When it comes to PPE (or almost anything technical), there is one piece of documentation that is incredibly important: the user instruction manual.
Let me take you back in time—about 30-something years ago—when a little girl, already awake at 5am (I’ve always been a morning person), was sitting in front of the VCR, reading the instructions for use.
(PS - if you don't know what a VCR is...don't tell me. You'll make me sad)
I used to enjoy reading those booklets—especially the troubleshooting sections. What could go wrong, and how could it be fixed? I was also fascinated by the different languages. Chinese and Japanese always stood out to me.
Fast forward to today, and not much has changed. In this post, I want to explain why a user instruction manual should be treated with care, never discarded, and ideally read from beginning to end.
Every PPE Product Must Include a User Manual
Every item of PPE sold in the EU must include a user manual. This requirement is part of the EU PPE Regulation (EU) 2016/425, which states:
"Manufacturers shall ensure that the PPE is accompanied by the instructions and information set out in point 1.4 of Annex II in a language which can be easily understood by consumers and other end-users, as determined by the Member State concerned. Such instructions and information, as well as any labelling, shall be clear, understandable, intelligible and legible."
The manual must be provided in a language understood by the user—a manual written only in Japanese, for example, would not fulfil this requirement in a German-speaking country.
It must also be clear, easy to understand, and legible. A handwritten manual or poor-quality copy would not meet this standard.
What Should the Manual Contain?
According to the same regulation, the user manual must include important information about the PPE. For example:
How to take care of the equipment:
Proper storage
Correct use
Cleaning instructions
Maintenance and repair guidance
It also needs to explain:
What the PPE protects against, and what it does not
Which accessories or spare parts are permitted
What the markings and symbols on the PPE mean
The expected service life or replacement interval
This information is essential. If PPE is not maintained properly or is cleaned with the wrong products, its protective performance can be reduced. This can put the user at risk.
Cleaning agents or tools mentioned in the manual are tested for compatibility. Using other products may damage the PPE.
That is why, when a worker asks, “How do I clean this?”, the safest and most responsible answer is: “Please refer to the user instructions.”
Why Reading the Manual Matters
Having the manual is a start. But reading and applying it is just as important.
Not following the instructions may increase the risk of injury and, in some cases, lead to legal consequences.
Take this real example from a helmet manual:
Inspection and care of the helmet: The helmet is a complete system consisting of shell and harness. The helmet’s useful life is affected by many factors including the cold, heat, chemicals, sunlight and misuse. The helmet should be examined daily for obvious signs of cracking, brittleness or damage to either helmet or harness... Useful life: Under normal circumstances the helmet has a maximum life of 5 years from date of manufacture. Under no circumstances must a component other than a NAME OF MANUFACTURER component be used on a helmet.
Key takeaways:
Cleaning with aggressive chemicals may damage the helmet.
A daily inspection is part of proper use.
Only original manufacturer components may be used—other brands may compromise the protective function.
This matters because PPE is tested under specific conditions. If the equipment is used or maintained in a different way, then we are heading into untested territory!!
Legal Responsibility
Employees also have responsibilities under health and safety regulations.
In the UK’s Health and Safety at Work Act 1974, it states:
"Every employee must take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions at work."
In Switzerland, the law is similarly clear:
"The employee must follow the employer’s instructions regarding occupational safety and observe generally accepted safety rules. In particular, they must use personal protective equipment and must not impair the effectiveness of safety devices."
Not using PPE as intended—including ignoring the manual—can result in disciplinary or legal consequences, especially if it leads to an accident.
Where Can I Find the User Manual?
According to the European Safety Federation’s guide “PPE Manufacturer’s Instructions and Information – Good Practice”:
"The manufacturer’s instructions and information shall accompany each individual PPE, or at least the smallest commercial packaging (including bulk packaging)... and shall remain available for the foreseeable lifetime of the PPE and for at least 10 years after placing it on the market."
They also note:
"Instructions should be easy to read, both in print and on screen – font size, contrast, and layout all affect readability."
If a user requests a user manual, they should receive it within one month and free of charge. For digital versions, the information should be available at all times for download.
Final Thoughts
Throwing away the user manual can put your health at risk.
Take it seriously. Read it. Keep it somewhere safe. Refer to it when you’re unsure. Whether you’re a safety officer or an individual user—understanding the manual is part of protecting yourself and others.
So perhaps take a little inspiration from a five-year-old girl who once read VCR instructions at sunrise—and give that PPE manual a chance.
Thanks for reading.
Sources:
Regulation (EU) 2016/425 on personal protective equipment (PPE) (EU law detailing PPE requirements, including documentation and categories). https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32016R0425#:~:text=,the%20PPE%20or%20the%20user
