Machinery Regulation 2023/1230: instructions for use checklist.

Annex III, Part B, section 1.7.4.2(1): every item that applies to your machine.

• The business name and full address of the manufacturer and, where applicable, of its authorised representative. 1.7.4.2(1)(a)
• The designation of the machine as marked on it, except for the serial number. 1.7.4.2(1)(b)
• The EU declaration of conformity, or the internet address or machine-readable code where it can be read. 1.7.4.2(1)(c)
• A general description of the machine. 1.7.4.2(1)(d)
• The drawings, diagrams, descriptions and explanations needed to use, maintain and repair the machine and to check that it works correctly. 1.7.4.2(1)(e)
• A description of the workstations operators are likely to occupy. 1.7.4.2(1)(f)
• A description of the intended use. 1.7.4.2(1)(g)
• Warnings about ways the machine must not be used that experience has shown might occur. 1.7.4.2(1)(h)
• Assembly, installation and connection instructions, with drawings, diagrams, the means of attachment and the chassis or installation it is mounted on. 1.7.4.2(1)(i)
• Installation and assembly instructions for reducing noise or vibration. 1.7.4.2(1)(j)
• Instructions for putting the machine into service and using it and, if necessary, for training operators. 1.7.4.2(1)(k)
• The residual risks that remain despite safe design, safeguarding and complementary protective measures. 1.7.4.2(1)(l)
• The protective measures users must take, including any personal protective equipment to provide. 1.7.4.2(1)(m)
• The essential characteristics of the tools that may be fitted. 1.7.4.2(1)(n)
• The conditions in which the machine stays stable during use, transport, assembly, dismantling, testing and foreseeable breakdowns. 1.7.4.2(1)(o)
• How to transport, handle and store it safely, with the mass of the machine and of any parts regularly transported separately. 1.7.4.2(1)(p)
• What to do after an accident or breakdown and, if a blockage is likely, how to clear it safely. 1.7.4.2(1)(q)
• The adjustment and maintenance operations users should carry out, and the preventive maintenance to observe. 1.7.4.2(1)(r)
• How to carry out adjustment and maintenance safely, including the protective measures to take. 1.7.4.2(1)(s)
• The specifications of the spare parts to use, where they affect operators’ health and safety. 1.7.4.2(1)(t)
• Airborne noise values, measured on the machine or established from technically comparable machinery, with their uncertainties, the operating conditions and the measuring methods. 1.7.4.2(1)(u)
• A statement that the A-weighted emission sound pressure level at the workstations does not exceed 70 dB(A). If 70 dB(A) or less 1.7.4.2(1)(u)(i)
• The A-weighted emission sound pressure level at the workstations, where it exceeds 70 dB(A). If above 70 dB(A) 1.7.4.2(1)(u)(i)
• The peak C-weighted instantaneous sound pressure at the workstations, where it exceeds 63 Pa (130 dB in relation to 20 µPa). 1.7.4.2(1)(u)(ii)
• The A-weighted sound power level of the machine, where the emission sound pressure level at the workstations exceeds 80 dB(A). If above 80 dB(A) 1.7.4.2(1)(u)(iii)
• The precautions, devices and means for the immediate and gentle rescue of persons. 1.7.4.2(1)(v)
• Information on the non-ionising radiation emitted, for the operator and exposed persons, in particular people with implantable medical devices. If radiation 1.7.4.2(1)(w)
• For hazardous substance emissions: the characteristics of the capture, filtration or discharge device if you do not supply it, plus the emission flow rate, the concentration around the machine or the effectiveness of the capture or filtration device and how to maintain it. If hazardous substances 1.7.4.2(1)(x)

Annex XI: every item that applies to your partly completed machinery.

