# AI Agent Stop Rule Template
From Automation Agency Bots, Bengaluru · automationagencybots.com · WhatsApp +91 99442 26010
Free to use and adapt. Principle: the agent drafts, routes and escalates; a person decides.

## 1. Basics
- Agent / workflow name:
- Channel(s) (WhatsApp, email, web chat, helpdesk...):
- Owner (named person who reviews this agent):
- Date written / last reviewed:
- Purpose in one sentence:

## 2. Systems and data
| System | Read? | Write? | Notes / limits |
|---|---|---|---|
| e.g. Shopify | Yes | No | Order status only |
| | | | |

Data the agent must NEVER ask for, store or repeat:
-

## 3. ALONE: actions the agent may take without approval
(Low-risk, reversible, clear rule)
- e.g. Answer opening hours, address, and FAQs from the approved knowledge base
- e.g. Share order status from live data
-

## 4. WITH APPROVAL: agent drafts, a person confirms
(Higher impact, needs judgement, or hard to undo)
| Action | Who approves | Target approval time |
|---|---|---|
| e.g. Reply to a refund request | Support lead | Same working day |
| | | |

## 5. HARD STOPS: stop and hand over immediately
- [ ] Customer asks for a human
- [ ] Complaint, anger, or abusive language
- [ ] Legal words (lawyer, consumer court, police, fraud, chargeback)
- [ ] Medical / health / safety content
- [ ] Money decisions (refund, discount, credit, price exceptions)
- [ ] Agent confidence low / question outside approved topics
- [ ] Same customer messaged 3+ times without resolution
- [ ] Data/privacy request (access, delete, correct)
- [ ] Industry-specific:

Reply the agent sends when it stops (in your voice):
> e.g. "Thanks, I've passed this to our team. [Name/Team] will get back to you by [time]."

## 6. HANDOVER PACKAGE: what the person receives
- [ ] Full conversation
- [ ] Customer identity and record link (CRM/order)
- [ ] Data collected so far
- [ ] Reason the agent stopped
- [ ] Agent's suggested next step (clearly labelled as a suggestion)
Where it goes (queue/channel/person):
Out-of-hours rule:

## 7. Tone and language
- Languages:
- Tone (e.g. warm, brief, no emojis):
- Always identify as an automated assistant? (recommended: yes)
- Always offer "talk to a person"? (recommended: yes)

## 8. Success measure and review
- What we will measure (e.g. same-day response to all enquiries):
- Review cadence (recommended: weekly for first month, then monthly):
- Who can change this stop rule:
- Change log:
| Date | Change | Approved by |
|---|---|---|
| | | |

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Illustrative entries above are examples only. Need help writing one for your workflow? WhatsApp +91 99442 26010 or email karthickspikey@gmail.com.