In brief
Art. 10 of the Work Equipment Regulation requires employees to be given simple, clear written instructions for the equipment they use, prepared taking account of the Turkish-language user manual, and the instructions to be kept with the equipment. A good instruction is machine-specific, written in short imperative sentences, and separates what to do before starting, while working, in a fault and at the end of the job. The instruction is issued to the employee, and its issue is recorded on a signed form.
Why is a safety instruction written for each machine?
In many workplaces the occupational safety instruction is a generic text downloaded from the internet and full of sentences such as "carry out the necessary checks before operating the machine". This text fills a file at inspection time, but tells the operator at the machine nothing. Which checks? Which guard? Where is the energy isolated during a die change?
An instruction that works is written for a specific machine and a specific job; it describes the hazards on that machine, the guards on that machine and the location of the emergency stop on that machine. This article shows with an example how to structure a machine operating instruction, how to write it and how to issue it to employees, especially for machine tools commonly used in metal and machinery workshops in Bursa and the surrounding provinces.
What does the legislation require?
The basis for the instruction is not confined to a single article, but the clearest provision is in the Work Equipment Regulation.
Other legal bases:
- Art. 4/1-d of Law No. 6331 on Occupational Health and Safety: Measures are taken so that employees who have not been given adequate information and instructions do not enter places with life-threatening and special hazards.
- Law 6331 Art. 19: Employees are obliged to work in line with the training they have received and the employer's instructions, and not to remove or alter machine safety devices arbitrarily. Without a written instruction, this obligation is hollow.
- Art. 9/1-ç-4 of the Regulation on the Duties, Authority, Responsibilities and Training of OHS Specialists: Preparing OHS instructions and work permit procedures, submitting them for the employer's approval and checking their implementation is the specialist's duty.
In short, the specialist prepares the instruction, the employer approves it, the department manager has it applied and the specialist checks its application.
Sections of a machine operating instruction
A machine operating instruction consists of sections that follow the operator's workflow. The skeleton below can be adapted to every machine tool:
| Section | Content | Source |
|---|---|---|
| Header information | Machine name, inventory no., department, instruction no., revision date, prepared and approved by | Workplace records |
| Hazards | 3–6 machine-specific hazards, with signs | Risk assessment |
| PPE | Which equipment for which task | Risk assessment, PPE matrix |
| Before starting | Checks on guards, emergency stops and safety devices | User manual |
| While working | Safe method, hand and body position | Manual, experience on site |
| Prohibited behaviour | Things never to be done, short list | Risk assessment, past incidents |
| In a fault or abnormal situation | Stop, isolate energy, report; who will intervene | Manual, maintenance procedure |
| At the end of the job and during cleaning | Cleaning, swarf, energy isolation during die changes | LOTO procedure |
| In an emergency | Location of the emergency stop, first aid and the person to notify | Emergency plan |
Take the hazards section from the risk assessment; the two documents must match. Rather than writing the energy isolation steps for maintenance and cleaning into the instruction, refer to the LOTO procedure document; but state clearly in the instruction when the operator must apply LOTO.
Safe work instruction example: hydraulic press brake
The example below shows the working sections of an instruction written for a hydraulic press brake with a light curtain. Adapt it to the manual of your own machine.
Before starting
- Check the light curtain: put your hand into the curtain while the blade is descending; the machine must stop. If it does not stop, do not use the machine and tell your supervisor.
- Press the emergency stop buttons and see that the machine stops.
- The foot pedal's protective cover must be in place.
- Check that the die clamping bolts are tight.
While working
- Hold the sheet with both hands and keep your fingers outside the die line.
- Bend sheets longer than 2 metres with two people. Only one person presses the pedal, and that person can see the other.
- Do not stand in the area where the bent sheet will swing up; do not lean your face over the sheet.
- Take your foot off the pedal when you are not pressing it.
Never
- Do not bridge or disable the light curtain.
- Do not place or straighten a part under the die by hand; use a straightening tool.