• The conditions to meet so that the partly completed machinery is correctly incorporated and the final machinery stays safe. Annex XI, 1
• The information to reuse in the instructions of the machinery it goes into. Annex XI, 2
• A general description of the partly completed machinery. Annex XI, 2(a)
• The drawings, diagrams, descriptions and explanations needed to incorporate, maintain and repair it and to check that it works correctly. Annex XI, 2(b)
• Warnings about ways it must not be used that experience has shown might occur. Annex XI, 2(c)
• Assembly, installation and connection instructions, with drawings, diagrams, the means of attachment and the chassis or installation it is mounted on. Annex XI, 2(d)
• Information on noise or vibration that incorporation is likely to reduce. Annex XI, 2(e)
• The essential health and safety requirements of Annex III that apply to it. Annex XI, 2(f)
• The essential characteristics of the tools that may be fitted. Annex XI, 2(g)
• The conditions in which it stays stable during transport, assembly, dismantling, testing and foreseeable breakdowns. Annex XI, 2(h)
• How to transport, handle and store it safely, with its mass and that of any parts regularly transported separately. Annex XI, 2(i)
• What to do after an accident or breakdown and, if a blockage is likely, how to clear it safely. Annex XI, 2(j)
• The adjustment and maintenance operations users should carry out, and the preventive maintenance to observe. Annex XI, 2(k)
• How to carry out adjustment and maintenance safely, including the protective measures to take. Annex XI, 2(l)
• The specifications of the spare parts to use, where they affect operators’ health and safety. Annex XI, 2(m)
• A clear description of the version of the assembly instructions that matches the model. Annex XI, 2(n)
• If it goes into machinery covered by Annex III, chapters 2 to 6, the information that machinery’s instructions for use need. If chapters 2 to 6 Annex XI, 2
• The EU declaration of incorporation, or the internet address or machine-readable code where it can be read. Annex XI, 3

Annex III, Part B, chapters 2 to 4.

• Recommended products and methods for cleaning, disinfecting and rinsing, including areas that are impossible or inadvisable to reach. Foodstuffs, cosmetics, pharmaceuticals 2.1.2
• Hand-arm vibration: the vibration total value, the mean peak acceleration from repeated shocks and the uncertainty of both, with the operating conditions and measurement method. Hand-held or hand-guided 2.2.1.1
• The accessories and interchangeable equipment that can be used, the suitable fixing or impacted elements and, where appropriate, the cartridges. Portable fixing or impact 2.2.2.2
• Precautions against contamination, conditions of use and adjustments that limit drift, the nozzles, strainers and filters that can be used, checks, calibration and wear-part replacement, and a note on national inspection requirements. Plant protection products 2.4.10
• Vibration transmitted to the hand-arm system or the whole body, including the whole-body value where it exceeds 0.5 m/s² (or a statement that it does not), with the measurement uncertainty. Mobile machinery 3.6.3.1
• If the machine has several uses with interchangeable equipment, how to assemble and use the base machine and each piece of equipment safely. Mobile machinery 3.6.3.2
• The characteristics of its intended travel, its working areas and its danger zones. Autonomous mobile machinery 3.6.3.3
• The maximum working load (with a copy of the load plate or table), the reactions at supports or anchors, ballast, logbook contents, advice where the operator cannot see the load, test reports and the measures before first use when it is assembled on site. Lifting machinery 4.4.2
• The intended use, the limits of use, assembly, use and maintenance instructions, and the static test coefficient. Lifting accessories 4.4.1

• The type and frequency of the inspections and maintenance needed for safety and, where appropriate, the parts subject to wear and when to replace them. 1.3.2
• The means of anchorage, where the machine or its intended installation is not stable enough on its own. 1.3.1
• The specific protective devices and tools for clearing a blockage, and how to use them. 1.3.7
• Further information on fitting errors that could create a risk, where needed. 1.5.4
• Sales literature that does not contradict the instructions on health and safety, and gives the same emission values. 1.7.5

• Cover the intended use and any reasonably foreseeable misuse. 1.7.4.1(a)
• For non-professional operators, adapt the wording and layout to the general education and acumen you can reasonably expect. If non-professional users 1.7.4.1(b)
• Describe clearly the product model the instructions and information correspond to. Art. 10(7)
• Keep them clear, understandable and legible. Art. 10(7), 11(7)
• Write the instructions, the safety information and the Annex III information in a language users easily understand, as determined by each Member State where you sell the machine. Art. 10(7)
• Write the assembly instructions in a language easily understood by the person who incorporates the machinery, as determined by each Member State where you sell it. Art. 11(7)
• Maintenance instructions meant only for specialised personnel mandated by you or your authorised representative may be in a single official EU language that this personnel understands. 1.7.4
• Your contact details (name, postal address and a website, email or other digital contact) in a language easily understood by the people who use or incorporate the machine and by market surveillance authorities. Art. 10(6), 11(6)

When the instructions are supplied in digital format.

