Mastering EN ISO 20607: Key Principles for Creating Machine Instructions

The EN ISO 20607 key principles for creating instructions are essential for developing comprehensive and clear machine operation manuals. As the first harmonized standard specifically addressing machine instructions, it sets the requirements for manufacturers to prepare safety-related sections of user manuals. These guidelines ensure that information is structured and presented effectively throughout the entire lifecycle of a machine. By adhering to these principles, manufacturers can meet the essential requirements of the Machinery Directive 2006/42/EC and the new EU Regulation 2023/1230, ensuring user safety and regulatory compliance. A well-crafted manual is crucial for safe machine operation and legal compliance, yet it is often overlooked. Below, we outline ten key principles for creating machine instructions that help engineers and designers prepare documentation that is both legally compliant and user-friendly.

1. Plan Instruction Development During Machine Design

Start working on the instruction manual concurrently with the machine design and risk analysis. A common mistake is to postpone documentation until the end of the project, treating it as a necessary evil. This often results in rushed, incomplete manuals that omit crucial information. A lack of complete, reliable instructions can lead to significant legal and practical consequences, such as non-compliance with CE marking requirements or customer refusal to accept the machine.

Planning instruction creation from the start helps avoid these issues. During design and risk assessment, gather information for the manual: operational descriptions, intended and potential misuse, safety measures, installation requirements, emergency procedures, etc. Assign a person or team responsible for documentation and involve them in the design process. This ensures the manual is ready when the machine is completed and its content is well-developed. Remember, the instruction manual is an integral part of the machine and must be provided with the device, just like guards or safety devices.

2. Ensure Compliance with Machinery Directive and EU Regulation

The primary legal framework regulating machine instructions in Europe is the Machinery Directive 2006/42/EC, succeeded by the EU Regulation 2023/1230 (the new Machinery Regulation). Both documents specify essential safety requirements, including detailed user information requirements. Manufacturers must provide an instruction manual that meets these requirements.

Annex I of the Machinery Directive (section 1.7.4) lists several points that instructions must include, such as manufacturer and machine identification data, construction and operation description, intended and contraindicated use, installation, commissioning, and operation instructions, safety measures and residual risk information, safe operation procedures, maintenance plan, required personal protective equipment, noise and emission data, emergency procedures, and more. Each instruction must include (if applicable) all these details at least to the minimum extent specified by regulations.

Regulation 2023/1230 maintains these substantive requirements and introduces some innovations in instruction delivery, such as allowing digital instructions (discussed later in the article). By applying the EN ISO 20607 standard, which was developed to cover the Directive’s requirements, manufacturers can ensure their instructions meet all necessary points. In short, using EN ISO 20607 provides a presumption of compliance with legal requirements for instructions, making it the simplest and recommended way to fulfill manufacturer obligations.

3. Cover the Entire Machine Lifecycle in the Instruction Structure

The instruction manual should guide the user through all phases of the machine’s lifecycle—from transport and installation to commissioning, normal operation, maintenance, potential repairs, and decommissioning. The EN ISO 20607 standard emphasizes covering the full lifecycle of the device. This means planning the document’s structure (table of contents) logically, corresponding to the successive stages of working with the machine. Such an arrangement of information helps readers find the necessary guidance depending on which stage of use they are currently at.

PN-EN ISO 20607 provides a sample instruction structure template that covers all usage phases. Below is a typical machine instruction manual chapter outline with content scope:

