# EU Declaration of Conformity: [High-risk AI system name] [version]

> EU declaration of conformity for a high-risk AI system under Article
> 47 and Annex V of the EU Artificial Intelligence Act (Regulation (EU)
> 2024/1689, as amended by Regulation (EU) 2026/1744). Part A prepares
> and controls the declaration; Part B is the declaration itself, with
> the eight Annex V items in order. Under the amended Article 113 the
> high-risk requirements apply from 2 December 2027 for Annex III systems
> and from 2 August 2028 for systems covered by Annex I legislation;
> check the consolidated text for the dates that apply to you. Replace
> every `[bracketed]` value and every row marked *Example*. This is a
> documentation format, not legal advice.

<!--
Guidance: How to use this template
- Draw up the declaration only after the conformity assessment under
  Article 43 is complete: internal control (Annex VI) or assessment of
  the quality management system and technical documentation by a
  notified body (Annex VII) for Annex III systems, or the procedure of
  the relevant sectoral legislation for Annex I systems (Article 43(3)),
  as the Act requires for your system.
- By signing, the provider takes responsibility for compliance with the
  requirements of Chapter III, Section 2. Do not sign while any
  requirement is open in the evidence table in section 2.
- Keep one declaration per high-risk AI system. If the system also falls
  under other Union harmonisation legislation that requires a
  declaration, Article 47(3) allows a single declaration covering all of
  it, naming each act.
- The declaration must be machine readable and signed physically or
  electronically, and translated into a language the national competent
  authorities of each Member State where the system is made available
  can easily understand.
-->

## Document control

<!-- Guidance: Part A, internal. Track the declaration as a controlled record: Article 47(1) requires keeping it for 10 years after the system is placed on the market or put into service. -->

| Field | Value |
|---|---|
| Document ID | [DoC-001] |
| AI system and version | [Name] [version] |
| Provider | [Legal name] |
| Declaration version | [1.0] |
| Status | [Draft / Signed / Superseded / Withdrawn] |
| Owner | [@regulatory-lead] |
| Reviewers | [@legal], [@quality-manager], [@product-owner] |
| Signatory | [Name, function] |
| Language versions | [EN, DE, FR, other] |
| Machine-readable format | [PDF/A with embedded metadata / XML / other] |
| Retention until | [Date 10 years after placing on the market or putting into service] |
| Last updated | YYYY-MM-DD |

### Approvals

| Role | Name | Decision | Date |
|---|---|---|---|
| Quality manager | [@name] | [Evidence complete / Not complete] | YYYY-MM-DD |
| Legal | [@name] | [Approve / Reject] | YYYY-MM-DD |
| Signatory | [@name] | [Signed] | YYYY-MM-DD |

## Revision history

<!-- Guidance: Article 47(4) requires the declaration to be kept up to date. A substantial modification needs a new conformity assessment and a new declaration. -->

| Version | Date | Author | Change summary |
|---|---|---|---|
| 0.1 | YYYY-MM-DD | [@name] | First draft |
| 1.0 | YYYY-MM-DD | [@name] | *Example:* Signed for release 3.2 |
| 1.1 | YYYY-MM-DD | [@name] | *Example:* Provider address changed; no change to conformity |

## 1. Context and conformity route

<!-- Guidance: Part A. Record why the system is high-risk and which conformity assessment route was used. Pitfall: signing under internal control when a notified body is required, for example for Annex III point 1 (biometrics) where harmonised standards or common specifications were not applied in full (Article 43(1)), or where the sectoral procedure for an Annex I product requires one (Article 43(3)). -->

| Question | Answer |
|---|---|
| High-risk basis | [Article 6(1) and Annex I act / Article 6(2) and Annex III point] *Example:* Annex III, point 4(a): recruitment and selection |
| Conformity assessment procedure | *Example:* Internal control, Annex VI |
| Notified body involved | [Name and number / Not applicable] |
| Other Union harmonisation legislation requiring a declaration | [List / None] |
| Personal data processed? | [Yes / No] |
| Harmonised standards or common specifications applied | [References, see item 6] |

```mermaid
flowchart LR
  A["Classification: Art. 6 and Annex III or Annex I"] --> B["Requirements met: Chapter III Section 2"]
  B --> C["Conformity assessment: Art. 43, Annex VI or VII"]
  C --> D["EU declaration of conformity: Art. 47, Annex V"]
  D --> E["CE marking: Art. 48"]
  E --> F["Registration in EU database: Art. 49, where required"]
  F --> G["Placing on the market or putting into service"]
```

## 2. Evidence before signature

<!-- Guidance: Part A. One row per requirement of Chapter III, Section 2 and the provider duties that support it. Each row needs a link that the signatory has opened. -->

| ID | Requirement | Article | Evidence | Status |
|---|---|---|---|---|
| DOC-EV-001 *(Example)* | Risk management system | Art. 9 | Risk management file RMF-3.2 | Complete |
| DOC-EV-002 *(Example)* | Data and data governance | Art. 10 | Data governance report DG-3.2 | Complete |
| DOC-EV-003 *(Example)* | Technical documentation | Art. 11, Annex IV | `ai-data/ai-act-technical-documentation` file TD-3.2 | Complete |
| DOC-EV-004 *(Example)* | Record-keeping (logs) | Art. 12 | Logging specification LOG-2 | Complete |
| DOC-EV-005 *(Example)* | Transparency and instructions for use | Art. 13 | Instructions for use IFU-3.2 | Complete |
| DOC-EV-006 *(Example)* | Human oversight | Art. 14 | `ai-data/human-oversight-design` HOD-3 | Complete |
| DOC-EV-007 *(Example)* | Accuracy, robustness and cybersecurity | Art. 15 | Validation report VAL-3.2; penetration test PT-12 | Complete |
| DOC-EV-008 *(Example)* | Quality management system | Art. 17 | QMS manual QM-4 | Complete |
| DOC-EV-009 *(Example)* | Conformity assessment record | Art. 43 | Internal control report ICR-3.2 | Complete |

Signature rule: every row must show Complete. [Record who checked and
when.]

