AI TOOL APPROVAL REQUEST FORM
Turn one AI tool request into a decision reviewers can actually complete.
A vendor name in a spreadsheet is not an approval system. Capture the exact plan, users, data, purpose, integrations, controls, evidence, owner, review route, and decision in an editable Word record.
- Free Word download
- No signup
- No upload
- Qualified review required
FREE BROWSER-LOCAL WORD GENERATOR
Create a reviewer-ready request for one AI tool.
Capture the exact plan, users, data, integrations, purpose, controls, and review route. BrandQuill does not approve the tool or assess compliance.
THE PRACTICAL ANSWER
Make each decision narrow, owned, and reviewable.
Treat approval as a narrow operating decision, not a permanent endorsement of a vendor. The same product can present very different risks when its plan, model, plug-ins, connected sources, retention settings, users, data, or output destination changes. The record should let an employee check what is allowed and let a reviewer reconstruct why the decision was made.
WHAT THE TEMPLATE SHOULD CAPTURE
The fields that turn a conversation into a decision record.
Exact tool and configuration
Record the vendor, product, model, account tier, hosting, plug-ins, agents, APIs, and material settings. A brand name alone is too broad.
Owner, users, and business purpose
Name the accountable owner, permitted teams or roles, approved locations, and the specific work the tool may support.
Allowed and prohibited information
Connect the request to real data classifications, customer restrictions, secrets, regulated information, and examples employees can recognize.
Vendor and contract evidence
Record the review of training use, retention, deletion, subprocessors, location, access, ownership, audit rights, and applicable terms.
Access and integrations
Document identities, permissions, repositories, connected systems, browser access, least privilege, monitoring, and offboarding.
Human review and output controls
Define source checks, testing, required reviewers, disclosure, attribution, publication, records, and escalation rules.
Decision, conditions, and expiry
Record approve, revise, reject, or pilot-only status, plus conditions, evidence, approver, date, review date, and material-change triggers.
Incidents and retirement
Point users to the incident route and define what happens when the vendor, configuration, risk, contract, or business need changes.
A WORKABLE PROCESS
Complete the record in four passes.
- 1
Describe the exact request
Separate the tool, plan, configuration, intended users, use cases, data, integrations, and output destination. Split materially different requests into separate records.
- 2
Collect the required evidence
Route the request through the legal, privacy, security, procurement, records, workforce, customer, professional, and operational reviews that apply.
- 3
Write a narrow decision
State what is allowed, what is prohibited, what requires additional approval, which controls are mandatory, and who can stop or change the use.
- 4
Publish, monitor, and re-open
Make the approved list easy to find. Re-open the decision when the tool, terms, model, plan, integrations, data, users, purpose, or risk changes.
COMMON FAILURE MODES
A completed form can still hide the real risk.
- Approving the vendor name without naming the plan, model, features, plug-ins, account type, or settings.
- Writing “no sensitive data” without connecting that phrase to the organization's actual data classifications and customer restrictions.
- Treating tool approval as approval for every use case, output, user, integration, and affected person.
- Recording a yes or no without the evidence, conditions, approver, owner, expiry, and change triggers behind it.
- Publishing a register that employees cannot find, understand, or use before they start work.
THE COMPLETE OPERATING SET
Use one coordinated toolkit instead of disconnected forms.
The BrandQuill AI Policy Operations Kit includes the editable AI policy, tool approval register, use-case risk assessment, incident report, acknowledgement form, Excel AI governance workbook, implementation guide, and lifetime BrandQuill Solo access.
$19 once
No subscription. Seven-day fit guarantee.See the complete kit →Generate a free AI use-case risk assessment →COMMON QUESTIONS
Use the template for structure, not certainty.
What is the difference between an AI tool request and an approval register?
A request collects the facts needed to review one tool and use. The approval register is the living controlled record of all resulting decisions, scope, conditions, evidence, owners, expiry dates, and review status. The free generator creates one editable request and decision record. The complete kit adds the coordinated living register.
Does approving an AI tool approve every use case?
No. Tool approval should be scoped. Sensitive data, consequential decisions, external publication, new integrations, or materially different workflows may require a separate use-case assessment or additional approval.
Is the BrandQuill request editable in Microsoft Word?
Yes. The free browser-local generator creates a normal editable DOCX request and decision record for one AI tool. The complete kit adds the coordinated living approval register and a separate use-case risk assessment.
Does the template determine compliance?
No. It organizes facts and decisions. It does not determine legal, privacy, security, contractual, employment, accessibility, intellectual property, professional, or regulatory compliance.
How often should the register be reviewed?
Set a frequency that matches the risk and revisit the record whenever a material fact changes. Common triggers include new terms, models, plans, integrations, data, users, output destinations, incidents, or legal requirements.