Technical documentation forms the foundation for safety, efficiency and legal compliance for machinery and equipment – from development to decommissioning. Modern technical documentation ensures that all parties always have access to reliable, comprehensible and up-to-date information. Those who recognise technical documentation as a strategic tool not only build trust with customers and partners but also secure a clear competitive advantage in international markets.
Why is technical documentation Important?
Technical documentation is an indispensable part of the lifecycle of every machine – from development and production through to operation and disposal. It fulfils a range of essential functions:
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Ensuring product safety:
Technical documentation ensures that machines and equipment can be operated, maintained and serviced safely. It contains all necessary information to identify hazards, minimise risks and prevent accidents. Only with complete and comprehensible documentation can users operate machinery safely and as intended. -
Supporting assembly, operation and maintenance:
Good documentation facilitates installation, daily operation as well as maintenance and servicing of the machine. It helps to avoid errors, reduce downtime and extend the service life of the equipment. For service personnel, it is an indispensable reference. -
Meeting legal and normative requirements:
The new EU Machinery Regulation and numerous international standards require comprehensive technical documentation. Without it, CE marking – and thus legal market access in the EU – is not possible. Documentation serves as proof that all relevant health and safety requirements have been met. -
Protection against liability risks:
In the event of damage, technical documentation is a key piece of evidence. It demonstrates that the manufacturer or operator has fulfilled their duty to provide information. Incomplete or faulty documentation can lead to significant liability claims – both for manufacturers and operators. -
Contribution to efficiency and customer satisfaction:
Clear and comprehensible instructions reduce support requests and increase customer satisfaction. High-quality documentation ensures that machines can be used efficiently and trouble-free – saving time, costs and resources. -
Basis for international markets:
For the export of machinery and equipment, technical documentation is often required in multiple languages and according to country-specific requirements. It is therefore key to successful entry into new markets.
Technical documentation should not be seen as a 'necessary evil' but as a central quality feature and an important competitive factor. It protects people, ensures market access and strengthens trust in the product and the company.
What does technical documentation include?
Technical documentation in mechanical engineering covers all information necessary to operate a machine or system safely, efficiently and in compliance with the law. The aim is to provide all target groups with the right information in a clear and structured form:
- Users and operating personnel need clear instructions for the safe and efficient operation of the machine.
- Maintenance and service staff require detailed information on maintenance, troubleshooting and servicing.
- Authorities and inspection bodies check the documentation for compliance with legal requirements and standards.
Typical components of technical documentation:
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Operating instructions:
Step-by-step explanations of how to safely commission, use and shut down the machine, including useful advice on error prevention and emergency procedures. -
Product description:
Detailed technical data (e.g. dimensions, weight, performance values), description of functions and special features and information on areas of application. -
Assembly and installation instructions:
These documents describe the correct assembly, connection and initial commissioning of the machine as well as proper disassembly and, if necessary, disposal. They are essential for avoiding assembly errors and resulting hazards. -
Maintenance and servicing documents:
Information on regular inspections, maintenance intervals, replacement of wear parts and recommended servicing measures, ensuring operational readiness and extending the machine’s life. -
Parts lists, circuit diagrams and technical drawings:
Detailed information on the structure, wiring and functionality of all components, indispensable for professionals during maintenance, repair or upgrades. -
Declarations of conformity and evidence:
Documents proving that the machine meets all relevant legal requirements and standards, e.g. for CE marking. Often a prerequisite for market access and proof for authorities.
Safety and risk notices are also part of technical documentation: All relevant sources of danger, residual risks and protective measures must be presented clearly and understandably. These notices are central to preventing accidents and damage and are therefore included in other components.
Technical documentation accompanies the machine throughout its entire lifecycle: from development and design, through manufacturing, operation and maintenance, to decommissioning and disposal. It is continuously updated to reflect product changes, new legal requirements or technical advances.
In which media can technical documentation be made available?
Technical documentation in mechanical engineering is constantly evolving and adapts to the requirements of modern production environments and user habits. The choice of format depends on the target group, area of application and technical possibilities.
