliance
with 21.A.125A ( c)

10. Amendments to the Manual

11. Description of the Inspection System (including test, see GM No. 2 to 21.A.125A(b), and
21.A.127 and 21.A.128), and the procedures to meet 21.A.126 and associated GM

12. List of suppliers

13. Issuing of the Statement of Conformity and competent authority inspection for validation
If the information is listed in the Manual in a different order a cross-reference to the above
list should be made available in the Manual.
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Appendix- IIII

FINDINGS ON CAR-21 SUBPART F (COMPLIANCE STATUS)

Name of the Organization :Approval Reference :

Survey reference:

Note : Each finding must be identified by number and the number must cross-refer CAR Subpart F

No Finding Level Outstanding Clearance

Action
Date Rep Ref

NAME AND SIGNATURE OFSURVEYOR :

Date :
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Appendix- IV
Internal Checklist

(To be used by RAO/ Sub-RAO)

Issue of Letter of agreement CAR 21 Sub Part F

PART-1

Registered Name of the Applicant:

Trading Name (if different):

Address Requiring approval:

Telephone No.

Fax No.

Email address:

Website details, if any

Description of the manufacturing

activities under application)

Name and Position of Responsible

Manager

Contact details of Responsible Manager

Date of Application

Details of fee Paid :

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PART-2

Observation Remarks
S/N Document(s) Requirement
Sat Unsat N/A

1. Receipt of application in “CA Form 60”

2. Receipt of requisite fees (as per Rule 133C)

3. Submission of following documents:

(a) Production Inspection System

(b) Internal Audit Report

(c) CAR Compliance report

(d) . Links/arrangements with design approval holder(s)/design

organisation(s) where different from from the applicant

6. Meeting with Responsible Manager with DAW.

7. Compliance status of finding

( All findings must be corrected before the agreement can be
can be issued)

8 Recommendation reports from others offices other than main

base where applicable.
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Part-3 (Review of documents )

S/N Observation
Requirement Not
Sat Unsat
Applicable

1. Whether the contents of the Production Inspection System and

associated procedures are consistent with the requirements of CAR-
21 Sub part F ?

2. Whether link between DOA is established ?

3. Whether evidence of the closure of findings are satisfactor

4. .

5. Whether facilities required as per CAR 21 is adequate for the

intended/approved scope of activities applied?

6.

Date: Name and Signature of the Officer:

Remarks of the Team Leader (DDAW):

Name and Signature of the Team Leader( DDAW):

Comments of DAW : Approved / Not Approved

Signature of the DAW :

( )
Director of Airworthiness

Date: _______________
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Appendix- V
Letter Of Agreement for Production without production approval ( Referred in CAR 21 )

LETTER OF AGREEMENT
Directorate General of Civil Aviation

[TRADE NAME (if different)]

[FULL ADDRESS OF THE APPLICANT]
Date (Day, Month, Year)
Reference: [DGCA].F.[XXX]Reference

Subject: PRODUCTION WITHOUT POA, LETTER OF AGREEMENT

Dear Sir

Your production inspection system has been evaluated and found to be in compliance with Section
–A Subpart F of CAR 21 .

Therefore, subject to the condition specified below , we agree that showing of conformity of
products , parts and appliance below may be done Section A Subpart F of CAR 21 .

No of Units P/N S/N

Aircraft
Parts

The following conditions are applicable to this agreement:

1. It is valid whilst [Company Name] remains in compliance with CAR 21, Subpart F.
2. It requires compliance with the procedures specified in [Company Name] Manual Ref. / Issue date
………………………………… .
3. It terminates on …………………………………….
4. The Statement of Conformity issued by [Company Name] under the provisions of 21.130 shall be
validated by the issuing authority of this letter of agreement in accordance with the procedure of
the
above referenced Manual.
5. Mr./ Ms ………………………………….. is hereby authorized to validate the Statement of Conformity/
Authorised Release Certificate.
6. [Company Name] shall notify the issuing authority of this letter of agreement immediately of any
changes to the production inspection system that may affect the inspection, conformity, or
airworthiness of the products and parts listed in this letter.

Date and Signature

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