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Digital instructions · Condition 5 of 6

Which language instructions need under the Machinery Regulation

Regulation (EU) 2023/1230 requires the instructions, the safety information and the Annex III information in a language easily understood by users, as determined by the member state concerned. In practice that usually means the official language of each country where the machine is sold. Digital instructions follow the same rule, and distributors must check it before selling.

VSight Nova team · Last reviewed:

What the regulation says

The instructions for use, the safety information and the information set out in Annex III shall be in a language which can be easily understood by users, as determined by the Member State concerned, and shall be clear, understandable and legible.
Regulation (EU) 2023/1230, Article 10(7) · Regulation (EU) 2023/1230 on machinery, EUR-Lex

The member state decides

The regulation does not list languages. Each member state determines which language users there must receive. For a machine sold in Germany that is German. For a machine sold in several countries, you need each of those languages.

The text must also be clear, understandable and legible. A rough machine translation of a technical manual can fail that test even when the language is right.

The maintenance instructions exception

Annex III makes one exception. Maintenance instructions meant for specialised personnel mandated by the manufacturer or its authorised representative may be supplied in only one official language of the Union that this personnel understands.

The exception is narrow. It does not cover operating instructions, safety information, or maintenance done by the customer's own staff.

Distributors must check the language

Article 15(2)(c) requires distributors to verify, before making a machine available, that it comes with the instructions in a language users easily understand, as set by the member state where it is sold. Dealers will therefore ask you for the right language versions.

Germany: fines

Member states set their own penalties. In Germany, the MaschinenDG allows fines of up to EUR 10,000 for missing or non-German instructions and up to EUR 100,000 for failing to take corrective action.

Practical setup for several languages

  • Keep one document per language for each model and version.
  • Publish all languages for a version together, so no country lags behind.
  • Let the page open in the user's language and offer the others visibly.
  • Have a native speaker with technical knowledge review safety chapters.

Common mistakes

  • English only for the whole EU. The member state sets the language. English alone does not meet the rule in most countries.
  • Stretching the maintenance exception. It covers only maintenance instructions for specialised personnel mandated by the manufacturer, not operator instructions.
  • Languages out of sync. When only the English version is updated, other countries keep outdated safety content.
  • Unreadable translation. The text must be clear and understandable. Check technical terms and warnings with a native speaker.

How Nova handles languages

Nova keeps each language as its own document for the machine. The page opens in the user's language and lets them switch.

  • Documents per language, with the page opening in the user's language automatically
  • Language chips on the page to switch between versions
  • Published versions stay fixed per language, with version history
  • You see scans and questions, so you know which languages are used
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Questions and answers

Who decides the language of machinery instructions?

The member state where the machine is made available. Regulation (EU) 2023/1230 refers to a language easily understood by users, as determined by the member state concerned.

Is English enough for machines sold in the EU?

Usually not. Each member state sets the language, and most require their own official language. Check the rule for every country you sell into.

Can maintenance instructions be in one language?

Only those intended for specialised personnel mandated by the manufacturer or its authorised representative. They may be in one official EU language that this personnel understands.

Do distributors have to check the language?

Yes. Article 15(2)(c) requires distributors to verify that the instructions are in a language easily understood by users, as set by the member state where they sell.

What are the fines in Germany for missing German instructions?

Under the MaschinenDG, up to EUR 10,000 for missing or non-German instructions and up to EUR 100,000 for failing to take corrective action.

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.

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