Instruction Chapter	Scope and Example Content
Title Page and Identification	Document title (e.g., “User Manual”), machine model/type, manufacturer name and address, year of manufacture, instruction version number, possibly machine serial number. Also include language version designation (“Original Instruction” or “Translation of Original Instruction”).
Table of Contents	Arranged according to chapter order—facilitates document navigation, especially if extensive.
Introduction	Brief overview of the instruction’s purpose, scope of covered machines (models, variants), general guidance on using the document. Include target audience information (e.g., which sections are for operators and which for service).
Machine Description and Operation	General description of the machine’s construction, functions, and operating principles. Indicate main components (preferably with reference to drawings or photos), operator panel description, and control elements. Basic technical data: dimensions, weight, connections (e.g., electrical, pneumatic), performance, operating parameters, environmental requirements (temperature, surroundings).
Safety Requirements (OHS)	General safety instructions applicable when working with the machine. List of symbols and pictograms used on the machine and in the documentation. Information on required personnel qualifications (e.g., trained operators). Residual hazards that could not be eliminated by design—description of these hazards and warnings. Recommended personal protective equipment (PPE) for operators (e.g., goggles, ear protectors, gloves).
Transport and Storage	Safe transport instructions: lifting method (e.g., lifting points, device weight and parts, required equipment (trolleys, cranes), transport securing. Storage conditions before commissioning (e.g., temperature range, moisture protection).
Installation and Assembly	Step-by-step description of installation activities at the target location: foundation or substrate preparation, anchoring or securing method (to ensure stability according to requirements), media connections (electrical connections—connection diagrams, pneumatics, hydraulics), accessory installation, guard setup, possible leveling. All drawings, diagrams, and guidance necessary for proper assembly.
Commissioning (Handover for Operation)	“First start-up” instructions: pre-start activities (e.g., leveling check, oil replenishment), step-by-step start-up procedure, functional and safety tests to perform after installation (e.g., emergency stop switch and guard operation check). Information on any required operator training before starting work.
Operation and Use	Instructions for using the machine under normal conditions—description of available operating modes, operator activities during operation, operation sequences, machine control (what to do to perform a task). Detailed description of control elements—buttons, switches, HMI screens—and their functions. Examples of messages the machine may display and their meanings. What not to do—i.e., warnings against improper use (based on experience and risk assessment).
Unusual and Emergency Situations	Instructions for handling situations deviating from normal operation: what to do in case of emergency stop, safety activation, panel alarm, etc. Procedures for accidents or blockages—e.g., how to safely release jammed material, lower suspended equipment, evacuate/rescue a person electrocuted or caught by a mechanism. Location and operation of emergency switches, description of alarm signals (audible/visual) if present. Fire instructions—e.g., which fire extinguisher to use (CO₂, powder?), and which not to use (water for oil fires). Guidance on handling hazardous substance leaks (how to secure the area, what to neutralize with).
Maintenance and Adjustments	All machine servicing activities not related to ongoing operation but to maintaining usability. Periodic maintenance plan—which activities, at what intervals (e.g., lubricate bearings every 500 hours, replace filter every 6 months). Description of maintenance and repair procedures users can perform, and safety measures during execution (e.g., disconnect power, secure machine against accidental start—lockout/tagout). Adjustments and settings—how to adjust the machine for desired operation (e.g., sensor calibration, clearance settings). Fault diagnosis and troubleshooting—list of common problems and solutions (troubleshooting table). Information on which service activities can only be performed by qualified service (if applicable).
Spare Parts and Materials	List of recommended spare parts affecting safety (e.g., fuses, sensors, guards), with specifications (names, catalog numbers). Recommended consumables (e.g., oil type, grease, belts) to use. Information on part availability from the manufacturer or suppliers.
Decommissioning	Instructions for safe disqualification, disassembly, and disposal of the machine at the end of its life. How to disassemble the device, neutralize any hazardous materials (e.g., drain oils, coolants), how to dispose of individual elements (according to waste regulations).
Appendices	Additional documents supplementing the instruction: electrical, pneumatic, hydraulic diagrams, technical drawings of key components, parts lists, control programs (if available to the user), test results (e.g., balancing, noise test), etc. EU Declaration of Conformity—can be attached as a separate document or within the instruction content.
Index, Glossary	(Optional) Index of terms or alphabetical list of terms in the instruction—facilitates quick information retrieval. Glossary of technical terms or abbreviations used in the document, if numerous.

Of course, the above layout should be adapted to the specific machine—not every instruction will require all the listed chapters or may need additional sections specific to the technology. However, it is important to maintain a logic that covers the entire lifecycle and groups information thematically. It is recommended to start the instruction with general and safety sections, then move on to installation and usage instructions, and end with maintenance and detailed data. Such a user-friendly layout ensures that users (e.g., maintenance engineers) can easily find the maintenance chapter, while operators can find the daily operation section.

