How are instructions for use structured? A template with an explanation of every chapter
Instructions for use under the Machinery Regulation and EN ISO 20607 follow no officially prescribed numbering; what is prescribed is the content, not the order. A structure of eleven chapters has proven itself: general information, safety, technical data, machine description, operation, maintenance, inspections, transport, decommissioning, disposal, annex. The template below shows every heading with an explanation of what belongs there and typical content as an example.
How many chapters do instructions for use need?
Neither the Machinery Regulation nor EN ISO 20607 prescribes a chapter numbering. What is prescribed is which information has to be included. Where it appears is up to the manufacturer, as long as the instructions remain comprehensible for the target group and nothing is missing.
The structure below is the one that has proven itself in inspections and acceptances and that Kaidoc also produces. Three decisions in it are deliberate: the technical data form a main chapter of their own rather than being hidden inside the machine description. Operation comes before maintenance because it is needed more often. Transport and storage come at the back because they are one-off activities; at the front they get in the way of the operator who works with the document daily.
How to use the template: work through the structure from top to bottom. Each heading is followed by one sentence on what belongs there and, below that, typical content as a reference point. Delete what does not apply to your machine; a heading without content is worse than no heading. Mark visibly what you cannot answer instead of quietly leaving it out.
The template: structure with an explanation of every heading
- 1General information · 5 Abschnitte
- 2Safety · 14 Abschnitte
- 3Technical data · 4 Abschnitte
- 4Machine description · 4 Abschnitte
- 5Operation · 7 Abschnitte
- 6Maintenance and servicing · 4 Abschnitte
- 7Inspections and checks · 2 Abschnitte
- 8Transport and storage · 3 Abschnitte
- 9Final decommissioning · 2 Abschnitte
- 10Disposal · 2 Abschnitte
- 11Annex · 2 Abschnitte
The introductory chapter explains the document, not the machine. Keep it short, no technical values; those belong in chapter 3.
In two or three sentences: what the document is for, that it is part of the machine and has to be kept within reach.
- A note that the instructions have to be passed on with the machine
- A request to read the instructions in full before first use
- The wording original instructions or translation of the original instructions
- No listing of your own chapters; the table of contents does that
Two to four simple sentences on what the machine does and what it is intended for, in words, without figures.
- The basic function in one sentence: what goes in, what comes out
- Where it fits into the operating company's process
- Whether the machine works alone or as part of a linked line
Names the legal basis and the main standards applied, with their editions.
- Machinery Regulation (EU) 2023/1230 or Machinery Directive 2006/42/EC, depending on the date of placing on the market
- Other applicable legal acts, such as the EMC and low voltage directives
- EN ISO 12100, EN ISO 13849-1, EN 60204-1, EN ISO 20607
- A reference to associated documents; the list itself belongs in the annex
Describes the groups of people with their roles and tasks at the machine. The required qualification does not belong here but in 2.5.
- Operator: loading, starting, monitoring, unloading
- Setter: changeover, changing parameters, tool changes
- Maintenance staff: maintenance, inspection, fault clearance
- Qualified electrician: work on the electrical equipment
A compact note on intellectual property rights and a disclaimer. No identification data for the machine; that belongs on the cover sheet or the project data page.
- Passing on and reproduction only with written permission
- Exclusion of liability for unauthorised conversions
- Exclusion of liability where non-approved spare parts are used
- Exclusion of liability where the instructions are not followed
The most important and most extensive chapter. It translates the results of the risk assessment into instructions for the people working with the machine.
Explains the signal words used, with their meaning and colour, and the structure of the warnings.
- DANGER: immediately threatening danger, death or severe injury as the consequence
- WARNING: possible dangerous situation, death or severe injury possible
- CAUTION: possible dangerous situation, slight injury possible
- NOTICE: damage to property possible, no risk to people
Basic rules that apply to all life-cycle phases and all groups of people, without pre-empting the specific warnings in the individual chapters.