• Mark on the machine how to access the digital instructions or, where that is not possible, on its packaging or an accompanying document. Art. 10(7)(a), 11(7)(a)
• Let users print and download them and save them on an electronic device, so they can read them at all times, including during a breakdown. Art. 10(7)(b), 11(7)(b)
• If the instructions are built into the machine’s software, they can still be printed, downloaded and saved. Art. 10(7)(b), 11(7)(b)
• Keep them online for the machine’s expected lifetime and for at least 10 years after it is placed on the market. Art. 10(7)(c)
• Keep them online for at least 10 years after the partly completed machinery is placed on the market. Art. 11(7)(c)
• When a user asks at the time of purchase, supply the instructions on paper, free of charge, within one month. If digital only Art. 10(7)
• When the person who incorporates it asks at the time of purchase, supply the assembly instructions on paper, free of charge, within one month. If digital only Art. 11(7)

• Supply on paper the safety information that is essential for putting the machine into service and using it safely. If non-professional users and digital instructions Art. 10(7)
• Make that paper information cover at least assembly, start-up, use, maintenance and transport, consistent with the full instructions. Commission guidance Guide 2.3, §255
• State on the paper safety information, the packaging or the machine that the purchaser can ask for the instructions on paper free of charge, with a postal address or phone number to ask. Commission guidance Guide 2.3, §255; recital 40
• Put the paper instructions with every unit, including the smallest unit sold when units come in multi-unit packs. If paper Art. 10(7), 11(7); recital 39

• Supply the EU declaration of conformity (Annex V, Part A) with the machine, unless the instructions give its internet address or machine-readable code. Art. 10(8)
• If the declaration is digital, keep it online for the machine’s expected lifetime and at least 10 years after it is placed on the market or put into service. Art. 10(8)
• Check its particulars: the machine (product, type, model, batch or serial number), the manufacturer, the sole-responsibility statement, the Union legislation, the standards or specifications applied, and the signature with place and date. Annex V, Part A
• Keep it up to date and translate it into the language or languages each Member State requires. Art. 21(2)
• Annex I, Part A: a notified body takes part (modules B and C, H or G), and the declaration names it, with its number and the certificate reference. Annex I, Part A Art. 25(2); Annex V, A, 8
• Annex I, Part B: internal production control (module A) is possible only if you applied harmonised standards or common specifications covering all the relevant requirements; otherwise a notified body takes part and the declaration names it. Annex I, Part B Art. 25(3); Annex V, A, 8–9
• Not in Annex I: internal production control (module A), which the declaration states. Not in Annex I Art. 25(4); Annex V, A, 9
• Watch the pending “Omnibus IV” amendment (procedure 2025/0134(COD)): it would require the declaration in digital format, reached through an internet address or machine-readable code. It had not been adopted on 4 November 2026. Pending change COM(2025) 504

• Supply the EU declaration of incorporation (Annex V, Part B) with the partly completed machinery, unless the assembly instructions give its internet address or machine-readable code. Art. 11(8)
• If it is digital, keep it online for at least 10 years after the partly completed machinery is placed on the market. Art. 11(8)
• Check that it lists the Annex III requirements applied and fulfilled, and states that the machinery must not be put into service until the final machinery has been declared in conformity. Annex V, Part B
• Keep it up to date and translate it into the language or languages each Member State requires. Art. 22(2)

• Put a copy of the instructions for use in the technical documentation. Annex IV, Part A
• Put a copy of the assembly instructions in the technical documentation. Annex IV, Part B
• Keep the technical documentation and the declaration available to market surveillance authorities for at least 10 years after placing on the market. Art. 10(3), 11(3)