4. Include All Required Elements and Information

When creating instructions, ensure that no required elements are omitted. The list of minimum information that instructions must include is determined by the aforementioned Machinery Directive requirements (section 1.7.4.2)—the EN ISO 20607 standard elaborates and specifies them. In practice, this means that instruction content must include, among others, the following elements:

• Machine and manufacturer identification data: manufacturer name and address (and authorized representative, if applicable), machine designation (model/type name exactly as on the nameplate), serial number (though not required by the directive, it’s advisable to include), year of manufacture, software version (if relevant), etc.
• EU Declaration of Conformity: the directive requires attaching a copy of the declaration of conformity or a document containing its content to the instructions. In practice, manufacturers often attach the full declaration as a separate document. It’s important that users receive it and that it is current.
• Machine description and purpose: general machine characteristics, functions, and exact intended use (what users are supposed to do with it). Also, warn against uses for which the machine is not intended, which may arise in practice (so-called foreseeable misuse). Example: “Do not use the press as a lift for people.”
• Installation, assembly, and connection instructions: how to properly install the machine, connect media, and what installation requirements must be met (foundation, ventilation, service space). Provide, for example, anchor tightening torques, electrical connection diagrams, electrical protection requirements (fuses), instructions to reduce noise and vibrations during installation (e.g., leveling, dampers).
• Operation and usage instructions: step-by-step description of operator tasks during normal machine operation—from preparation (e.g., status check, power on), through performing operations (e.g., loading material, pressing the appropriate control buttons), to machine shutdown and securing after work. If operation requires training or qualifications, note this.
• Hazard and residual risk information: details on this topic are expanded in the next point, but in terms of requirements—the instruction must indicate all residual risks that remain despite protective measures. It should also include warnings about activities that may pose a danger (e.g., “Do not put hands between cutting tools without disconnecting power”).
• Protective measures and protective clothing: specify what user-side safety measures are required. For example: “During machine operation, the operator must use hearing protectors and safety goggles.” If guards or protective devices are required and supplied separately, note this.
• Operational guidelines: e.g., regarding stability—under what conditions the machine is stable during operation and when it may tip over (if, for example, it is mobile or tall). Also, e.g., “do not use on inclines greater than X degrees.”
• Transport and handling instructions: how to safely lift, which parts can be disassembled for transport, how to secure moving parts. Providing the machine’s total weight and individual module weights facilitates organizing the appropriate crane or trolley.
• Emergency procedures: what to do in case of failure, accident, or mechanism blockage. These procedures are also discussed in more detail in the following section (principle 7).
• Maintenance, adjustments, repairs: detailed description of machine maintenance activities—both routine (lubrication, cleaning) and reactive (troubleshooting, replacing worn parts). Specify which activities users can perform and which require a specialist or service. All operations must be described for safe execution (lockout/tagout, supports, etc.). Also, provide precautions during maintenance—e.g., “Before starting adjustments, turn off the machine and wait 5 minutes for components to cool.”
• Technical data and parameters: list significant machine parameters (motor power, operating pressure, performance) and emissions (noise, vibrations, substance emissions, radiation, if present). The directive requires specifying noise levels at the workstation or sound power if they exceed specified values. If the machine emits non-ionizing radiation that may be hazardous (e.g., strong electromagnetic fields, UV radiation from lamps), the instruction must inform about this and provide protection methods, especially for people with medical implants.
• Spare parts list: especially those affecting safety. The manufacturer should indicate which spare parts to use (e.g., only original or equivalent) and their specifications. This applies to, for example, fuses, sensors, braking system components, etc., where an incorrect replacement could reduce safety levels.

The above points are just selected examples—the full list is long and detailed. The key principle is: if something results from risk assessment or is required for safe machine use—it should be in the instructions. Therefore, when creating documentation, use checklists (e.g., compliance checklists with the Directive) to tick off each required element. The EN ISO 20607 standard systematically covers recommended chapters and instruction content in chapter 5, greatly facilitating the completion of all information.

5. Use Clear Language Tailored to the Audience

The instruction manual should be written in clear language, tailored to the knowledge and skills level of the average user of the machine. The directive requires that for machines intended for non-professional operators, the language and layout of the instructions consider their expected education and understanding level. Documentation for a simple device operated by a regular worker is written differently than for a complex technological machine operated by an engineer—yet the style must always be clear and factual.

