# Language of instructions for use in the EU – rules and practice > Each Member State determines the language of instructions for use in the EU itself: under Article 10(7) of Regulation (EU) 2023/1230, they must be in a language which can be easily understood by users, as determined by the Member State concerned. In Germany, Section 2 MaschinenDG requires German for the instructions for use, safety information and the EU declaration of conformity. For every other destination country, you need to check the national rule separately. Source: https://manualpass.eu/en/guides/instructions-for-use-language/ · Updated: 04/10/2026 · ManualPass (https://manualpass.eu) Machinery that is shipped to several EU countries usually needs several language versions of the instructions for use. Exactly which ones is decided not by the Machinery Regulation itself but by each destination country. This guide explains the basic rule, the German requirement, exceptions and pitfalls in translation – and how to sensibly provide several languages with [digital instructions for use](https://manualpass.eu/en/digital-instructions-for-use/). ## Who determines the language of the instructions for use? The Machinery Regulation (EU) 2023/1230 applies directly in all Member States from 20 January 2027. When it comes to language, however, it refers to national law. > “[…] in a language which can be easily understood by users, as determined by the Member State concerned, and shall be clear, understandable and legible.” > — Article 10(7) of Regulation (EU) 2023/1230 The rule covers three groups of documents: the instructions for use, the information set out in Annex III and the safety information. The same principle applies to the **EU declaration of conformity** under Article 21(2): it must be translated into the language or languages required by the Member State. What counts is the country in which the machinery is placed on the market or made available on the market. If you supply from Germany to France, the French rule applies, not the German one. In addition to the language requirement, the Regulation sets a **quality requirement**: the texts must be easily understood by users, clear and legible. A translation that is formally correct but incomprehensible does not fulfil the obligation. ## Which language applies in Germany? Germany has laid down the language in the Machinery Regulation Implementation Act (MaschinenDG). Section 2 applies from 20 January 2027. !!! fakt "Legal basis" The instructions for use and the information under Article 10(7), first subparagraph, the safety information under the fourth subparagraph and the EU declaration of conformity must be “drawn up in German”. For partly completed machinery, this applies accordingly to the assembly instructions and the declaration of incorporation. — Section 2 MaschinenDG The German legislator justifies this as being “in the interest of consumers, end users and market surveillance authorities” (Bundestag printed paper 21/1507). For the German market, English instructions are therefore not sufficient, even if the customers are professionals. Infringements are subject to fines. If the instructions for use are not provided in German (Section 9(1) no. 4) or the EU declaration of conformity is not provided in German (no. 6), a fine of up to 10,000 € is possible. ## What applies in other EU countries? Each Member State lays down its own language rule. Many states require their own official language. **Multilingual Member States** may require several languages, for example Belgium, Finland or Luxembourg. Whether they do so, and for which documents, follows from the respective national implementing legislation. For this guide, we have only checked the wording of the German rule. The national implementing acts of the other Member States have not been evaluated in detail. The following overview is therefore **not a binding country table** but a working template. | Destination country | Language rule for instructions for use and EU DoC | Status | |---|---|---| | Germany | German (Section 2 MaschinenDG) | checked | | Multilingual Member States (e.g. Belgium, Finland, Luxembourg) | May require several languages | check in destination country | | All other Member States | Determined by the respective Member State | check in destination country | | Countries outside the EU (e.g. Switzerland) | Own legal situation, not covered by the Machinery Regulation | check in destination country | !!! achtung "Common misconception" “Official language equals mandatory language.” This seems obvious, but it is not automatically correct. For each destination country, check the national implementing provision for the Machinery Regulation, for example via the competent market surveillance authority, your trade association or a local importer. How to proceed for a new destination country: - ☐ Identify the national implementing provision for the Machinery Regulation - ☐ Note the required language(s) for instructions for use, safety information and EU declaration of conformity - ☐ For multilingual states, check whether different languages are required regionally - ☐ Document the source and date of the check - ☐ Repeat the check before every new market entry and whenever the law changes ## Are there exceptions for specialised personnel? Yes, but they are narrowly limited. The Machinery Regulation contains a new exception for **maintenance instructions** intended for the manufacturer’s specialised personnel. !!! fakt "Legal basis" Maintenance instructions intended for specialised personnel of the manufacturer or its authorised representative may be supplied “in only one official language of the Union which is understood by that specialised personnel.” — Annex III, Part B, section 1.7.4 of Regulation (EU) 2023/1230 The exception only applies to personnel of the manufacturer or its authorised representative. Maintenance instructions for your customers’ maintenance staff are not covered. The instructions for use for operators must be available in the language of the destination country in any case. ## Original instructions and translation – what still applies? Under the Machinery Directive 2006/42/EC, a distinction had to be made between “original instructions” and “translation of the original instructions”. According to our review, this distinction no longer appears in Annex III, section 1.7.4 of the Machinery Regulation. This point has **not yet been conclusively clarified**. Check it against the wording on EUR-Lex and watch for the European Commission’s guidance on the Machinery Regulation, which has not yet been published. Regardless of this, it is advisable to record internally which language version is the source version and from which version the translations were produced. ## How do you ensure translation quality? The Regulation does not prescribe a translation method. But it does require the instructions to be easily understood, clear and legible. The manufacturer is responsible for this. Importers must ensure that the instructions accompany the machinery (Article 13(4)); distributors check whether they are provided in a language that can be easily understood (Article 15(2)). More on the role of importers in the guide [obligations for importers](https://manualpass.eu/en/guides/machinery-regulation-importer-obligations/). A fixed process has proven effective: 1. **Approve the source text.