The EU Machinery Regulation (Regulation (EU) 2023/1230) applies from 20 January 2027, when the Machinery Directive 2006/42/EC is repealed.
Instructions for use and safety information must be in a language easily understood by users, as determined by the Member State where the machinery is placed on the market or put into service.
Instructions may be supplied in digital form only under set conditions, and the EU declaration of conformity must be translated into the language or languages the Member State requires.
This guide summarises what manufacturers exporting machinery to the EU need to decide on translation scope and languages, with references to the articles.
At a glance
| Regulation | Regulation (EU) 2023/1230 (EU Machinery Regulation) |
|---|---|
| Applies from | 20 January 2027 (Article 54, as corrected on 4 July 2023) |
| Replaces | Machinery Directive 2006/42/EC, repealed on the same date (Article 51(2)) |
| Documents | Instructions for use and safety information, EU declaration of conformity, assembly instructions and EU declaration of incorporation for partly completed machinery |
| Language | Easily understood by users, as determined by the Member State concerned (Article 10(7)) |
| Digital instructions | Allowed: access marked, printable and downloadable, online for at least 10 years, paper copy free of charge within one month on request |
When does it apply and what changes?
The Regulation applies from 20 January 2027 (Article 54). The text first published in June 2023 said 14 January; a corrigendum of 4 July 2023 (OJ L 169) changed it to 20 January.
Directive 2006/42/EC is repealed on the same date (Article 51(2)). Products placed on the market in conformity with the Directive before that date may still be made available (Article 52(1)).
A Directive had to be transposed into national law; a Regulation applies directly in all Member States.
The Regulation does not contain the Directive's "Original instructions" / "Translation of the original instructions" wording. Manufacturers decide how to label cover pages and headers, and translations follow the same approach.
Which language do the instructions need?
Instructions for use, safety information and the Annex III information must be in a language easily understood by users, as determined by the Member State concerned (Article 10(7)). Check the required language for each country of sale first.
- Manufacturers supply the instructions and Annex III information with the machinery (Article 10(7))
- Importers ensure the machinery is accompanied by the instructions (Article 13(4))
- Distributors verify the instructions are in the language set by the Member State of sale (Article 15(1)(c))
- Exception: maintenance instructions for specialised personnel mandated by the manufacturer may be in one official Union language they understand (Annex III, 1.7.4)
On a reasoned request, manufacturers must give the authority the information and documentation showing conformity in a language easily understood by that authority (Article 10(10)), so parts of the technical documentation may need translation.
Can instructions be digital only?
Yes, if the manufacturer (Article 10(7)):
- marks on the machinery (or packaging or an accompanying document) how to access the digital instructions
- provides them in a format users can print, download and save, including instructions embedded in software
- keeps them online for the expected lifetime and for at least 10 years after placing on the market
At the user's request at the time of purchase, paper instructions must be provided free of charge within one month. For machinery that non-professional users can use, essential safety information must be supplied on paper.
In practice, keep a print-ready PDF in each required language even when instructions are digital.
Does the declaration of conformity need translating?
Yes. The EU declaration of conformity follows the model structure in Annex V, Part A, is kept up to date and must be translated into the language or languages required by the Member State where the machinery is placed on the market or put into service (Article 21(2)).
- Supply the declaration with the machinery, or give an internet address or machine-readable code in the instructions (Article 10(8))
- Digital declarations stay online for the expected lifetime and at least 10 years (Article 10(8))
- One single declaration covers all applicable Union acts (Article 21(3))
- By drawing up the declaration the manufacturer assumes responsibility for compliance (Article 21(4))
Partly completed machinery
Partly completed machinery comes with assembly instructions (Annex XI) and an EU declaration of incorporation.
