Correct Use: The Basis for Safe Product Use

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Table of Contents

What Is Intended Use

Intended use describes how a machine or product may be used. You will find this description in every professional manual. It defines the boundaries for safe use. A technical writer formulates this precisely. It determines the manufacturer’s liability and forms the foundation of the entire manual.

What Does the Machinery Directive Say About Correct Use

The Machinery Directive (2006/42/EC) requires that the intended use of a machine is always included in the manual.

• Annex I – Point 1.7.4.1
  “c) The contents of the instructions must cover not only the intended use of the machinery but also take into account any reasonably foreseeable misuse thereof.”
• Annex I – Point 1.7.4.2
  “Each instruction manual must contain, where applicable, at least the following information:
  (g) a description of the intended use of the machinery;”

Benefits of Clearly Defined Correct Use

A precise description of correct use offers important benefits:

• Safety: Prevents accidents caused by incorrect use 
• Liability: Helps the manufacturer act in a legally compliant way 
• Clarity: Provides clear boundaries for users 

Basis for Mandatory Risk Assessment

The Machinery Directive also requires the manufacturer to carry out a risk assessment. The directive states (Annex I, point 1 of Directive 2006/42/EC):

“The manufacturer of machinery or his authorised representative must ensure that a risk assessment is carried out in order to determine the health and safety requirements which apply to the machinery. The machinery must then be designed and constructed taking into account the results of the risk assessment.

By the iterative process of risk assessment and risk reduction referred to above, the manufacturer or his authorised representative shall:

– determine the limits of the machinery, which include the intended use and any reasonably foreseeable misuse thereof,”

This mandatory risk assessment always starts with defining the intended use. Only when the intended use is clearly described can the correct hazards and risks be identified.

How to Define Intended Use

The description of intended use determines which instructions and warnings you include in the manual. For example, if an installation is only intended for cooling specific medicines, you must describe only this application in the correct use and instructions.

How to define correct use completely:

1. Determine the functional purpose of the product
   Describe what the product does and which need it fulfils:
   • What problem does the product solve?What actions does the user perform?
   A clear description of the function forms the core of the intended use and provides the basis for the rest of the documentation.
   
2. Define the target group and environment
   Describe who uses the product and where it is used, for example:
   • Professional users or consumers Industrial or domestic environment Temperature, humidity and other environmental conditions
   Correct use must reflect both users and context, as these determine relevant risks. Specify limits and restrictions of use.
   
3. Specify limits and restrictions of use
   Clearly define what is and is not allowed, for instance:
   • Maximum loads or capacities Use only within specific processesNo use with certain chemicals or conditions
   By defining clear limits, you prevent the intended use from becoming too broad or unclear.
   
4. Use clear and understandable language
   Use concise sentences and precise wording. Avoid vague terms. Intended use must be easy to understand for end users. 

Reasonably Foreseeable Misuse

In addition to correct use, you must also address reasonably foreseeable misuse. This is required by directives such as the Machinery Directive and Directive (EU) 2024/2853 (the successor to Directive 85/374/EEC on product liability).

This includes mistakes users may reasonably make, such as using a barbecue indoors or using aggressive cleaning agents in a food environment. These scenarios must be included in the manual so that users are properly informed.

Unforeseeable Use

Sometimes products are used in ways that cannot reasonably be predicted. For such unforeseeable use, the manufacturer is not legally responsible. However, it remains important to carefully assess what users may reasonably do, so that the description of use—and the manual—is as complete as possible.

Getting Started

It is clear: intended or correct use forms the foundation of a safe and clear manual. By defining it carefully, you reduce risks and comply with legal requirements. This helps users operate your product safely.

Support from an Expert

Manualise is happy to support you in defining the correct use and creating clear, safe manuals.