- Operate the machine only in technically perfect condition
- Do not bypass, remove or defeat safety devices
- Work only by suitably qualified personnel
- Modifications to the machine only with the manufacturer's consent
Defines what the machine was built for and limits that by material, environment, output and operating mode. These limits later determine what counts as misuse and where liability ends.
- Permitted workpieces or materials with limits on dimensions and weight
- Permitted ambient conditions: temperature range, humidity, installation in enclosed spaces
- Permitted operating mode and utilisation, such as duty cycle or cycle rate
- Operation only by instructed personnel; a closing sentence that any use beyond this counts as not intended
Describes misuse that can realistically be expected, not every conceivable abuse. The source is the risk assessment.
- Processing materials that are not approved
- Operation with safeguards bypassed or removed
- Use as a climbing aid or a surface to put things on
- Operation beyond the permitted load or temperature limit
Defines, for each role, the qualification and instruction required. The roles themselves were described in 1.4.
- A qualified electrician for work on the electrical equipment
- Documented instruction of operating personnel before first use
- Minimum age and exclusion of people under the influence of medication or alcohol
- Refresher instruction at defined intervals
What the operating company has to ensure organisationally so that the assumed protective measures remain effective.
- Produce the workplace risk assessment under occupational safety law
- Produce operating instructions and instruct personnel
- Keep the instructions permanently available and legible
- Arrange and document recurring inspections
What the person at the machine has to observe in concrete terms: short, specific and in the language of the task.
- Check safeguards for completeness and function before starting work
- Report defects and faults immediately
- Wear the specified personal protective equipment
- Keep the working area free of obstacles
Which PPE has to be worn for which activity, derived from the residual risks, task-related rather than blanket.
- Safety glasses during changeover and cleaning
- Safety shoes throughout the installation area
- Cut-resistant gloves when handling workpieces
- Hearing protection above the sound pressure level stated in chapter 3.4
Names every safeguard present on the machine, its effect and where it is located. Derive this from the risk assessment rather than writing it freely.
- Guards: fixed covers, movable interlocked doors
- Non-material safeguards: light curtain, safety mat, laser scanner
- Safety switches with and without guard locking
- A reference to the inspection intervals described in chapter 7
The hazards that remain despite design and safeguards. This section is the interface to the operating company's workplace risk assessment.
- For each residual risk: source of the hazard, possible consequence, measure for the operating company
- Crushing and shearing points during changeover and maintenance
- Hot surfaces after operation
- Stored energy in pneumatics, hydraulics and spring accumulators
Where the emergency stop devices are, what they trigger and how they are released and reset.
- Arrangement of all emergency stop devices, ideally with an illustration
- Stop category and effect on drives and power supply
- Releasing, resetting and orderly restart
- A clarification that emergency stop does not replace a safeguard for regular access
Delimits the areas in which nobody may be present during operation, ideally with an illustration and dimensions.
- Movement and slewing ranges of axes, robots or vehicles
- Infeed and outfeed areas of conveyor technology
- Safety distances and marked floor areas
- Access points with interlocking and guard locking
Instructions for the emergency case, in the order in which they are to be carried out.
- Operate the emergency stop and secure the machine against restarting
- Recover injured people, give first aid, call the emergency services
- Inform the supervisor and maintenance
- Clarify the cause and obtain release before restarting
Shows all warning, mandatory action and prohibition signs on the machine with their meaning and location.
- A table with pictogram, meaning and position
- Safety signs to EN ISO 7010
- A note to replace damaged or illegible markings
- An illustration of the machine with the sign positions marked
A main chapter of its own containing only physical characteristics. No identification data such as serial number or year of construction; those belong on the rating plate and the cover sheet.
The basic data in table form, without descriptive prose.
- Dimensions and footprint
- Weight, and centre of gravity where needed
- Power, speed, cycle time, throughput
- Permitted loads and rated capacities
All supplies to be provided on site, with values and tolerances.
