Many economic operators (Manufacturers, Authorised Representatives, Importers, Distributors) don’t realise there is a standard model format. For product areas updated in 2016 a common standard format for a DoC is provided in the regulation.
05.08.2025
Strangely some regulations require it, whereas others only seem to recommend it.
As they are from 2008, although they have content requirements, neither the EU Machinery Directive, nor the UK Supply of Machinery (Safety) Regulations requires or recommends a specific layout, but if other areas (e.g. EMC, Pressure Equipment, Explosive Equipment, Radio, PPE etc) are relevant then this ‘new’ format should be used.
Many manufacturers appear not to know about the ‘new format’, and it can be very hard to get them change layout. If they resist, it probably isn’t worth the effort.
The important requirement is the information rather than the layout; however, the ‘new’ format resolves most issues found as specific wording is given.
- manufacturer name and address,
- any Authorised Representative name and address,
- description of the ‘object of the declaration’,
- identification of the relevant legislation ‘the object of the declaration above is in conformity with’,
- identification of the relevant standards,
- details of any Notified (EU) / Approved (UK) body where used,
- any additional information,
Where legislation requires unique information, this can be included in the additional information section.
Uniquely the EU Machinery Directive requires a European Economic Area (EEA) address for where the Technical File (TF) is held. This is not required on the DoC by other product regulations as being newer regulations they automatically require the relevant economic operator(s) (e.g. European Importer) to hold the TF on ‘European soil’. The additional information section would be the place to include this.
The DoC should be in a suitable language for the relevant country. It doesn’t necessarily have to be the language of the country but needs to be in one acceptable for them. UK declarations must be in English.
Ideally all the relevant regulations or directives should be listed on one DoC, however, it is acceptable to have more than one as long as they are together in one document.
Finally, there is NO requirement in either the EU’s legislation or the UK’s legislation for the DoC to include a CE, UKCA or UKNI+CE mark.