Here are some principles of good communication in instructions (according to EN ISO 20607 and the general EN IEC/IEEE 82079-1 standard on user information):

• Use active voice and imperative mood in commands. Sentences should clearly indicate the action and performer. For example, instead of passively writing “Ensure the machine is clean before starting,” it’s better to directly write: “Clean the machine before starting”. Active form is shorter and easier to understand.
• Short, simple sentences—avoid complex constructions. One sentence should convey one thought or instruction. This prevents users from getting lost in complicated narratives.
• Unambiguous terms—use technical terminology consistently. If a machine part is called a “clamping handle,” stick to that name throughout the document (don’t change to “clamp” or “bracket”). Avoid pronouns that could create ambiguity about what the instructions refer to. Instead of “Attach it to her,” write “Attach the handle to the workbench.”
• Translate into the local language—by law, instructions must be provided in the language of the country where the machine is used (e.g., in Polish in Poland). If the original is in another language, the translation must be labeled “Translation of Original Instruction,” and the original version “Original Instruction.” Ensure professional translation—language errors or unclear translations can lead to dangerous mistakes.
• Neutral and factual style—technical instructions are not the place for flowery language or marketing jargon. Avoid unnecessary embellishments, focus on facts and commands. Write specifically: instead of “Regularly check the condition of components, as this may prevent dangerous situations,” better: “Check the condition of transmission belts every 100 hours of operation—replace worn belts to prevent slipping and power loss.”
• Consider the audience’s knowledge level—if the instruction is for an operator without specialized education, explain basic concepts and avoid complex terms. Conversely, in instructions for service technicians, more specialized vocabulary can be used, assuming their professional qualifications. It’s important to indicate at the beginning of the document (or a given section) who it is intended for—e.g., “The following activities may only be performed by an electrician with SEP qualifications” or “Section for maintenance engineer.”

According to these principles, a sample recommendation in the instruction might read: “1. Press the START button. The machine will begin the work cycle.”—this is a clear instruction where the step is numbered, contains a specific action (“press the button”), indicates the element (START button), and describes the effect (the machine starts working). Such a style allows users to easily follow instructions.

6. Clearly Present Hazards, Residual Risk, and Safety Measures

One of the most important goals of an instruction manual is to inform users of all hazards associated with the machine and how to work safely. Even the best-designed machine can pose some residual risk—the instruction’s task is to identify it and inform users how to minimize this risk during use. PN-EN ISO 20607 dedicates significant attention to this aspect, and the Machinery Directive explicitly requires information on residual risk that remains despite safeguards.

To effectively convey safety information, you should:

• Include a safety section in the instructions (as described in point 3, e.g., “Safety Requirements” chapter). This section should contain general OHS guidelines applicable to the machine and an explanation of safety symbols and markings. This part serves as an introduction to safe machine operation.
• Include all hazard warnings—both those that may occur with intended proper use and with foreseeable improper use of the machine. In other words, if experience shows that users may attempt some unadvised action that is dangerous, they should be warned against it. For example: “Warning: Do not place hands under the guillotine blade during blade replacement—risk of amputation!”.
• Describe each residual hazard—if despite protective measures, certain dangers still exist (e.g., hot surfaces, moving parts accessible during maintenance, electromagnetic fields), the instruction must inform about it. Indicate the location/element posing the hazard, consequences (e.g., burns, crushing, electric shock), and recommended precautions. A hazard table is often used, where one column describes the hazard, and the other—how to avoid it (e.g., “Contact with hot nozzle—risk of burns—use heat-resistant gloves“).
• Use standard markings and signal words—to draw attention to warnings, use pictograms (e.g., triangular warning sign) and warning words like “Danger,” “Warning,” “Caution”. In Polish instructions, these or equivalent terms are often encountered. According to standards, it is usually assumed that:
  • Danger!—immediate threat to life or health (a situation that will certainly cause a serious accident if the hazard is not avoided).
  • Warning!—potential threat of serious injury (an accident may occur if caution is not exercised).
  • Caution!—risk of minor injury or material damage.
    These words should be highlighted (e.g., in capital letters, in red for “Danger”). After them, briefly describe the type of hazard, possible consequences, and how to avoid it. Example of a well-formulated warning:
  Danger! High voltage. Risk of electric shock and death. Before opening the cabinet, disconnect the power and secure the switch against accidental activation. This form immediately signals the seriousness of the hazard and gives specific preventive instructions.
• Don’t overdo the number of warnings—paradoxically, if there are too many warnings (especially about trivial matters), users may stop reading them altogether, treating them as “nonsense.” It’s worth including only those warnings that are significant, result from unresolved hazards or frequent user errors. Warning against everything (e.g., obvious things like “don’t breathe underwater”—a classic absurd example) results in losing the audience’s attention. PN-EN ISO 20607 does not state this explicitly, but common sense suggests filtering warning content—it should be complete but factual.

