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Digital instructions · Condition 6 of 6

Safety information on paper for consumer machinery under the Machinery Regulation

Under Regulation (EU) 2023/1230, if machinery is intended for non-professional users, or can reasonably be expected to be used by them, the manufacturer must provide the essential safety information in paper format. This applies even when the full instructions are digital. The paper covers what is essential for putting the machine into service and using it safely.

VSight Nova team · Last reviewed:

What the regulation says

In the case of machinery or a related product intended for non-professional users or that can, under reasonably foreseeable conditions, be used by non-professional users, even if not intended for them, the manufacturer shall provide, in paper format, the safety information that is essential for putting the machinery or related product into service and for using it in a safe way.
Regulation (EU) 2023/1230, Article 10(7) · Regulation (EU) 2023/1230 on machinery, EUR-Lex

Who counts as a non-professional user

The rule covers two cases. Machines intended for non-professional users, such as garden, DIY and home workshop equipment. And machines that, under reasonably foreseeable conditions, can be used by non-professionals even if they are not intended for them.

The second case matters for industrial makers. If a compact machine is sold through general retail or online marketplaces, or is often rented out, consider whether non-professionals can reasonably end up using it.

What stays on paper

The regulation asks for the safety information that is essential for putting the machine into service and for using it safely. It does not ask for the full manual on paper. The full instructions can stay digital, with the marking that shows how to reach them.

  • Main hazards and the warnings that go with them.
  • Safe set-up, assembly and first start.
  • Required protective equipment.
  • What the user must never do, and how to stop the machine safely.
  • How to reach the full digital instructions.

Write for the people who read it

Annex III 1.7.4.1(b) asks that, for non-professional operators, the wording and layout of the instructions take into account the level of general education and acumen that can reasonably be expected. Short sentences, clear pictures and plain words help.

The language rule applies to the safety information too: it must be in the language set by the member state where the machine is sold.

Common mistakes

  • Assuming B2B machines are out of scope. If non-professionals can foreseeably use the machine, the paper rule applies even if you did not intend it for them.
  • Putting everything on paper. The rule asks for the essential safety information. The full manual can stay digital.
  • Only a QR code in the box. For consumer machinery, the essential safety information itself must be on paper, not just a link to it.
  • Paper and digital disagree. When the digital instructions change, check that the printed safety leaflet still matches.

How Nova supports consumer machinery

The paper safety information stays your printed document. Nova carries the full digital instructions that the leaflet points to, and keeps users informed of later safety notices.

  • A public page from the QR on the leaflet or machine, without login or app
  • Safety notices shown as a band on the page of every machine of the model, plus e-mail to subscribed users
  • The operator can ask a question without login and gets an answer only from that machine's instructions, with the page number
  • Documents per language, opening in the user's language
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Questions and answers

Do consumer machines need paper instructions under the Machinery Regulation?

They need the essential safety information on paper. The full instructions for use may still be provided digitally under Regulation (EU) 2023/1230.

What does reasonably foreseeable use by non-professionals mean?

It covers machines not intended for non-professionals that they can still be expected to use, for example through retail or rental. In that case the paper safety information rule applies too.

What safety information must be on paper?

The safety information that is essential for putting the machine into service and using it safely. The regulation does not require the whole manual on paper.

Is a QR code in the box enough for consumer machinery?

No. A QR code can lead to the full digital instructions, but the essential safety information itself must be provided in paper format.

Does the language rule apply to the paper safety information?

Yes. The regulation names the safety information explicitly: it must be in a language easily understood by users, as determined by the member state.

All six conditions for digital instructions

Each condition on its own page: the rule, what it means in practice and the common mistakes.

  1. 1 QR code and access Mark on the machine how to reach the instructions, for the right model.
  2. 2 Download, print, save Users must be able to print, download and save the instructions, even in a breakdown.
  3. 3 10 years online Keep the instructions online for the machine's lifetime and at least 10 years.
  4. 4 Paper copy on request A buyer who asks at purchase gets a paper copy free of charge within one month.
  5. 5 Language Instructions in the language the member state sets, clear and easy to understand.
  6. 6 Consumer machinery Machines non-professionals can use need essential safety information on paper.

Tools for choosing and checking

  • Checklist20 checks across the six conditions. Tick them off or print the list.
  • Platform comparisonThree kinds of platforms, 12 criteria and the questions to ask every vendor.

See it with your own machine.

Send us one manual. We set up that machine's QR page and show it to you the same day.

For information only, not legal advice. Regulation (EU) 2023/1230 applies from 20 January 2027.

Send a manual Check your readiness