Paper copy of the instructions on request under the Machinery Regulation

The three conditions

• The request comes from the user at the time of the purchase.
• The manufacturer provides the instructions for use in paper format.
• Free of charge, within one month.

Tell buyers they can ask

A buyer can only ask at purchase if they know the option exists. A good practice is to mention it in the quote, the order confirmation or the sales terms, and on the page the QR opens.

A short notice is enough, for example: "The instructions for this machine are provided digitally. If you would like a paper copy, tell us when you order and we will send it free of charge within one month."

Make the one month workable

Most manufacturers do not keep printed stock for every model and language. Print on demand from the current published version works, as long as the request reaches the right team quickly.

• Record each request with the date, the machine, the language and the delivery address.
• Print the version that belongs to that machine, not whatever is newest.
• Track open requests against the one-month limit.
• Keep proof of dispatch.

Sales through distributors

When you sell through dealers, the buyer often asks the dealer, not you. Agree how dealers pass on paper requests, so the obligation does not get lost between you.

Common mistakes

• Charging for the paper copy. The regulation says free of charge. Shipping or printing fees for this copy do not fit the rule.
• No channel for requests. If buyers do not know whom to ask, requests end up in random inboxes and miss the month.
• Sending the wrong version. The paper copy should match the machine. Print from the version delivered with it.
• Dropping paper for safety information. This rule is separate from the paper safety information for non-professional users. Both can apply.