In summary, the instruction should serve as a safe work manual for the machine. The reader must clearly know what is dangerous and how to avoid it. All protective measures supplied with the machine (guards, switches, locks) should be described so that users understand their operation and necessity. Remember, often information in the instruction is the last barrier protecting against accidents when other measures fail or are bypassed. Therefore, we pay special attention to this part of the document.

7. Describe Procedures for Failures and Emergency Situations

In addition to normal operation principles, the instruction must prepare users for undesirable and emergency situations. Accidents, failures, sudden stops, or other unusual events—this is when users, in panic, look for instructions, hoping for guidance. They cannot be let down—emergency procedures should be clearly described and easy to find.

According to the Directive’s requirements, the instruction must include information on what to do in case of an accident or machine malfunction. EN ISO 20607 also clearly indicates that emergency action methods must be included. Here are the elements to consider:

• Safe machine shutdown: describe how to perform an emergency stop (pressing the “STOP” button) and its consequences. For example: “In case of danger, press the emergency switch—this will immediately cut off power to the actuators. To resume operation, follow the reset procedure described in chapter X.” Users should know where safety elements (mushrooms, disconnectors, pull cords, etc.) are located and how to use them.
• Removing jams and blockages: if the machine has areas where blockages frequently occur (e.g., material jammed in a feeder), the instruction must include a procedure for safely removing the jam. This should include: stopping the machine, disconnecting energy (if required), using special tools or manually unlocking mechanisms, warnings against restarting until everything is ready. E.g.: “In case of paper jam: turn off the machine with the main switch, open the cover (beware of hot elements!), carefully remove the crumpled paper, ensure sensors are not damaged, close the cover, and turn the machine back on.”
• Power or control system failure: what to do if there is a sudden power outage, PLC controller failure, hydraulic hose rupture? The instruction should describe the consequences of such an event (e.g., “in case of air pressure drop, the press will stop in position…”) and operator actions (e.g., “after power restoration, perform a restart according to chapter Y, ensuring…”).
• Operator accident/person entrapment: in the worst-case scenario, the instruction should provide guidance on helping the injured person. For example: “If the operator is trapped in the robot’s movement area, immediately press the emergency switch. Try to establish contact with the injured person. Do not attempt to extract them yourself until the robot is disconnected from power and mechanically immobilized. Immediately call for medical assistance.” Such instructions can save someone’s health or life, so although it’s difficult to predict all scenarios, it’s worth including at least general guidelines consistent with first aid and OHS principles.
• Fire and other external hazards: if the machine contains flammable materials or, for example, hydraulic oil, specify how to extinguish a fire. E.g.: “In case of hydraulic oil fire, use a foam or powder extinguisher. Do not use water—risk of spreading the fire!” The same applies to, for example, hazardous substance leaks (acid, gas)—the instruction should indicate what measures to take (evacuation, ventilation, chemical neutralization).
• Examples of emergency messages and faults: if the machine has a diagnostic system (e.g., displays error codes), the instruction should provide their meaning and response method. This is part of troubleshooting, but also important in emergency mode.

EN ISO 20607 emphasizes not forgetting information about rescuing people (the standard’s amendment even added a point on means for rescuing people). If the machine poses a risk of entrapment or other danger to operators, the manufacturer should anticipate and describe rescue procedures (e.g., manual elevator lifting mechanism in case of power failure).

In summary, the emergency section of the instruction should answer the question: “What to do when something goes wrong?” Users, under stress, will seek quick guidance, so we write these instructions in simple, firm language, preferably in points/steps. Well-developed emergency procedures minimize incident consequences and enable quick and safe machine restoration to operation.

