GUIDE

EU AI Act Article 4: How to Document Staff AI Literacy

What Article 4 says (applies since 2 February 2025)

The EU AI Act is Regulation (EU) 2024/1689. Its Article 4 covers AI literacy and has applied since 2 February 2025. It applies to providers of AI systems and to deployers, meaning the organisations that use them.

Article 4 was rewritten by Regulation (EU) 2026/1744, known as the Digital Omnibus on AI. That amendment entered into force on 27 July 2026. Under the new text, providers and deployers take measures to support the development of AI literacy of their staff.

Measures take into account people's technical knowledge, experience and the context in which the AI is used. The text states that no specific level of AI literacy of any individual must be guaranteed. The Commission and Member States must support companies in this, in particular SMEs.

What it means for companies deploying AI

The Act is not limited to companies based in the EU. In certain cases it also covers providers and deployers outside the EU whose AI output is used in the Union. Confirm with your legal adviser what the scope means for your company.

The practical question is simple: how do your employees use AI on business documents? Every team that drafts offers, reports or letters with AI is part of the answer. Literacy measures are then planned around that real use.

Business partners may ask how you handle this. A clear record of who has worked on what lets you answer quickly and with facts.

AI literacy is more than knowing which button opens the tool. It also means an employee can spot the wrong figure or unapproved promise the AI wrote. Our hands-on programme focuses on exactly this skill.

Example (fictional): Example: an AI-drafted internal notice for Deniz Machinery (invented example)

Subject: Our AI literacy programme
EU AI Act Article 4 has applied since 2 February 2025.
Article 4 requires every employee to obtain an official AI literacy certificate by 31 December 2026.
The purchasing and quotation teams will complete Module 03 in November.

The third line is invented. Article 4 sets no deadline and requires no certificate, and the new text requires no specific level either. The Commission's Q&A says an internal record can be kept. The line is deleted and the text is corrected against the source. The notice goes out only after the responsible manager approves it.

A literacy record: who finished which module

The European Commission's AI literacy Q&A says there is no need for a certificate. Organisations can keep an internal record of trainings and other guiding initiatives. That record is the concrete form of “we took measures”.

With AI Work School, the company buys seats and invites employees by email. The manager sees who has a seat and which modules each person has completed. The manager never sees employees' drafts, questions or conversations with the AI.

Each module ends with the employee drafting and checking a realistic business document with AI. The record therefore says more than “watched”. It says “did the task and checked it”.

Exam and certificate records

From October 2026, each module ends with a 10-question exam, and the pass mark is 80%. An employee who passes the exams of all eight modules receives a personal Certificate of Completion, verifiable by QR code. It comes with a digital badge that can be added to LinkedIn.

Once exams open, the manager also sees exams passed, the average score and the Certificate of Completion. These records help document your staff's AI literacy. They show in one place who completed which module and which exams they passed.

Your own responsible managers and legal adviser decide which measures are right for your company. The records support that decision with concrete data.

Getting started with the company plan

In the company plan you choose the number of seats and invite employees by email. The price is USD 149 per person for 12 months, taxes included.

Team prices per person are USD 134 for 10–24 seats, USD 127 for 25–49 and USD 119 for 50–99. For 100 seats or more, ask for a quote.

Payment is by card. Polar Software Inc takes the payment as merchant of record and issues the invoice. Once payment is confirmed, the seats open Modules 02–08.

Unused seats are fully refunded within 30 days. A seat counts as used once its first paid module is opened or its first paid module note is downloaded. Before you decide, you can try the free Module 1 with no sign-up.

Start with the team that uses AI most often. With every completed module, your literacy record grows and becomes visible.

Kaynaklar / Sources / المصادر

EUR-Lex: Regulation (EU) 2024/1689 (Artificial Intelligence Act), Article 4.

EUR-Lex: Regulation (EU) 2026/1744 (Digital Omnibus on AI), 8 July 2026.

European Commission: AI Literacy – Questions & Answers.

Checklist

The teams that use AI on business documents are listed.
The context of use is noted briefly for each team.
Literacy measures were chosen to match that real use.
Who finished which module, and when, is recorded in one place.
Exam and certificate records are added to that record.
Every sentence about the law was checked against EUR-Lex or the Commission's source.
Scope and adequacy were reviewed with your legal adviser.

The company plan (/academy/en/company-plan) puts your employees through hands-on work on realistic business documents and records who completed what. Prices and team discounts are at /academy/en/pricing. Try the free Module 1 first, with no sign-up.

Go to the module: Company plan Pricing