- Rated voltage, frequency, connected load, fusing
- Compressed air: operating pressure, air quality, consumption
- Hydraulics: pressure, flow rate, oil type
- Required earthing and equipotential bonding
The conditions under which the machine may be operated as intended. This belongs well towards the front because the validity of all other data depends on it.
- Ambient temperature during operation and storage
- Permitted relative humidity, condensation excluded
- Installation altitude, lighting, required floor condition and load capacity
- Exclusion of explosive atmospheres unless the machine is built to ATEX
The emission values required by the Machinery Regulation, with the measurement method and uncertainty.
- A-weighted emission sound pressure level at the workstation
- Sound power level where the limit value is exceeded
- Measurement method applied and measurement uncertainty
- Vibration, dust or radiation where relevant
Explains structure and function as far as necessary for operation and maintenance. This chapter does not work without images.
One to three sentences plus the overview image with numbered assemblies and a legend.
- Overall view with position numbers
- Legend of the assemblies matching the position numbers
- Delimitation of the scope of supply from work provided on site
Where the operator is during operation and from where each activity is carried out.
- Main operating position with control panel
- Loading and unloading points
- Maintenance access and standing areas
- Areas that may only be entered at standstill
One section per main component with its function and an illustration, not a collected list.
- Drive unit, infeed, processing station, outfeed
- Control cabinet and operating unit
- Safety technology as a component in its own right
- Periphery such as extraction or cooling
The process sequence in the order in which it actually takes place, from material input to the finished part.
- The sequence of a complete working cycle
- Interaction of the main components
- Behaviour at interfaces to upstream and downstream installations
- Behaviour in case of material shortage or jams
The chapter that is used daily. It therefore comes before maintenance and transport. Commissioning and fault clearance are sub-chapters here, not main chapters.
First explain the operating device as a whole, then the individual elements with their function.
- Table: element, symbol, function, position
- Meaning of the indicator lights and status colours
- Structure of the user interface and menu structure
- Key switches and authorisation levels
Only the operating modes actually present, each with the associated protective measures and the required qualification.
- Automatic mode with safeguards closed
- Setting mode with reduced speed and enabling device
- Manual or inching mode
- Who may select which operating mode
What has to be checked before first commissioning and after every standstill, before the machine starts up.
- Checklist before switching on
- Functional test of emergency stop and safeguards
- Check of direction of rotation and supply values
- Release by the responsible person
The switching sequence step by step, in both directions.
- Switch on the main switch, boot the control system, home the axes
- Orderly shutdown at the end of the cycle
- Safe shutdown for longer standstills
- Behaviour after power returns
The recurring activities during operation, phrased as steps to be carried out.
- Loading and unloading
- Selecting a program or recipe
- Monitoring during the run, and what to look out for
- Permitted interventions without stopping the machine
The operating action in detail, supplementing the safety description in 2.11.
- Triggering and the state of the machine afterwards
- Releasing the command device
- Resetting and release
- Restart only after the cause has been removed
A fault table with symptom, possible cause, remedy and responsibility. The responsibility column is the safety-relevant part.
- A responsibility column: operator, maintenance, qualified electrician, manufacturer
- Plain-text messages from the control system with their meaning
- Procedure for material jams
- A note that the machine has to be safely shut down before intervening
Describes plannable activities at standstill. Every section begins with safe shutdown, then the activity follows.
A table with interval, activity, component and the person carrying it out.
- Intervals by operating hours, cycles or calendar time
- A column for the qualification required
- A column for signing off and documenting
- Marking of safety-relevant maintenance points
For each activity: preparation, execution, completion. Preparation always means isolating energy and securing against restarting.
- Safe shutdown and securing following the five safety rules
- Tools and aids required
- Steps in order, with tightening torques where relevant
- Functional test and release on completion
Which substances, where, how much, how often, plus notes on safe handling.
- Lubrication point plan with positions
- Approved lubricants and substitutes
- Fill quantities and change intervals
- A reference to safety data sheets and disposal
Permitted methods and agents, and the methods that are expressly prohibited.