- Assembly instructions: in a language easily understood by the person incorporating the machinery, as determined by the Member State; digital allowed under the same conditions (Article 11(7))
- Paper assembly instructions free of charge within one month on request at purchase (Article 11(7))
- Declaration of incorporation: Annex V, Part B structure, kept up to date and translated as the Member State requires (Article 22(2))
- Technical documentation and the declaration kept for at least 10 years (Article 11(3))
Main contents of the instructions
Annex III, 1.7.4.2 lists the minimum information, where applicable. The first items are:
- business name and full address of the manufacturer (and authorised representative)
- designation of the machinery as marked on it, except the serial number
- the EU declaration of conformity, or the internet address or machine-readable code to access it
- a general description of the machinery
- drawings, diagrams, descriptions and explanations for use, maintenance, repair and checking correct functioning
- a description of the operator workstations
- the intended use
Instructions must cover reasonably foreseeable misuse, and for non-professional users the wording and layout must suit their level of education and acumen (Annex III, 1.7.4.1).
Practical translation points
- Start from the list of countries of sale and the languages each requires.
- Keep signal words and safety wording consistent across the whole manual.
- Translate text in drawings and title blocks; deliver in the original format (DWG, DXF) and PDF.
- Reproduce the original layout so each language version is ready to print.
- Maintain a glossary of part and function names across languages and revisions.
- For revisions, translate only what changed in the source; a full retranslation is rarely needed.
Related law: the EU Cyber Resilience Act (CRA)
Machinery with digital elements may also fall under the Cyber Resilience Act (Regulation (EU) 2024/2847).
- Applies from 11 December 2027; reporting obligations (Article 14) from 11 September 2026 and Chapter IV from 11 June 2026 (Article 71)
- Annex II information and instructions to the user, on paper or electronically, in a language easily understood by users and market surveillance authorities, kept available for at least 10 years or the support period, whichever is longer (Article 13(18))
- Annex II items include manufacturer contacts, vulnerability reporting contact, product identification, intended purpose and security properties, security risks, the DoC address, end of support and secure installation, updating and decommissioning
Checklist
- List the Member States where you will sell
- Confirm the required languages for instructions and the declaration in each
- Check the source instructions cover Annex III of the new Regulation
- Decide on digital supply: access marking, download format, 10 years online, paper on request
- Update the declaration of conformity and translate it
- For partly completed machinery, prepare assembly instructions and the declaration of incorporation
- Apply only source changes to each language version and update the glossary
- Check whether the CRA applies to products with digital elements
FAQ
When does the EU Machinery Regulation apply?
From 20 January 2027 (Article 54). The first published text said 14 January; the corrigendum of 4 July 2023 changed it to 20 January. Directive 2006/42/EC is repealed on the same date.
Can we supply instructions in English only?
Only where the Member State of sale accepts English. The Regulation requires a language easily understood by users, as determined by the Member State (Article 10(7)), so check each country.
Can instructions be digital only?
Yes, if access is marked, the format can be printed and saved, and they stay online for at least 10 years. Paper must be provided free within one month on request at purchase, and essential safety information must be on paper for machinery non-professionals can use (Article 10(7)).
Does the declaration of conformity need translation?
Yes, into the language or languages the Member State requires (Article 21(2)). It can be supplied with the machinery or via an internet address or code in the instructions (Article 10(8)).
Do existing Directive manuals need a full retranslation?
Usually not. Update the source for the new Regulation and translate only the changes into each language, keeping existing terminology through the glossary.
Does Worldone assess regulatory compliance?
No. The manufacturer (and, where applicable, the notified body) decides on applicability and compliance. Worldone Technical Translation translates, edits and manages the language versions of the documents.
How Worldone can help
- Instructions and declarations of conformity for machine tools, industrial robots, semiconductor equipment, packaging machinery and lifting equipment
- Assembly instructions and declarations of incorporation for partly completed machinery
- DTP: original layout, tables, drawings and safety labels reproduced; print-ready PDF and source formats
- Revision management: only changed content translated, glossaries per language
- Multilingual user information, manuals and declarations for CRA products
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Sources
- Regulation (EU) 2023/1230 (EU Machinery Regulation)
- Corrigendum to Regulation (EU) 2023/1230 (OJ L 169, 4 July 2023)
- Regulation (EU) 2024/2847 (Cyber Resilience Act)
This page summarises the legislation for guidance only and is not legal advice. Applicability and compliance are the responsibility of the manufacturer (and, where applicable, the notified body). Check the official texts for later amendments.