The Most Important Standards in Technical Documentation

In today’s world packed with products and machinery it’s often the case that nothing works without instructions. But what rules govern their structure and the layout of elements such as warnings and safety notices? And how can plant manufacturers make their lives easier when it comes to compiling digital supplier documentation into a complete package? Standards exist for all of this, and we set out the most important ones here.

Let us start by saying that you can never tell from the outside which standards will be of relevance to a technical writing team. It all depends on the industry and the product. There are also various national standards that apply to different target markets, meaning it’s essential to conduct reliable standards research within each individual company.

This is the central standard for technical writers. IEC/IEEE 82079-1 provides standards for creating instructions for all types of product. In addition to general requirements such as consistency and target audience, the standard specifically addresses how to structure and format usage information. It also sets out the requirements for processes and provides guidance on media selection. The latest edition of the standard, issued in 2019, additionally takes digital output formats into account and defines the skills a technical writer should possess.

Alongside the general standards, there are other standards that are aimed at specific sectors. One of the best-known sets of rules is ISO 20607:2019, which focuses on the instructions for machinery manufacturing. Given that machinery can pose serious risks, additional—and in some cases more stringent—requirements apply compared to ISO/IEEE 82079-1. The standard is closely linked to ISO 12100, the standard for risk assessments, which in turn indirectly specifies requirements for the content of operating instructions.

There is a whole group of standards covering software documentation, specifically ISO standards ISO/IEC 26511 to ISO/IEC 26515. The individual sets of rules are aimed at different target groups, so they include standards for authoring managers, authoring service buyers, and so on. The last two standards in the series are aimed at those who create the actual instructions (ISO 26514) and at technical authors who work in agile teams (ISO 26515).

The ANSI Z535.6 standard provides a solid foundation for safety and warnings. As an American standard, it was primarily used “for the specific requirements of the US market” with the aim of enhancing legal certainty there. However, we can also take a great deal from it in Europe and some aspects have already been incorporated into the latest edition of IEC/IEEE 82079-1.

For example, the US standard regulates the classification of warning labels into “Danger”, “Warning”, “Caution”, and “Notice”, as well as their color coding. It also specifies what these warning labels should include: the signal word, the nature of the risk, possible consequences, and how the risk can be avoided.

When it comes to designing safety symbols, two particular European standards are indispensable: ISO 7010 provides a comprehensive selection of standardized pictograms, such as warning and prohibition signs. Anyone wishing to formulate their own symbols should consult ISO 3864, which contains basic guidelines for designing safety signs, including color selection.

This guideline facilitates the exchange of technical documentation, which is especially important in machinery and plant construction because, in this industry, components, devices, and machines from different manufacturers are assembled to create complex systems. This integration also concerns the product documentation. VDI guideline 2770 creates a framework for this and defines standardized documentation packages that manufacturers can use to provide their documentation to plant operators in a structured manner. Plant operators can then in turn easily integrate this documentation into their IT systems.

The European Association for Technical Communication (tekom) has developed iiRDS as an industry standard that facilitates the exchange of technical documentation in digital form between manufacturers and their customers. The standard also simplifies the display of content in digital environments, such as service portals and machine user interfaces. A standardized metadata model and a uniform exchange package are used to transfer content and metadata between different systems.

The list of standards of relevance to technical writing does not end there. Not by a long shot. For example, there are standards for writing units of measurement (DIN 1301-1), for chapter arrangement and numbering (DIN 1421), or standards with rules for writing and layout (DIN 5008). Determining which standard is actually relevant depends on the product, the industry, and the target markets.

European regulations and national laws governing product safety, product liability, and occupational health and safety also play a role. The Machinery Directive 2006/42/EC applies to machines. It addresses not only the requirements for designing the machine and placing it on the market, but also stipulations relating to technical documentation for machinery—for example, which documents must be supplied with a machine and what content must be included in the operating instructions. From January 2027, the Machinery Regulation 2023/1230 will replace it.

Further standards and guidelines additionally apply in their respective fields and also affect technical documentation, such as the electromagnetic compatibility directive or standards and laws governing medical devices, aviation, and defense.

Yes and no. There is no legal obligation to follow the standards, but in the event of liability it is beneficial to be able to demonstrate that standards were applied—unless there are reasons that argue against the requirements set out in the standard. In most cases, technical writers should appropriately apply the standard depending on their specific situation rather than implementing it at all costs.

This allows technical writers to refer to a wealth of guidelines, standards, and directives that support their work. Document comments and reviews are usually a good place to start as they help to provide an overview and may even assist with making a purchasing decision. Being familiar with the relevant standards and guidelines provides confidence in daily work and helps technical writers to create better information products.