- Approved cleaning agents
- Prohibition of high-pressure cleaners on certain components
- Cleaning intervals per area
- PPE during cleaning
Stays short and is limited to safety-relevant functional tests. No inspection record templates, no PPE inspection; that is the operating company's business.
What is tested, how it is tested and at what interval.
- Trigger every emergency stop device and check its effect
- Open every interlocked guard door while the machine is running
- Interrupt the light curtain with a test rod
- Test interval and documentation of the result
Visual checks and inspections that may only be carried out with the machine at standstill.
- Visual check of covers and cables for damage
- Completeness and legibility of the safety markings
- Firm seating of fastenings on safeguards
- Condition of hoses and lines
Comes at the back because these are one-off activities. Installation and assembly are sub-chapters here.
How the machine is moved safely, with weight, lifting points and permitted lifting equipment.
- Transport weight and centre of gravity
- Marked lifting points, ideally with an illustration
- Permitted lifting equipment and minimum load capacity
- Prohibition of standing under a suspended load
Prerequisites to be provided on site and the assembly steps up to readiness for connection.
- Requirements for the floor, load capacity and alignment
- Clearances required for operation and maintenance
- Assembly sequence for deliveries in several parts
- On-site connections according to the values from 3.2
Conditions for interim storage and measures for longer standstills.
- Permitted storage temperature and humidity
- Preservation and corrosion protection
- Measures before recommissioning after long storage
- Check for transport damage on delivery and documentation of defects
How the machine is permanently taken out of service and dismantled without stored energy becoming a hazard.
Isolating and emptying all energy sources and securing against recommissioning.
- Electrical isolation and securing of the main switch
- Depressurising pneumatics and hydraulics
- Draining operating fluids and residual material
- Marking as decommissioned
Sequence and safety information for dismantling, in particular regarding spring accumulators and heavy components.
- Dismantling sequence, sensibly the reverse of assembly
- Securing components against falling or springing back
- Qualification required for dismantling
- Separation by material group in preparation for chapter 10
A main chapter of its own. Separation of materials and proper disposal of operating fluids and electronics.
Which material groups arise and how they have to be separated.
- Metals, separated by type
- Plastics by their marking
- Composites and insulation material
- Packaging material from delivery
Treatment of substances and components that must not enter the normal recycling stream.
- Hydraulic oil, cooling lubricants and greases as hazardous waste
- Batteries and rechargeable batteries disposed of separately
- Waste electrical and electronic equipment under WEEE
- A reference to the safety data sheets of the operating fluids
The only place with the complete collection of documents. In chapter 1.3 the associated documents appear only as a short reference.
The supplier documentation, structured by trade rather than as an unsorted pile.
- Control and operation, safety technology, drive technology
- Pneumatics, hydraulics, mechanics, extraction
- Data sheets and declarations of conformity of bought-in components
- For each item: manufacturer, type, document number
Your own documents supplied with the machine, with their revision status.
- EU declaration of conformity
- Circuit diagrams, as far as required for operation and maintenance
- Spare parts list and maintenance records
- Extracts from the risk assessment and conformity assessment, where agreed
Where does the mandatory content sit in this structure?
| Mandatory content | Chapter in this template |
|---|---|
| Intended use | 2.3 |
| Reasonably foreseeable misuse | 2.4 |
| Residual risks | 2.10 |
| Required qualification and instruction | 2.5 |
| Personal protective equipment | 2.8 |
| Safeguards and their effect | 2.9, 2.11 |
| Safety markings on the machine | 2.14 |
| Emission values (noise, vibration) | 3.4 |
| Connection and ambient conditions | 3.2, 3.3 |
| Operation and operating modes | 5.1 to 5.5 |
| Fault clearance with responsibility | 5.7 |
| Maintenance with intervals | 6.1, 6.2 |
| Testing of the safety functions | 7.1 |
| Transport, installation, storage | 8.1 to 8.3 |
| Decommissioning and disposal | 9, 10 |
| The wording original instructions | 1.1 and cover sheet |
Check the template against your risk assessment, not only against this table. Every hazard identified there has to reappear as a warning, an instruction or a residual risk.
