Six files, one job: get your paperwork ready for the Regulation
Plain Word and Excel files you own and edit. Every line points to the Article or Annex it comes from, so you can check it yourself on EUR-Lex.
Start-here guide
What changes, the five steps for each machine, and how to use the files.
EU Declaration of Conformity
Annex V Part A structure with field-by-field notes.
EU Declaration of Incorporation
Annex V Part B structure for partly completed machinery.
Technical File Index
Annex IV Part A points (a) to (o) with a status tracker and retention reminders.
Directive-to-Regulation Gap Checklist
44 points, each with its Article or Annex reference and an action.
Digital Instructions and Authorised Rep. Checklist
Article 10(6) to (8) and Article 12 checks.
See the real files before you buy
These excerpts are taken from the files in the kit (long entries shortened to their first line). Bracketed fields are what you fill in.
| No. | Annex V, Part A requirement | Your entry (template text) |
|---|---|---|
| 1 | Machinery (product, type, model, batch or serial number) | [Product name] |
| 2 | Name and address of the manufacturer and, where applicable, its authorised representative | [Manufacturer name, full postal address] |
| 3 | Only for lifting machinery permanently installed in a building or structure that can only be assembled at the place of use: address of that place | [Address - otherwise write 'Not applicable'] |
| 4 | This declaration of conformity is issued under the sole responsibility of the manufacturer. | Pre-printed statement - keep as is. |
| 5 | Object of the declaration (identification allowing traceability; a colour image may be included where needed) | [Description, identification, optional colour photo] |
| 6 | The object of the declaration is in conformity with the following Union harmonisation legislation | Regulation (EU) 2023/1230 (machinery) |
| Annex IV A point | Required content (paraphrased) | Typical evidence in your file | Status |
|---|---|---|---|
| (a) | Complete description of the machinery or related product and its intended use | Product description, intended use, reasonably foreseeable misuse summary, variants | |
| (b)(i) | Risk assessment documentation: list of the applicable essential health and safety requirements (Annex III) | EHSR applicability table (section by section, applicable / not applicable with reason) | |
| (b)(ii) | Protective measures implemented for each applicable EHSR and, where appropriate, the residual risks | Risk assessment report, hazard list, risk reduction measures, residual risk statements | |
| (c) | Design and manufacturing drawings and schemes of the machinery and of its components, sub-assemblies and circuits | GA drawings, assembly drawings, electrical / pneumatic / hydraulic schematics, safety circuit diagrams | |
| (d) | Descriptions and explanations needed to understand the drawings and the operation of the machinery | Functional description, operating modes, control system description | |
| (e) | References of harmonised standards (Article 20(1)) or common specifications applied; if partial, which parts | Standards list with edition / date and the parts applied | |
| (f) | Where standards were not applied or only partly: other technical specifications used to meet each applicable EHSR | Alternative solutions description per EHSR |
The first 8 of 44 points, from the file
Each row: the area, the Regulation reference, a plain-English paraphrase and what to do about it. Add your own status per machine.
Five steps for each machine, and the file for each step
The start-here guide walks through this order. Suggested first afternoon: set the status of every gap-checklist row, check Annex I for your machine category, then map your current technical file to points (a) to (o).
Design to Annex III
Build to the essential health and safety requirements (Article 10(1)). Use cited harmonised standards for a presumption of conformity (Article 20(1)).
Gap checklist (05) shows what is new in Annex III.
Technical documentation
Draw up the Annex IV Part A file before placing the machine on the market (Article 10(2)).
Technical file index (04), points (a) to (o).
Conformity assessment
Most machines not listed in Annex I use internal production control, Module A (Article 25(4)). Annex I machines have their own routes.
Start-here guide (01) explains Annex I Part A and Part B.
Declaration
Draw up the EU declaration of conformity in the Annex V Part A structure (Article 21), or a declaration of incorporation for partly completed machinery.
Templates (02) and (03).
CE marking and delivery
Affix CE marking (Article 24), supply the instructions, paper or digital (Article 10(7)), and keep the file 10 years (Article 10(3)).
Digital instructions checklist (06).
Directive to Regulation at a glance
Read more: Regulation vs Directive · Annex IV technical file · declaration of conformity contents · digital instructions
Which one do you need?
Start with the £9 checklist if you only want to see the gaps. Take the kit if you will write the declaration and rebuild the technical file yourself.
| Format | Gap checklist £9 | Full kit £79 | |
|---|---|---|---|
| Directive-to-Regulation gap checklist | 44 points | Included | Included |
| EU declaration of conformity template (Annex V A) | Word | – | Included |
| EU declaration of incorporation template (Annex V B) | Word | – | Included |
| Annex IV technical file index with status tracker | Excel | – | Included |
| Digital instructions and authorised rep. checklist | Excel | – | Included |
| Start-here guide with the five steps | – | Included | |
| See the checklist | Buy the kit |
Built for small machine builders
- Machine builders and special-purpose machine makers with up to about 50 staff
- Companies that sell machines into EU Member States or Northern Ireland, including from the US, Canada and Australia
- Engineers who write the declaration and technical file themselves
Straight answers
- Not legal advice and not a certification. You stay responsible for your risk assessment, technical file and declaration.
- Not a notified-body service.
- Not a guide to Great Britain (UKCA) marking.
Written by a mechanical design engineer
Proxom Engineering Ltd is a UK mechanical design engineering company (company no. 13097798, registered in England and Wales). The kit was built from the English text of Regulation (EU) 2023/1230 on EUR-Lex; each row cites the Article or Annex it paraphrases, so you can check every line yourself.
If a file does not work, we fix it or refund you
Email kits@proxom.co.uk within 30 days if a file will not open or is broken. We will send a working file or refund the payment. See the Terms.
Questions
Can I edit the templates?
Yes. They are Word and Excel files. You may use and edit them for your own business and your own machines; please do not resell, share or publish them.
How many machines can I use it for?
All the machines your own business builds. The licence covers your own business and your own machines, so one purchase is enough for your whole product range.
Do I get updates?
Yes, for 12 months from purchase: when we publish a new version, you re-download it from your original link. See the Terms.
Do I need a notified body?
Usually not. Machinery not listed in Annex I normally uses internal production control (Module A, Article 25(4)). Annex I Part B machines can use Module A only if harmonised standards or common specifications cover all relevant requirements; Annex I Part A needs a notified-body route. See conformity assessment and Annex I.
What about machines I ship before 20 January 2027?
Machines placed on the market under the Directive before that date can continue to be made available (Article 52). Units placed on the market from 20 January 2027 need the Regulation paperwork. See the Article 52 guide.
Does it cover the UK?
Northern Ireland, yes: the Regulation applies there from the same date under the Windsor Framework. Great Britain keeps its own UK rules and is not covered. See EU Machinery Regulation and UK builders.
Does it cover amendments?
The consolidated text includes amendments by Regulation (EU) 2024/2748 and Regulation (EU) 2026/1744. 2026/1744 adds AI-related delegated acts applying by 2 August 2028 and does not change the 20 January 2027 application date. Check the consolidated text on EUR-Lex.
Can I pay in US dollars? Will I get a receipt?
Yes. You can pay by card from any country. The price is set in GBP; Stripe may show and charge the amount in your local currency, and sends a receipt by email. We are not registered for VAT, so no VAT is added.
What if a file does not open?
Email kits@proxom.co.uk within 30 days and we will fix it or refund you. See Terms.
Sources: Regulation (EU) 2023/1230 (OJ L 165, 29.6.2023) on EUR-Lex; UK SI 2026/867 on legislation.gov.uk. Each checklist row cites the Article or Annex it paraphrases.