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Traditional printed documents:
Printed manuals and instructions remain widespread, especially for machines used in various countries and conditions. They are robust, independent of power and access to the Internet, and can be used directly at the point of use. -
Digital documents (PDF):
PDFs are the standard for digital operating instructions and technical documents. They are easy to distribute, archive and search. Many companies provide documentation as a download from their website or via USB memory stick. -
Content delivery portals and service platforms:
Increasingly, manufacturers offer digital portals where maintenance instructions, spare parts lists and service information are available at any time. These platforms enable quick searches, targeted updates and in many cases interaction with support teams or other users. -
Interactive and multimedia instructions:
Videos, animations or augmented reality (AR) applications are becoming more important, especially for complex assembly or maintenance processes. They make procedures easier to understand, illustrate workflows and support even less experienced users on site with step-by-step instructions. -
Machine-readable formats for Industry 4.0:
With the advance of digitalisation and networking in industry, documentation is increasingly designed to be machine-readable. Formats such as XML or special databases enable machines to read information directly and use it for automated processes – for example, for predictive maintenance or digital twins.
Who creates technical documentation?
Technical documentation is created by specialised professionals: technical authors. They may be employed directly by the company or work externally for a service provider such as kothes. Professional technical authors have a broad range of skills:
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Technical understanding:
They can grasp, analyse and prepare complex technical relationships for a target audience – whether for machines, equipment or their components. -
Linguistic precision:
They use clear, comprehensible and standards-compliant language to convey even complex content in an easy-to-understand way. -
Knowledge of standards and law:
They are familiar with relevant standards (e.g. DIN EN ISO 20607, IEC 82079-1) and legal requirements such as the EU Machinery Regulation and know how to implement these correctly in documentation. -
Didactic skills:
They can logically structure information and adapt it to the needs of different target groups – from professionals to occasional users. -
Media competence:
They use modern tools and editorial systems to create and manage content efficiently, in a modular form and across different media.
Depending on company size or organisation, designers or developers may also be responsible for documentation, often in addition to their actual duties. In this case, regular training programmes or the expertise of external technical authors are recommended to ensure the quality and compliance of the documentation.
What must be considered when creating technical documentation?
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Standards and guidelines:
In addition to the EU Machinery Regulation, industry-specific standards such as DIN EN ISO 20607 or IEC 82079-1 must be observed. These regulations govern the structure, content and comprehensibility of documentation and are essential for legally compliant market placement of machines. -
Target group orientation:
Language and level of detail must be tailored to the users. Professionals require different information than occasional users – target group-specific communication increases comprehensibility and safety. -
Structure and modularisation:
Uniform modules and topics make it easier to reuse and maintain content. Clear organisation and standardised components allow information to be updated efficiently and adapted for different machine types or variants. -
Up-to-dateness:
Documentation must always reflect the current state of the product. Changes to the machine, new functions or safety-related adjustments must be incorporated promptly and traceably. -
Legal compliance:
All safety-related and legal requirements must be met. Documentation serves as proof in case of liability and protects the company from legal consequences – provided it is complete, correct and standard-compliant.
When must technical documentation be available?
Technical documentation is an integral part of the product and must be complete and legally compliant at the latest by market launch. This means: All relevant documents must have been created and be available before the first sale, commissioning or export of a machine. Without complete documentation, CE marking – and thus approval for the European market, for example – is not possible.
Updates in the event of changes:
If the machine is retrofitted, modified or technically changed, the relevant documentation must be updated promptly. This also applies to software updates, new components, changed operating conditions or safety-related adjustments. Every change to the product requires a review and, if necessary, an update of the documentation.
Conclusion: Technical documentation in mechanical engineering – Requirements, benefits and strategic importance
Technical documentation is a key factor for product safety, legal compliance and sustainable business success in mechanical engineering. It ensures that machines and equipment can be operated, maintained and serviced safely, and is an indispensable proof for authorities and in the event of liability. Complete, comprehensible and up-to-date documentation makes everyone’s work easier, reduces risks and supports efficient operation throughout the machine’s entire lifecycle.
The requirements for documentation are diverse: It must be target group-oriented, standard-compliant and always up to date. Modern forms such as digital portals, interactive instructions and modular content offer new ways to provide information efficiently and user-friendly. Creation belongs in the hands of qualified technical authors who combine technical expertise, linguistic precision and legal understanding.
Those who see technical documentation as a strategic tool and implement it professionally not only protect themselves legally but also build trust with customers and partners. Technical documentation is thus a decisive competitive advantage and a quality feature that secures the long-term success of a product.