## 3. Declaration (Annex V items)

<!-- Guidance: Part B starts here and is the text that is signed. Keep the eight items in the order of Annex V. Use plain, precise wording; do not add marketing claims. -->

**EU DECLARATION OF CONFORMITY**

Declaration number: [DoC-001, version 1.0]

### 3.1 Item 1: AI system identification

| Field | Value |
|---|---|
| Name | [AI system name] *Example:* VH-Screen |
| Type | [Type] *Example:* Candidate shortlisting software, decision support |
| Version and unique reference | [Version, build ID, other reference allowing identification and traceability] *Example:* 3.2.0, build 3.2.0+4471 |

### 3.2 Item 2: Provider

| Field | Value |
|---|---|
| Provider name and address | [Legal name, address] *Example:* Vennamire Hiring Systems GmbH, a fictional provider, [address] |
| Authorised representative (where applicable) | [Name and address / Not applicable] |

### 3.3 Item 3: Sole responsibility

This declaration of conformity is issued under the sole responsibility
of the provider named in item 2.

### 3.4 Item 4: Statement of conformity

The AI system identified in item 1 is in conformity with Regulation
(EU) 2024/1689, as amended, [and with the following other Union law
that provides for an EU declaration of conformity: list acts, or delete
this phrase].

### 3.5 Item 5: Data protection

[Where the system processes personal data:] The AI system complies with
Regulation (EU) 2016/679 [and, where relevant, Regulation (EU)
2018/1725 and Directive (EU) 2016/680]. [Where it does not process
personal data, state so or delete this item according to your legal
advice.]

### 3.6 Item 6: Harmonised standards and common specifications

| Reference | Title | Parts applied |
|---|---|---|
| [Standard reference and date as published in the Official Journal] | [Title] | [Clauses or full] |
| *Example:* EN 18286:2026 (reference cited by Commission Implementing Decision (EU) 2026/2274, October 2026; check the OJ) | Artificial intelligence, Quality management system for EU AI Act regulatory purposes | [Clauses or full] |
| [Common specification reference] | [Title] | [Clauses or full] |

[If none were applied, state that conformity was shown by other means
described in the technical documentation.]

### 3.7 Item 7: Notified body (where applicable)

| Field | Value |
|---|---|
| Notified body name and number | [Name, four-digit number / Not applicable] |
| Conformity assessment procedure | [Annex VII / procedure under the Annex I sectoral legislation] |
| Certificate | [Certificate number and date / Not applicable] |

### 3.8 Item 8: Place, date and signature

| Field | Value |
|---|---|
| Place and date of issue | [City], YYYY-MM-DD |
| Name and function of signatory | [Name, function] |
| Signed for and on behalf of | [Provider legal name] |
| Signature | [Physical or electronic signature] |

## 4. After signature

<!-- Guidance: Part A. List the steps that follow and the events that require a new or updated declaration. -->

| Step or trigger | Action | Owner |
|---|---|---|
| CE marking (Art. 48) | Affix visibly, or digitally for digital-only systems | [@product-owner] |
| EU database registration (Art. 49) | Register before placing on the market where required | [@regulatory-lead] |
| Copy on request | Provide to national competent authorities on request | [@regulatory-lead] |
| Change of provider details | Update declaration version | [@legal] |
| Substantial modification | New conformity assessment and new declaration | [@quality-manager] |
| New or revised harmonised standard applied | Update item 6 | [@quality-manager] |

## 5. References

<!-- Guidance: Keep the official sources the signatory relied on. -->

- Regulation (EU) 2024/1689 (Artificial Intelligence Act), Articles 16,
  43, 47, 48 and 49 and Annexes V, VI and VII, as amended by Regulation
  (EU) 2026/1744; consolidated text on EUR-Lex,
  https://eur-lex.europa.eu/eli/reg/2024/1689/oj
- Lists of harmonised standards for the AI Act published by the
  European Commission (check the Official Journal references).
- Related templates: technical documentation
  (`ai-data/ai-act-technical-documentation`), human oversight design
  (`ai-data/human-oversight-design`), post-market monitoring
  (`ai-data/ai-post-market-monitoring`), fundamental rights impact
  assessment (`ai-data/ai-act-fria`), quality management system
  (`ai-data/ai-act-quality-management-system`), instructions for use
  (`ai-data/ai-act-instructions-for-use`).

## Standard and licence note

Based on Article 47 and Annex V of Regulation (EU) 2024/1689 (the
Artificial Intelligence Act) as amended by Regulation (EU) 2026/1744.
The Annex V items are summarised in original wording; EU legislative
texts are free to reuse, and no text of the Regulation is reproduced
beyond short item names. The provider, system and references are
fictional examples. Check the consolidated text on EUR-Lex and current
Commission guidance before signing. This is a documentation format, not
legal advice. Template licence: MIT.