An AI policy template for organisations is different from a National AI policy framework. A National policy outlines how a country plans to govern AI to advance its national interests. An organisational AI policy explains how your organisation uses AI, integrates it into workflows, and manages AI tools. It gives staff, stakeholders, and auditors a clear view of your approach to AI governance.

AI Policy Templates are not one-size-fits-all

Organisations can use AI policy templates as a helpful starting point, but they must customise them. Your AI policy should reflect your business model, risk appetite, operational reality, and governance structures. The better the AI policy fits your organisation’s established processes, values and structures, the more effective it will be. 

For example, smaller organisations that only deploy (use) AI tools may assign the role of AI Officer to the same person who serves as the DPO or IO. If you don’t develop AI and the DPO already oversees risk and compliance, this will be a good option. But in companies that develop AI systems, the CEDPO recommends separating these roles. This is because where a DPO or IO is involved in building an AI system that processes personal data and also conducts the DPIA for that system, they face a conflict between supporting development and enforcing compliance. Organisations should capture this type of nuance when they customise a template.

An AI policy template must be customised to reflect your organisation’s structure and role in the AI value chain.

How should you customise an AI Policy Template?

Effective AI governance requires a holistic approach that aligns the AI policy with information security, risk management, data protection, and broader compliance structures. Integrating your AI policy into existing governance reduces duplication and ensures consistent oversight. When customising an AI policy template, also consider aligning it with established international frameworks such as:

  • ISO/IEC 42001:2023 (AI Management System Standard)
  • NIST AI Risk Management Framework
  • OECD AI Principles
  • Microsoft also provides detailed guidelines for implementing AI policies and standards responsibly.

Aligning your AI policy with international standards helps you build governance that is scalable across jurisdictions and recognisable in global markets.

Since the AI policy must also reflect the diversity of teams that will use or oversee AI, organisations should establish a cross-functional AI governance committee with representatives from technology, legal, compliance, data protection, risk management, and operational teams. By joining our AI governance programme, your teams will be empowered to leverage existing governance structures to innovate confidently while maintaining compliance with evolving regulatory expectations.

What type of AI Policy Template should you use?

Quite a few AI policy templates are floating around online. But not all templates are equal, as some are more equal than others. So when choosing a template, several factors should be considered. For example, does the organisation that has provided the template have a principle-based approach to AI governance, and does the policy use or refer to a specific legal system that does not apply to me? Since the template is the blueprint for your bespoke AI policy, it must have the foundational characteristics that align with your business model and strategic objectives. There are some policies worth looking at, and those policies have a few things in common.

  1. The AI policy template must be written in plain language and adaptable for all organisations.
  2. A good template will provide guidance and support for implementing the practices outlined in the policy.
  3. The AI policy template must bridge ethical principles with operational implementation and be accompanied by implementation resources, such as AI glossaries, AI screening tools, and AI inventories. This will help organisations document the AI systems they deploy and classify them by risk so that resources can be prioritised.
  4. The AI policy template should align with international best practices and standards such as ISO/IEC 42001, the NIST AI RMF, and the OECD principles. This helps organisations scale across global markets without delay.

Unlike the EU, where the AI Act prescribes binding, linear rules for AI governance, surveying AI laws worldwide shows that most countries have adopted a more flexible approach to AI regulation. This means organisations will need practical tools to close AI governance gaps without disrupting internal processes. So adopting an AI policy template along these lines will help organisations adopt responsible AI without unnecessary complexity.

Using an AI policy template is a great way to start thinking about AI governcan in your organsiation.

Action steps for your organisation

To implement effective AI governance using an AI policy template, organisations should take these practical steps:

  1. Brief your governing body so they can make informed strategic decisions about AI tools to set the tone for your AI policy. Download the template for motivation for a board briefing on AI governance and attend one of our events.
  2. Establish clear accountability structures across teams and appoint responsible owners. Empower those teams to perform their duties by joining our AI governance programme.
  3. Assess current AI usage and associated risks through a gap analysis to identify areas for improvement.
  4. Leverage existing policies and frameworks in information security, data protection, and risk management. Instruct us to align these policies in plain language.
  5. Maintain a record of all AI systems, their purposes, risk levels, data sources, accountable owners, and compliance status. Join our programme for access to AI inventory templates and more. 

You can download a free Michalsons’ AI Acceptable Use Policy template, written in plain language and adaptable for all organisations. This template is not a strategic policy; it’s an AI Acceptable Use Policy for your employees.