What this page is for
It helps users produce a concrete artifact, checklist, or decision note instead of only reading generic advice. The page is written for people comparing options and preparing a real workflow.
Documentation template
EU AI Act Documentation Template
Use this starter structure to create a practical AI system file. It is useful for internal reviews, customer security questionnaires, investor diligence, and early preparation for higher-risk workflows.
Disclaimer: This template is not legal advice and is not a complete conformity assessment package. High-risk systems may require additional technical documentation, quality management, testing, monitoring, and specialist review.
Copyable system file outline
| Section | What to include |
|---|---|
| 1. System identity | Product name, feature name, owner, version, release date, markets, and review date. |
| 2. Intended purpose | The task the AI is designed to perform, target users, affected people, and excluded uses. |
| 3. Role and supply chain | Your role as provider, deployer, importer, distributor, or downstream integrator, plus model and vendor dependencies. |
| 4. System description | Architecture, model family, data flow, inputs, outputs, integrations, prompts, retrieval sources, and user controls. |
| 5. Risk classification | Prohibited-practice screen, high-risk screen, Annex III review, transparency obligations, and the reason for the chosen classification. |
| 6. Data and evaluation | Data categories, data quality checks, evaluation methods, representative test cases, known gaps, and bias review where relevant. |
| 7. Risk controls | Mitigations, guardrails, access controls, red-team findings, misuse cases, and residual risks. |
| 8. Human oversight | Who reviews outputs, when escalation is required, how overrides work, and what users are told. |
| 9. Logging and monitoring | Events logged, retention approach, issue review cadence, incident response, model-change review, and customer feedback channel. |
| 10. Instructions and notices | User instructions, limitations, AI transparency notice, support contacts, and customer admin guidance. |
| 11. Change history | Model changes, prompt changes, data-source changes, new markets, new customer use cases, and reviewer sign-off. |
Minimum memo for lower-risk features
- One paragraph describing the feature and intended purpose.
- A classification table covering prohibited, high-risk, limited transparency, and minimal-risk signals.
- A copy of the user-facing AI notice, if one is used.
- A dated owner sign-off and next review date.
High-risk evidence add-ons
- Risk management plan and testing evidence.
- Technical logs and record-keeping approach.
- Human oversight design and reviewer instructions.
- Accuracy, robustness, and cybersecurity notes.
- Post-market monitoring and incident workflow.
Official sources
Last reviewed: July 3, 2026.
- EU AI Act Article 11: technical documentation
- EU AI Act Annex IV: technical documentation contents
- EU AI Act Article 12: record-keeping
- EU AI Act Article 13: transparency and instructions for use
- EU AI Act Article 15: accuracy, robustness, and cybersecurity
Updated review note
Review and responsible-use note
EU AI Act Documentation Template is maintained as a practical page for AI compliance self-assessment. Use the result to organize internal review, collect evidence, and decide when a qualified legal or compliance specialist should review the system.
What it does not replace
These tools provide operational checklists and first-pass triage, not legal advice, certification, or a guarantee of EU AI Act compliance.
How to verify the result
The highest-risk scenarios on this site are framed as compliance reviews, not as instructions to build or deploy sensitive AI systems. Useful references include EU AI Act official text and European Commission AI Act overview.
Practical value note
How this page supports the site
EU AI Act Documentation Template gives visitors context about AI Compliance Kit, the workflow boundaries, and how the site's AI compliance review pages should be used. It supports trust by explaining purpose, limitations, contact paths, and review expectations.
Who this is for
EU AI Act Documentation Template is written for founders, product owners, compliance teams, and operators preparing AI systems for review. It assumes the visitor wants to complete a practical task, not browse a decorative landing page.
What to save
The useful result should be a checklist, report, policy draft, questionnaire, or review note that can be copied, downloaded, printed, compared, or used as a next-step working document.
What to check
The output is an operational preparation aid. It should be reviewed against the actual system, data flow, jurisdiction, and qualified legal or compliance advice before production use. Keep the original source material and record the assumptions used for the generated result.
Use this page to understand the site before relying on any generated output or publishing a changed file, policy, or technical configuration. If the result affects a public page, customer-facing workflow, policy decision, or uploaded file, review one sample manually before repeating the workflow in bulk.