Why an operating manual?
The operating manual is part of the machine. It covers intended use, safe operation, maintenance and residual risks that could not be eliminated by design. If it is missing or incomplete, the machine is considered defective – with consequences for conformity and product liability.
Under the Machinery Regulation (EU) 2023/1230, every machine must be accompanied by instructions in the language of the country of use. From 20 January 2027 they may also be provided digitally, under conditions.
Required content under the Machinery Regulation
The requirements for instructions are set out in Annex III of the regulation. Key content includes:
- Name and address of the manufacturer, designation of the machine (type, series, year)
- EU declaration of conformity or the internet address where it can be accessed
- General description, overview drawings and designation of controls
- Intended use and warnings against reasonably foreseeable misuse
- Transport, assembly, installation and commissioning
- Operation, setting up, troubleshooting
- Residual risks, protective measures for the user and personal protective equipment
- Maintenance, servicing and information on wear and spare parts
- Emission data such as noise, where required
- For connected machines: guidance on secure network connection and software updates
Template: how to structure an operating manual
A structure that follows the machine’s lifecycle has proven itself. The standard IEC/IEEE 82079-1 for information for use provides the basis. A practical template:
| Chapter | Content |
|---|---|
| 1 General | Manufacturer, product identification, target groups, symbols and conventions |
| 2 Safety | Intended use, misuse, staff qualification, residual risks, guards, PPE |
| 3 Description | Design, function, assemblies, technical data, rating plate |
| 4 Transport & storage | Lifting points, weights, storage conditions |
| 5 Assembly & installation | Set-up, connections, network |
| 6 Commissioning | Initial start-up, checks, instruction of staff |
| 7 Operation | Controls, operating modes, procedures |
| 8 Troubleshooting | Error messages, causes, remedies |
| 9 Maintenance & servicing | Maintenance plan, intervals, lubricants, wear parts |
| 10 Spare parts | Exploded views, BOMs, ordering information |
| 11 Decommissioning & disposal | Dismantling, disposal information |
| Appendix | Declaration of conformity, circuit diagrams, supplier data sheets |
Writing safety warnings correctly
Safety warnings follow a fixed pattern (e.g. ISO 3864-2 or ANSI Z535.6): signal word, type and source of hazard, possible consequences and measures to avoid it. Signal words indicate severity:
- DANGER – will result in death or serious injury if not avoided.
- WARNING – could result in death or serious injury.
- CAUTION – could result in minor injury.
- NOTICE – property damage, no personal injury.
Important: warnings do not replace design measures. They only address the residual risks from your risk assessment – so both documents should be closely linked.
7 tips for clear instructions
- Define the target group: operators, setters and service technicians need different information.
- Number instructions, one step per sentence, state the result.
- Short sentences, active voice, consistent terminology.
- Images instead of text where possible – straight from the 3D model.
- Name parts with the same name and part number as in the BOM and spare parts catalog.
- Reuse text modules – it saves translation costs and ensures consistency.
- Link every manual unambiguously to the machine version.
Creating operating manuals automatically
The biggest effort rarely lies in writing, but in gathering: BOMs from ERP, images from CAD, item numbers, translations – again with every change. That is exactly the part proquodo automates:
- Structure, BOMs and images are taken straight from CAD, PDM and ERP data.
- Chapter structure, safety notes and standard text come from your template.
- When the design changes, the manual is regenerated – in every language.
- Output as PDF or digitally in the online catalog, per machine and version.
What does your documentation cost today?
Calculate in one minute how many hours and euros you save with automated documentation.