Writing operating instructions in Germany: structure, content and duties
When are operating instructions mandatory, how are they structured and what goes in them? A guide to operating instructions for hazardous substances and machines – with a checklist.
Last updated on 7 min readAMS Go editorial team
Key points at a glance
- Operating instructions (Betriebsanweisungen) are required, among other things, for work with hazardous substances (Section 14 GefStoffV) and for work equipment (Section 12 BetrSichV).
- They must be specific to the workplace and activity, easy to understand and written in a language the employees understand.
- For hazardous substances, the structure under TRGS 555 has become standard – from the hazards to disposal.
- Operating instructions are the basis of safety instruction and must be updated when something changes.
What are operating instructions?
Operating instructions (Betriebsanweisung) are binding written instructions from the employer to employees. For a specific activity, piece of work equipment or hazardous substance, they describe the hazards, how to protect yourself and what to do in an emergency.
Unlike the manufacturer's operating manual, they are tailored to the specific workplace in your own company and kept short – ideally one page displayed directly at the workplace.
When are operating instructions mandatory?
Which operating instructions are needed follows from the risk assessment. They are explicitly required in these areas, among others:
Work with hazardous substances
Legal basisSection 14 Hazardous Substances Ordinance (GefStoffV), TRGS 555
Use of work equipment, e.g. machines
Legal basisSection 12 Industrial Safety and Health Ordinance (BetrSichV)
Work with biological agents
Legal basisSection 14 Biological Agents Ordinance (BioStoffV)
Personal protective equipment
Legal basisPPE Use Ordinance (PSA-BV)
Structure of operating instructions under TRGS 555
For hazardous substances, the technical rule TRGS 555 describes the structure. The outline has also proven itself for machines and other activities:
- 1
Scope
Company, work area, workplace and activity to which the instructions apply.
- 2
Name of the substance or work equipment
Name of the product or machine; for hazardous substances, with the hazardous components.
- 3
Hazards to people and the environment
The main hazards in plain language; for hazardous substances, with the GHS pictograms.
- 4
Protective measures and rules of conduct
Technical and organisational measures, hygiene rules and the personal protective equipment required.
- 5
What to do in an emergency
What to do in the event of fire, malfunctions or a release of substances – including the emergency number.
- 6
First aid
Measures for skin and eye contact, inhalation or swallowing; first aiders and the emergency number.
- 7
Proper disposal
How residues, packaging and contaminated materials are disposed of.
Layout: understandable and clear at a glance
- Short sentences in the employees' language – multilingual where needed
- Specific instructions instead of general advice, e.g. “Wear safety goggles” instead of “Mind eye protection”
- Warning and mandatory signs as well as GHS pictograms for quick orientation
- Clear structure with a coloured border – common are orange or red for hazardous substances, blue for machines and green for biological agents
- One page if possible, clearly displayed at the workplace or available digitally
Operating instructions, operating manual, work instruction
Operating instructions (Betriebsanweisung)
Who creates it?Employer
PurposeProtecting employees at a specific workplace
Operating manual (Betriebsanleitung)
Who creates it?Manufacturer
PurposeIntended use of a product or machine
Work instruction (Arbeitsanweisung)
Who creates it?Employer
PurposeHow an activity is carried out, often with a focus on quality and process
The manufacturer's manual is an important source for the operating instructions but does not replace them.
Publish, instruct, update
Operating instructions only work if people know them. They must be accessible to employees and are the basis of safety instruction: before work starts and regularly afterwards, instruction is given on the basis of the operating instructions – for hazardous substances at least once a year.
Operating instructions must be updated as soon as something changes: new products or safety data sheets, changed work processes, new machines or findings from accidents and inspections.
Checklist: writing operating instructions
- Need for operating instructions derived from the risk assessment
- Safety data sheet or manufacturer's manual is available
- Scope and activity are described specifically
- Hazards, protective measures, emergencies, first aid and disposal are covered
- Language and layout are understandable for employees
- The operating instructions are accessible at the workplace
- Employees were instructed on the basis of the operating instructions
- Review after changes is ensured
Free templates for this guide
As PDF and Excel, no sign-up – free to use in your own company.
Frequently asked questions
Who has to write operating instructions?
The employer. They can delegate the work to competent persons, such as supervisors. The occupational safety specialist supports with content and layout.
Are operating instructions for hazardous substances mandatory?
Yes. Under Section 14 of the Hazardous Substances Ordinance, written operating instructions are required for work with hazardous substances. They can only be omitted if the risk assessment shows a low hazard.
How are operating instructions structured?
The structure under TRGS 555 has proven itself: scope, name, hazards to people and the environment, protective measures and rules of conduct, what to do in an emergency, first aid and proper disposal.
How often must operating instructions be updated?
There is no fixed interval. They must be updated as soon as products, safety data sheets, work processes or work equipment change. A regular review, for example together with the risk assessment, makes sense.
Can operating instructions be created automatically?
Yes. In AMS Go, the AI creates a draft of the operating instructions from the safety data sheet, which you only need to check and adapt to your workplace – instead of writing them section by section yourself.
Terms from the glossary
This guide gives a general overview of German occupational safety law and does not replace legal advice. The regulations in force and the rules of the statutory accident insurance institutions are authoritative.
Organise occupational safety digitally
With the occupational safety software AMS Go you handle risk assessments, safety instructions, inspections and more in one system – mobile and with AI support.
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