8. Ensure a Clear Form and Graphic Layout of Instructions

Even the best substantive instruction can be ineffective if it is unreadable or chaotically formatted. Therefore, it is important to properly design the document layout—so that it is reader-friendly. Here are some tips in this regard:

• Highlight important elements—primarily safety-related information should stand out against the rest of the text. The standard recommends using highlights such as bold, frames, icons, colors for warning fragments. For example, all warnings can be framed with red borders and an exclamation mark symbol. Checklists or procedure steps should be numbered or bulleted.
• Readable font and text layout—use a font of appropriate size. It is assumed that printed instruction text should be at least 8 points in size, and 10–11 points are recommended for continuous text. Avoid very decorative fonts—simple, sans-serif (e.g., Arial, Calibri) or classic serif (e.g., Times) fonts with good readability are best. Maintain contrast (black text on a white background). Subheadings, headings, and point numbering should be highlighted with a larger font size or color, so users can quickly scan the document and find the relevant section.
• Logical division into chapters and subchapters—apply a hierarchy of headings (e.g., 1., 1.1., 1.2., 2., 2.1., etc.) that reflects the thematic structure. In our table of contents (see point 3), we showed sample main chapters. Inside them, you can also divide into sections. For example, the “Maintenance” chapter can be divided into “Daily Maintenance,” “Weekly Maintenance,” “Service Activities Every 1000h,” “Oil Change,” “Troubleshooting,” etc. This way, users immediately see what is where. Headings should be short and factual—better to name a section “Oil Change” than “Maintenance Activities Related to the Lubrication System.”
• Illustrations, photos, diagrams—it’s worth including them in the instructions, as images often communicate better than verbal descriptions. A photo of the machine with marked control elements, an electrical connection diagram, a drawing showing hazard zones—all increase understanding. Of course, each illustration should be labeled (caption, text reference like “see fig. 5”). Pay attention to graphic quality—they must be clear, readable, and appropriately scaled.
• Tables and lists—use tables to organize data (as we did in this article for the sample instruction table of contents). Bullet or numbered lists are indispensable for step-by-step procedures, listing requirements, parts, etc. They are more readable than “dragging” text in paragraphs.
• Page and section numbering—be sure to number the instruction pages. It’s also good to use headers/footers with the document title, edition number, date—so each page is recognizable. This helps with updates (users see which version of the instruction they have).
• Table of contents and index—for larger instructions, a table of contents at the beginning is essential. An index (alphabetical list of terms) at the end is optional but can be helpful in very extensive manuals where users search for specific terms.

Attention to document form directly affects its usability. If the instruction is well-formatted, users are more likely to reach for it and quickly find the necessary information—which is our goal. It’s also worth considering the format in which instructions are delivered—traditionally paper, but increasingly also electronic (PDF, website). In electronic format, you can use a table of contents with hyperlinks, word search, etc., which is an additional advantage. However, remember that information security is paramount—so even if providing instructions digitally, ensure that users have access to a paper copy (e.g., printed) at least for the OHS section. The requirement to provide instructions on paper in a legal context is further discussed in the FAQ at the end.

9. Tailor Instructions to Different User Groups

A machine may have different user groups: operators (daily users), maintenance/service personnel, installers, and even end-of-life dismantlers. Each group has different responsibilities and knowledge levels. A good instruction should address the needs of all these groups, while clearly distinguishing which information is for whom.

EN ISO 20607 allows documentation to be divided into separate volumes for different audiences. For example, you can prepare a separate installation manual (for the assembly team), a separate user manual (for operators), and a separate maintenance manual (for maintenance personnel). This division can be practical, as an operator does not need to read the entire installation chapter, and an installer does not need to know all the operation details.

However, if all content is in one manual, clearly indicate in the text who each part is intended for. This can be done through appropriate section titles (e.g., “Instructions for Qualified Electrician”), warning frames (“The following activities may only be performed by trained personnel!”) or an icon system (e.g., a wrench symbol for mechanic tasks, a hand symbol for operator tasks). It’s important to avoid situations where an inexperienced user performs a step intended for service because they didn’t notice the distinction.

Example: In a CNC machine instruction, the “Troubleshooting” section may contain both simple tasks (e.g., checking for power—for the operator) and complex ones (e.g., replacing a control module—for the electronics technician). They should be described separately, clearly indicating that the second task requires qualifications. You can use the phrase “FOR SERVICE ONLY” before the description.

