AI Act Instructions for Use Template

Instructions for Use: [High-risk AI system] [version]

Deployer-facing instructions for use for a high-risk AI system, organised on Article 13 of the EU Artificial Intelligence Act (Regulation (EU) 2024/1689 as amended by Regulation (EU) 2026/1744, the Digital Omnibus on AI). It covers provider identity, intended purpose, accuracy and its metrics, robustness and cybersecurity, known risks and misuse, performance for specific groups, input data, output interpretation, pre-determined changes, human oversight, resources and maintenance, and logging. Replace every [bracketed] value and every row marked Example. Under the amended Article 113, Chapter III Sections 1 to 3, which include Article 13, apply from 2 December 2027 for Annex III systems and from 2 August 2028 for Annex I systems; check the consolidated text. This is a documentation format, not legal advice: check the current official text and a qualified professional.

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Contents

1. About these instructions
2. Quick reference
3. Provider identity (Article 13(3)(a))
4. Characteristics, capabilities and limitations (Article 13(3)(b))
5. Pre-determined changes (Article 13(3)(c))
6. Human oversight measures (Article 13(3)(d))
7. Resources, lifetime and maintenance (Article 13(3)(e))
8. Logging (Article 13(3)(f))
9. Deployer checklist
10. Glossary and references

1. About these instructions

These instructions are for organisations that use [System name] under their own authority (deployers) and for the staff they assign to operate and oversee it. Read sections 2, 4.7 and 6 before first use.

Example: These instructions cover CRV Shortlist 2.4 by Tarnwick Analytics, a system that ranks job applications against criteria set by the recruiter. They do not cover the separate CRV Schedule Assist module, which has its own documentation.

2. Quick reference

3. Provider identity (Article 13(3)(a))

4. Characteristics, capabilities and limitations (Article 13(3)(b))

4.1 Intended purpose (point (i))

[State the intended purpose, the specific context and the conditions of use, including users, persons affected, settings and geographic scope.]

Example: CRV Shortlist ranks applications for warehouse, driver and customer service roles in the EU. Recruiters set the job criteria and see a ranked list with three bands: invite, review, and low match. The system is intended for organisations that review each list with a trained recruiter.

4.2 Accuracy, robustness and cybersecurity (point (ii))

Example: Validation set of 4,000 historical applications with recruiter decisions, collected YYYY-MM-DD to YYYY-MM-DD; 800 were invited to interview by recruiters (the reference label).

What this means: about one in five suitable applicants is not in the invite band, so recruiters must look beyond it (section 6).

4.3 Known and foreseeable risks (point (iii))

4.4 Explainability (point (iv))

Example: Each ranked application shows the three criteria that contributed most to its band. These are approximations of the ranking logic, not a full explanation; deployers can export them to answer requests under Article 86.

4.5 Performance for specific persons or groups (point (v))

Data on disability and ethnic origin was not available in the validation set. [State how deployers should monitor these groups.]

4.6 Input data and datasets (point (vi))

4.7 Interpreting the output (point (vii))

Example: Bands are a ranking aid, not a suitability decision. A low match band means the CV text matched few of the stated criteria; it does not mean the applicant is unqualified. Never send a rejection based on the band alone.

5. Pre-determined changes (Article 13(3)(c))

6. Human oversight measures (Article 13(3)(d))

Competence needed by oversight staff: [Example: completion of the provider's 4-hour module, knowledge of the job criteria and of the limits in section 4.5].

See ai-data/human-oversight-design for the provider's oversight design record.

7. Resources, lifetime and maintenance (Article 13(3)(e))

8. Logging (Article 13(3)(f))

9. Deployer checklist

• Intended purpose matches your use (section 4.1)
• Oversight staff named, trained and given authority (section 6)
• Input data relevant and representative for your vacancies (section 4.6)
• Monitoring set up for the groups in section 4.5 and those without data
• Log retention set to at least six months (section 8)
• Workers and applicants informed (Article 26(7) and 26(11))
• DPIA and, where required, FRIA use this document as input
• Contact for risk and incident reports saved (section 3)

10. Glossary and references

References (check the current consolidated text):

• Regulation (EU) 2024/1689 (AI Act), Articles 12, 13, 14, 15, 26, 86, 113 and Annex IV: https://eur-lex.europa.eu/eli/reg/2024/1689/oj
• Regulation (EU) 2026/1744 (Digital Omnibus on AI), OJ L 24 July 2026: http://data.europa.eu/eli/reg/2026/1744/oj
• Related templates: ai-data/ai-act-technical-documentation, ai-data/human-oversight-design, ai-data/model-card, ai-data/ai-act-deployer-obligations, ai-data/ai-act-risk-management-system, ai-data/ai-act-declaration-of-conformity

Standard and licence note

Based on Regulation (EU) 2024/1689 (the Artificial Intelligence Act) as amended by Regulation (EU) 2026/1744 (Digital Omnibus on AI), Article 13 on transparency and provision of information to deployers, as published in the Official Journal of the European Union; EU legislative texts are free to reuse. The required content is summarised in original wording and no text of the Regulation is reproduced. Check the consolidated text on EUR-Lex for the binding wording, harmonised standards and Commission guidance; under the amended Article 113 the obligation applies from 2 December 2027 for Annex III systems and from 2 August 2028 for Annex I systems. All organisations, products and figures in examples are fictional. This is a documentation format, not legal advice. Template licence: MIT.