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Regulatory requirements for products in the EU are currently undergoing a comprehensive overhaul. Two developments are of particular focus:

Digital instruction manuals and the Digital Product Passport (DPP)

Starting in January 2027, new regulations will take effect that will transform not only technical documentation but the entire way product information is created, provided, and used.

1. Digital instruction manuals: Saying goodbye to paper

The new EU Machinery Regulation marks a clear paradigm shift:
Instruction manuals may be provided digitally in the future.

What is changing?

Until now, printed manuals were mandatory in many industries. Starting in 2027:

• Digital manuals (e.g., PDF, web portals, apps) are permitted
• Paper is only required in exceptional cases (e.g., at the customer’s request)
• Content must be accessible and up-to-date at all times

Benefits for Businesses

• Significant cost reduction (printing, storage, logistics)
• Immediate updatability
• Multilingual support without additional effort
• Possibility of interactive content (videos, step-by-step guides)

Challenges

Digital manuals are more than just a change in format. They require:

• structured data instead of static PDFs
• clear processes for updates and versioning
• integration into existing IT systems

The operating manual becomes part of a larger digital ecosystem—and thus directly relevant to the Digital Product Passport.

2. The Digital Product Passport (DPP): A Product’s “Digital Identity”

The Digital Product Passport is a key element of the EU’s sustainability strategy and will become mandatory in phases starting in 2027.

What is the DPP?

The Product Passport is a digital collection of data that can be accessed via a QR code or link.

It contains information on, among other things:

• Materials, ingredients, and origin
• Supply chains and production processes
• Repair, maintenance, and spare parts information
• Recycling, disposal, and sustainability metrics

In short: The DPP is a product’s digital life history.

3. Timeline: When Will What Happen?

The rollout will be phased:

• Starting in 2027: first product groups (e.g., batteries)
• Subsequently: expansion to textiles, electronics, machinery, etc.
• Long term: virtually all products on the EU market

Companies should assume: The DPP will become the standard.

4. How user manuals and product passports are converging

User manuals and product passports are increasingly evolving into a shared information base.

Why?

• Both contain product-relevant data
• Both are provided digitally
• Both must be structured and up-to-date

In the future, the user manual will often:

• be part of the DPP
• or be directly accessible via it

Even today, digital manuals can be a component of the product passport.

The traditional manual is evolving from a document into a data-driven information platform.

5. Impact on Businesses

The new requirements affect many areas of a business simultaneously:

📊 Documentation

• From PDFs → to modular, structured data systems
• Content must be reusable and consistent

🔗 Supply Chain

• Suppliers must provide data
• Transparency becomes mandatory

💻 IT & Processes

• Interfaces between ERP, PLM, PIM, and DMS
• Ongoing data maintenance instead of one-time creation

⚖️ Legal & Compliance

• Missing or incorrect data may result in penalties
• Verification and documentation requirements are increasing

6. Opportunities, Not Just Obligations

Despite the additional tasks, the new requirements offer clear advantages:

• Competitive advantages through transparent products
• New service and business models
• Higher product quality and traceability
• Promotion of the circular economy

The DPP thus becomes not just a compliance issue, but a strategic lever for innovation.

7. Recommendations for Action: Start Now

Companies that start early secure clear advantages.

Recommended steps:

• Analysis of existing product and documentation data
• Development of a digital documentation strategy
• Introduction of structured data models
• Launch of a pilot project for DPP-enabled product information
• Conclusion

A new era of product information begins in 2027:

• User manuals are becoming digital and dynamic
• The Digital Product Passport is becoming mandatory and centralized

Both developments share a common goal:
Greater transparency, sustainability
and efficiency throughout the entire product lifecycle.

Companies that act early not only ensure compliance—
but also gain a decisive competitive edge.

March 25, 2026