Adapting instructions to user groups also manifests in detail level: for the operator, provide practical information “press the START button to…”, while for the maintenance department, you can additionally include, for example, an electrical diagram and describe “the E-Stop sensor inputs (S1…S5) are monitored by the XYZ safety module, blinking error code 2 indicates a sensor failure”. Such details are unnecessary for the operator but very valuable for the service engineer.

Another issue is language—as mentioned in principle 5. If the machine is sold to both professional facilities and individual customers (hobbyists), there may be a need to prepare two versions of the instruction: a simplified (user-friendly) and an extended technical one. More often, however, a single document is used, but with “for the curious” sections—e.g., detailed technical data is placed in appendices to not hinder the reception of basic user content.

The ISO 20607 standard emphasizes that if combining information for different audiences in one manual, clear separation must be maintained. Therefore, when planning the structure (principle 3), it’s worth immediately designating chapters for specific roles. A typical division is: General and Operator Instructions vs. Technical Personnel Instructions. Some redundancy can also be introduced—e.g., key OHS warnings are given both in the operator section and repeated in the service section, so no group misses them or has to search in another chapter.

In summary: know your readers and write with them in mind. Formulate content differently for the operator-assembler than for the engineer. This way, the instruction will be useful and understandable for everyone who needs it, while no one will be overwhelmed by unnecessary information from their perspective.

10. Utilize Supplementary Standards and Best Practices

Finally, remember that EN ISO 20607 is not the only source of guidelines for creating user manuals. Although it is a specific, Directive-aligned set of requirements (a type B standard for machine safety), there are other standards and documents from which to draw additional best practices.

First and foremost, it’s good to know the standard EN IEC/IEEE 82079-1:2019—Preparation of Instructions for Use—General Principles and Requirements. This is an international standard (IEC/ISO) concerning user information for all types of products, not just machines. ISO 20607 was partly based on an earlier draft of 82079-1 but contains additional guidelines specific to machines. Nevertheless, 82079-1 is a treasure trove of knowledge on how to edit instructions: it includes guidance on content organization, documentation creation process, version management, revision marking, and even minimum letter heights. PN-EN ISO 20607 often refers to 82079-1 for general issues, focusing itself on machine safety aspects. Therefore, it’s worth consulting both—applying the recommendations of these standards together will give us a truly professional final result.

Another important reference is the basic standard EN ISO 12100 concerning machine safety—risk assessment. Why? Because a significant portion of instruction content—especially chapters on hazards and safety measures—results from the risk assessment process (according to ISO 12100). ISO 12100 describes the principle of three-stage risk reduction: through design, technical safeguards, and finally through user information (instructions and warnings). In other words, everything that cannot be fully secured by design must be explained in the instructions. Therefore, it’s advisable for the same team or person who conducted the risk assessment for the machine to collaborate on creating the instructions—this way, nothing important will be missed. The Risk Assessment Report can serve as a checklist of hazards to describe in the instructions.

Additionally, there are numerous type C standards, specific to certain types of machines, which often contain additional requirements for instructions. Examples: the standard for industrial robots ISO 10218 requires that the robot’s instruction includes certain specific information about the robot’s work area; the standard for mechanical presses may contain guidelines for describing the two-hand control system, etc. If you design a specific type of machine, check if there is a subject standard for it—and if so, refer to the user information section. Applying C standards also provides a presumption of compliance with the Directive, and they complement general standards in details.

Finally, it’s worth using engineering best practices and industry experience. Review instructions for similar machines on the market—see how competitors address certain issues (but remember copyright—don’t copy, just learn). There are also industry guides and guidelines, and even national OHS regulations that may impose additional obligations (e.g., Polish regulations require that machines have available OHS workplace instructions—often developed based on the manufacturer’s instructions).

In conclusion, ensure that documentation is up-to-date—both in terms of legal status and changes in the machine itself. Standards change (e.g., new regulation 2023/1230 allowing digital instructions—see FAQ), so it’s important to monitor these changes. Similarly, when we introduce modifications to the machine, we should update the instructions. It’s worth establishing a procedure for versioning and issuing technical documentation revisions. This way, users will always have reliable and accurate instructions, which will translate into their safety and our compliance with regulations.

FAQ: EN ISO 20607