Where instructions for use fail in practice
- Empty headings: a chapter consisting of one boilerplate sentence stands out in every inspection. Deleting is better than filling.
- Intended use without limits: without figures for material, temperature, load and environment, misuse cannot be delimited, and neither can liability.
- Residual risks that do not come from the risk assessment: if the two documents drift apart, the risk assessment is worthless as evidence.
- Missing responsibility for faults: without stating who may intervene, the fault table becomes an invitation to the operator to reach into the machine.
- Maintenance without safe shutdown: every maintenance activity needs the step of isolating and securing energy before the actual work.
- Technical data scattered across the whole document: values belong in chapter 3 and are referenced elsewhere, not repeated, otherwise versions contradict each other after the first change.
- No revision status: without a version and date it cannot later be demonstrated which version was delivered with which machine.
How binding is this structure?
The order is a recommendation, the content is mandatory. The Machinery Regulation determines which information the instructions for use have to contain; EN ISO 20607 describes how instructions are structured and worded, without prescribing a numbering. So you may reorder, combine and delete chapters that do not apply to your machine.
There are two limits. First: safety information must not be distributed in such a way that it cannot be found while reading about the activity concerned. A warning that appears only in the safety chapter, but not where the hazardous activity is described, does not serve its purpose. Second: what you delete has to be genuinely inapplicable, not merely inconvenient to write.
For partly completed machinery this structure does not apply unchanged. There the assembly instructions take the place of the instructions for use, describing incorporation into the final machinery and naming the conditions under which incorporation is permitted. Chapters on operation and normal operation then largely fall away.
If you want to use the template as a raw framework: put the risk assessment next to it first and work through its hazards one by one. Each has to arrive in the instructions, as a design solution you describe, as a warning at the activity or as a residual risk in 2.10. Anything that ends up in none of these three channels is a gap.
Sources and standards
- Machinery Regulation (EU) 2023/1230, Annex III: instructions for use, information and warnings
- EN ISO 20607: instruction handbook, general drafting principles
- EN ISO 12100: risk assessment and risk reduction, information for use
- EN ISO 7010: graphical symbols, safety signs
- EN 60204-1: electrical equipment of machines
Editions of standards and their harmonised status change continuously. Check standard numbers and editions against the current list in the Official Journal of the EU before applying them. This article is a technical classification and does not replace legal advice.
Frequently asked questions
Is the chapter numbering prescribed?
No. Neither the Machinery Regulation nor EN ISO 20607 prescribes a numbering or an order. What is prescribed is the content. The structure shown here is a proven one that has held up in acceptances and inspections. You may depart from it as long as nothing is missing and the information appears where it is needed.
What belongs in the intended use?
What the machine was built for, limited by material, environment, output and operating mode, that is permitted workpieces with limits on dimensions and weight, ambient temperature and humidity, permitted utilisation and the requirements on operating personnel. These limits determine what counts as misuse. Without concrete figures the section is practically worthless.
How detailed does each chapter have to be?
Detailed enough for the target group to carry out the activity described safely, no more. The safety chapter is regularly the longest; inspections and disposal are short. A chapter filled with a general boilerplate sentence because the heading would otherwise be empty does more harm than a deleted heading.
Can I leave chapters out?
Yes, if they do not apply to your machine. A machine without hydraulics needs no section on hydraulic connection values. But only delete what genuinely does not apply, not what is laborious to write. And adjust the numbering rather than leaving gaps.
Does the structure also apply to partly completed machinery?
Only partly. For partly completed machinery, assembly instructions are supplied instead of instructions for use. They describe assembly, connection and the conditions for safe incorporation into the final machinery; chapters on normal operation and operation largely fall away, while safety and interface conditions become more important.
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This article was produced with AI assistance and reviewed for technical accuracy before publication. Editorial responsibility within the meaning of Art. 50(4) of the AI Act (EU) 2024/1689 lies with Heinrich Knutas.
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