# AI automation handover: editable runbook

**Blank working template, version 2026-09-27.** Copy per workflow. Replace `[fill in]` with an instruction, person or evidence link. Explain any `Not applicable` field. This template does not certify a workflow.

Companion guide: [AI automation handover checklist and runbook template](https://kastling.co/resources/ai-automation-handover-checklist).

## Workflow identity and responsibility

- Name and purpose: [fill in]
- Business owner and backup: [names and contact routes]
- Technical operator and backup: [names and contact routes]
- Process lead and approval backup: [names and contact routes]
- Support provider, coverage and escalation route: [fill in]
- Runbook owner, version, verification date and review trigger: [fill in]

## Start, finish and boundaries

- Trigger and input: [source; required fields; authorized sender]
- Completion and system of record: [proof; check location]
- Workflow reference: [location and path across systems]
- Actions the automation must never take: [fill in]

## Systems, access and AI configuration

| Dependency | Account owner | Required access and receiving operator's access test | Approved reference |
| --- | --- | --- | --- |
| Source application and input location: [fill in] | [fill in] | [fill in] | [link] |
| Workflow platform and deployment: [fill in] | [fill in] | [fill in] | [link] |
| Destination and final business record: [fill in] | [fill in] | [fill in] | [link] |
| Monitoring, logs and exception queue: [fill in] | [fill in] | [fill in] | [link] |

Credential store reference, access-request route and rotation owner: [fill in]. **Do not put secrets in this runbook, links, screenshots or test records.**

Model or deployment identifier, prompt version, retrieval source versions and allowed tools/actions: [fill in]. Approved configuration location and previous approved version: [links]. Test set, scoring criteria and latest approved result: [links].

## Human decisions and routine operation

- Actions requiring approval before execution: [action, decision rule, named approver, backup]
- Reviewer queue and decision evidence: [location and contents]
- Overdue or rejected approval: [alert, waiting state, closure]
- Routine health check: [view, permission, frequency, expected state, record]
- Quality check: [sample, scoring, threshold, reviewer]
- Alerts: [condition, threshold, destination, responder, escalation]
- Usage and cost: [billing view, owner, review trigger, limit authority]

## Failed work and safe recovery

Distinguish **pending**, **completed**, **failed** and **uncertain** items. State-check location: [fill in]. Exception categories, queue, owner and escalation: [fill in]. Retry limit and authorization: [fill in].

**Uncertain outcome:** Before replay, search the destination by stable workflow reference. Check whether the action completed, identify the unfinished step and name its replay approver. Duplicate prevention and limits: [fill in]. Reconciliation record and reviewer: [fill in].

**Pause:** Control, permission and operator: [fill in]. Immediate stop, queued work and in-flight actions that may finish: [fill in]. Last accepted workflow reference: [fill in].

**Manual fallback:** Owner, steps, business record and duplicate-prevention mark: [fill in].

**Restore:** Previous approved configuration, authority, steps, regression tests and business-record verification: [fill in]. Separately reconcile messages or records already changed.

**Resume:** Authority, conditions, queued and manually completed items, first checks: [fill in].

## Change record

Change requester, approver and operator: [fill in]. Log each model, prompt, source, integration or rule change with version, reason, tests, cost effect, restore reference and approval: [link]. Post-handover support and maintenance: [agreement reference or `None`]. Transfer or shutdown: [exportable assets, account transfer, data retention, access removal and responsible owner].

## Ten-item evidence checklist

Use `Ready`, `Open` or `Not applicable with reason`. Verify access with the receiving owner's account.

| Item | Status | Owner, verifier and date | Evidence link or gap |
| --- | --- | --- | --- |
| 1. Scope, trigger and completion | [fill in] | [fill in] | [fill in] |
| 2. Systems and data map | [fill in] | [fill in] | [fill in] |
| 3. Account and credential control | [fill in] | [fill in] | [fill in] |
| 4. AI configuration and permitted actions | [fill in] | [fill in] | [fill in] |
| 5. Acceptance cases and results | [fill in] | [fill in] | [fill in] |
| 6. Human decisions and backups | [fill in] | [fill in] | [fill in] |
| 7. Monitoring and demonstrated alert | [fill in] | [fill in] | [fill in] |
| 8. Failed work, retry and reconciliation | [fill in] | [fill in] | [fill in] |
| 9. Pause, fallback, restore and resume | [fill in] | [fill in] | [fill in] |
| 10. Support, cost and change ownership | [fill in] | [fill in] | [fill in] |

## Handover exercises and decision

Use approved test records. Log **operator, environment, input, expected and observed results, evidence and gap**: [link].

1. Trace a routine item to its final business record: [result or gap].
2. Route incomplete or ambiguous input to the reviewer: [result or gap].
3. Simulate a failed dependency and demonstrate the alert: [result or gap].
4. Replay a completed item and verify no duplicate consequential action: [result or gap].
5. Pause with queued items and identify in-flight behavior: [result or gap].
6. Complete an item manually, reconcile it and resume safely: [result or gap].
7. Restore the previous approved configuration and rerun relevant tests: [result or gap].

Decision: [Accept for agreed scope / Accept with restrictions / Return for correction]. Receiving owner and date: [fill in]. Restrictions, interim controls, unresolved gaps, owners and review triggers: [fill in]. Tested runbook version and evidence log: [links].