Forklifts, excavators, wheel loaders, and other industrial equipment are powerful machines, but their manuals often fail to serve the people who rely on them. A manual is not just paperwork—it is a critical tool for safe operation, regulatory compliance, and efficient use of equipment. In the U.S. market, poorly written manuals expose manufacturers to OSHA penalties, liability risks, and brand credibility loss.

To meet user needs and international standards, manuals for industrial equipment should be written with the following principles:

1. Structure Aligned with User Workflow

Operation and Maintenance manuals should mirror the actual tasks performed by operators—from Pre-operation inspection → Operation → Maintenance → Troubleshooting—instead of being organized by internal machine functions.

• Design the table of contents with a clear hierarchy (main, sub, and sub-sub headings) that reflects the sequence of real user actions.
• Group related information (concepts, procedures, safety notes) so that each section can be reused or adapted when creating derivative manuals for new models or markets, reducing production time and cost.
• A workflow-based structure allows users to predict where information will appear, making the manual easier to learn and improving searchability in both print and digital formats.
• Maintain consistent numbering, heading levels, and cross-references to support fast updates and enable automated publishing or translation workflows.

2. Clarity and Readability

Content should follow IEC 82079-1 writing principles, which apply equally to industrial equipment and B2C products:

• Clearly distinguish concept descriptions, step-by-step procedures, and safety warnings so users can quickly find the type of information they need.
• Present conceptual information—such as system functions, operating modes, or key technical concepts—in plain, everyday language before introducing detailed procedures.
• Keep each paragraph focused on a single topic or action to support scanning and comprehension.
• Write procedural steps in command form, using active voice and present-tense verbs (e.g., “Turn the key to START,” not “The key should be turned”).
• For troubleshooting, describe symptoms and corrective actions in a consistent format (e.g., “If X occurs, do Y”) to reduce ambiguity and speed diagnosis.

3. Effective Use of Visual Aids

Industrial equipment manuals rely heavily on visuals—CAD-based drawings, technical diagrams, photos, and illustrations—to convey complex information.

• Each image must add value by clarifying or reinforcing the text, not merely decorate the page.
• Use consistent visual style (line weight, color scheme, symbols, and labeling) across all figures so users can quickly recognize similar components or actions.
• Provide descriptive captions that explain exactly what the user is looking at and how it relates to the procedure or concept.
• Place visuals next to the relevant text or step to minimize eye movement and reduce the risk of misinterpretation.
• Avoid unnecessary screenshots or oversized CAD exports that add file weight without improving understanding.

4. Safety and Regulatory Compliance

Safety instructions are mandatory content, not an afterthought. In the U.S. market, failure to follow recognized standards can lead to OSHA penalties, product liability claims, and recalls.Manuals should:

• Apply ANSI Z535.6 for all safety messages, using the correct signal words (DANGER, WARNING, CAUTION), standardized formatting, and consistent placement so hazards are immediately visible.
• Incorporate OSHA requirements that govern equipment operation, lockout/tagout procedures, and workplace protective measures.
• Follow ISO 20417 and other applicable international standards to ensure product information, symbols, and mandatory notices are complete and harmonized for global distribution.
• Use plain, unambiguous language and avoid vague phrases (e.g., replace “Be careful” with “Shut off power before opening the panel”).
• Verify that safety terminology and pictograms remain consistent across text, tables, and visuals, since inconsistencies can weaken legal protection and confuse operators.

5. Consistency Across Versions and Languages

For global manufacturers, consistency is critical to safety, brand credibility, and regulatory compliance.

• Start with a well-structured English master manual that serves as the single source of truth for all product variants and updates.
• Apply controlled terminology and maintain a central glossary and style guide to ensure that key terms, units, and safety messages remain identical across models.
• Use translation memory (TM) and terminology management tools during localization so each language version preserves technical meaning and mandatory warnings without deviation.
• Implement a version-control process to track edits, prevent mismatched content across models, and ensure that updates propagate to every language.
• Conduct final compliance checks in each target market to confirm that safety symbols, regulatory statements, and legal disclaimers meet local requirements.

Conclusion

Industrial equipment manuals are not an afterthought—they are an integral part of the product itself. They must be written with the same rigor as the machines they describe: structured by user workflow, compliant with international and U.S. standards, supported by effective visuals, and ready for multilingual deployment.

Hansem Global has over 35 years of experience designing and localizing manuals for global manufacturers. We combine standards-based documentation expertise with multilingual localization capabilities to help U.S. manufacturers deliver manuals that meet compliance, enhance user safety, and strengthen brand reputation.

If you are looking to ensure that your manuals are not only compliant but also user-centered and globally consistent, Hansem Global is the partner you can trust.