** Only translate approved versions; otherwise language versions with different content will arise. 2. **Define terminology.** A list of component names and warning terms ensures consistent translations. 3. **Have it reviewed by a specialist.** A person with language and technical expertise reviews in particular safety instructions and warnings. 4. **Machine translation only with review.** Pre-translations save time but do not replace expert review. 5. **Keep versions in sync.** If the source version changes, all language versions must be updated. ### Who is responsible for translation errors? Towards market surveillance, the manufacturer remains responsible for the instructions, even if a service provider did the translation. Importers and distributors bear their own verification obligations under Articles 13 and 15. Anyone who sells a product under their own name or trade mark is considered a manufacturer themselves under Article 17. Whether and how you can take recourse against the service provider for a translation error depends on your contract, not on the Machinery Regulation. Therefore set out review obligations and approval in writing. !!! tipp "Practical tip" For each machine type, keep an overview of which language version corresponds to which version of the source text. This lets you spot outdated translations before a customer or an authority does. ## How do you provide several languages digitally? Under Article 10(7), the instructions for use may be provided in digital format. With several languages, this has a practical advantage: instead of thick multilingual paper binders, a single access information on the machine is enough. Pay attention to the following points: - **One access point for all languages.** One QR code per machine type that leads to all language versions avoids multiple labels. More on this in the guide [instructions for use via QR code](https://manualpass.eu/en/guides/instructions-for-use-qr-code/). - **Find the right language quickly.** Users should reach their language version without searching, for example through a preselection based on the device language. - **Understandable access page.** The Regulation does not expressly state whether the page between the QR code and the PDF must also be in the national language. But a page in the user’s language makes sense so that users actually find the instructions. - **Same requirements for every language version.** Every version must be printable, downloadable and savable and remain online for at least ten years. - **Paper on request.** If a user requests the paper format at the time of the purchase, they receive it in the language of their country – within one month and free of charge. For products that consumers also use, the following applies in addition: the essential safety information must be provided on paper – in the language of the destination country. ## How to implement this with ManualPass ManualPass provides instructions for use that you or your translation service provider have created; ManualPass does not translate itself. You can upload documents in up to 26 languages per machine type. The public scan page is available in 26 languages and automatically detects the device language. The QR code remains the same for all languages; the print-ready labels carry up to three languages. More under [scan page](https://manualpass.eu/en/features/scan-page/) and [pricing](https://manualpass.eu/en/pricing/). ## Frequently asked questions **Who determines the language of the instructions for use?** Each EU Member State determines the language in which the instructions for use, safety information and the information set out in Annex III must be provided (Article 10(7) of Regulation (EU) 2023/1230). The same applies to the EU declaration of conformity under Article 21(2). What counts is therefore the country in which the machinery is placed on the market or made available. **In which language must instructions for use be provided in Germany?** In Germany, the instructions for use, the information under Article 10(7), the safety information for consumers and the EU declaration of conformity must be drawn up in German under Section 2 MaschinenDG. For partly completed machinery, this applies accordingly to the assembly instructions and the declaration of incorporation. Infringements can be punished with a fine of up to 10,000 €. **May maintenance instructions be in English only?** For maintenance instructions intended for specialised personnel of the manufacturer or its authorised representative, Annex III, Part B, section 1.7.4 allows an exception. They may be supplied in only one official language of the Union that is understood by that specialised personnel. The exception does not apply to instructions for operators and their own personnel. **Is machine translation of instructions for use permitted?** The Machinery Regulation does not prescribe a translation method. What matters is the result: the instructions must be easily understood by users and be clear, understandable and legible. Machine-translated texts should therefore always be reviewed by a qualified person. **Do digital instructions for use have to be available in several languages?** They must be available in every language required by the destination countries you supply. With digital provision, it is practical to make all language versions accessible via the same access information. Make sure users can quickly find the right version. ## Sources - [Regulation (EU) 2023/1230 (EUR-Lex)](https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32023R1230) - [Article 10 of Regulation (EU) 2023/1230 – obligations of manufacturers (gesetze.legal, German)](https://gesetze.legal/eu/vo_eu_2023_1230/10) - [Annex III of Regulation (EU) 2023/1230 (gesetze.legal, German)](https://gesetze.legal/eu/vo_eu_2023_1230/anhang_iii) - [Section 2 MaschinenDG – language (German)](https://www.gesetze-im-internet.de/maschinendg/__2.html) --- Note: general information, not legal advice.