Why your printed manual might be costing you thousands (and how EU law actually sees digital formats)

At 24hour-AR, we represent many non-EU manufacturers who bring their products into the European market. One of the most common questions we receive is: “Do we need to print the user manual?”

The short answer? It’s complicated.

Whether or not a manual must be printed depends on the type of product and the legal framework that applies. EU law does not offer a single, uniform answer across the board. Instead, the requirements can be found in a mix of directives, regulations, harmonised standards, EU guidance documents like the Blue Guide, and even national laws—each with its own position on what may or may not be published digitally.

For example, certain product groups – like medical devices used by professionals or machinery under the new Machinery Regulation (EU) 2023/1230 – can legally provide digital manuals under strict conditions, including risk assessments and fallback access to paper manuals. But for many other product types, including toys or household electronics, the requirements vary widely from one Member State to another. Some countries demand printed instructions in every box, while others allow digital formats if specific criteria are met.

And it’s not just about legal compliance. The format of your manual can also affect your liability in case of accidents, how customs or market surveillance authorities treat your shipment, and even your customer satisfaction.

That’s why we’ve developed a dedicated masterclass to help our clients make the right decision.

As a 24hour-AR customer, you get free access to our masterclass “Can we provide our manual digitally in the EU and save on printing costs?” This training explains:

• What current EU laws say about manual format
• When and how you can go digital
• Which risks you need to consider
• How to build a compliant hybrid model with both print and digital elements

We walk you through a step-by-step system to evaluate whether you can safely and legally shift parts – or all – of your documentation online.

In most cases, there are ways to reduce the cost and environmental impact of printed manuals. But this needs to be done in a controlled, well-documented way that aligns with the applicable legislation.

At 24hour-AR, we don’t just verify if your documentation exists – we help you navigate the practical and legal landscape so you can avoid surprises, streamline compliance, and make smarter decisions for your business.

→ Already a client? Ask your contact person for free access to the masterclass.
→ Not yet a client? Get in touch and we’ll help you assess your compliance risks.