In a fault and during die changes
- Stop the machine, switch off and lock the main isolator, lower the die to the bottom position.
- Only the assigned toolsetter changes the die.
In an emergency
- Press the nearest emergency stop button, tell the foreman and call the first aider.
Under Annex III of the Work Equipment Regulation, press brakes undergo a periodic inspection at least once a year; the instruction complements this inspection with the operator testing the light curtain at the start of every shift. For details of press safety, see our article on press safety.
Rules for writing in language employees understand
The purpose of an instruction is not to be read but to be applied. These rules work:
- Use the imperative. Not "checks must be carried out", but "check".
- Write one action per sentence. Long sentences full of commas get skipped.
- Give numbers. Not "long sheets", but "sheets longer than 2 metres".
- Use the names on the machine. If the button says "EMERGENCY STOP", write it that way in the instruction.
- Briefly add the reason. The sentence "Put your hand into the curtain while the blade is descending; the machine must stop" also says why the test is done.
- Do not exceed one page. An instruction posted at the machine must be readable at a glance; the detail stays in the manual.
- Add a photo or drawing. For the location of the emergency stop and hand positions, a photo is better than a paragraph.
- Translate for employees who do not speak Turkish. Use a language the employee understands when issuing it.
| Weak wording | Strong wording |
|---|---|
| The necessary checks must be carried out | Test the light curtain with your hand; the machine must stop |
| Suitable PPE must be used | Wear cut-resistant gloves and steel toe shoes |
| Care must be taken | Keep your fingers outside the die line |
| Faults must be reported to the person in charge | Stop the machine and tell the foreman (name and extension number written in the instruction) |
Have an operator read the instruction you wrote and ask "What must you not do on this machine?" If the answer does not match the prohibitions in the instruction, rewrite the text.
Instruction issue record
Posting the instruction on the machine is part of informing employees, but on its own it does not count as issuing it. The instruction is explained to the employee face to face, demonstrated at the machine and recorded on a signed form. The issue record should contain:
- The instruction's name, number and revision date
- Date and place of issue and the person issuing it (specialist, foreman or department manager)
- The employee's name, role and signature
- The statement "The instruction was read to me, demonstrated in practice at the machine and my questions were answered"
- The language in which it was issued
The issue is repeated when the instruction is revised, when the machine changes, or when an accident or near miss shows that the instruction is incomplete. An employee who is new or changing department receives the instruction before starting work on the machine.
Keep the records with each employee's training records; an up-to-date copy of the instruction should also be in the OHS file.
Common mistakes
- Covering all machines with a single instruction. Posting the same text titled "machine tool instruction" on lathes, milling machines and grinders.
- Contradicting the manual. The manufacturer requires the light curtain to be tested every shift, but this step is missing from the instruction.
- Not tracking revisions. A new guard has been added to the machine, but the instruction still describes the old arrangement.
- Posting the instruction where it cannot be seen. An instruction made unreadable by oil, left behind a cabinet.
- Issuing it with a group signature sheet. An issue where twenty people signed a list and nobody was shown anything at the machine.
In businesses in Bursa and the surrounding provinces, as part of our OHS specialist service, we prepare instructions for each machine consistent with the risk assessment and user manual, and issue them on site. You can plan the annual review dates of instructions with our OHS calendar tool.
Frequently Asked Questions
Who prepares the occupational safety instruction?
The OHS specialist prepares it and submits it for the employer's approval; they also check its implementation. Working with the machine's operator, the maintenance manager and the department manager on the content ensures the text fits the site.
Should the instruction be kept on the machine?
Yes. Under Art. 10 of the Work Equipment Regulation, instructions are kept with the work equipment. The short text posted at the machine can be a summary of the detailed instruction in the file.
Is an instruction issue record mandatory?
The legislation does not define a form called a "record"; however, the soundest way to prove that the instruction was given to the employee is a dated and signed issue record. It is one of the first documents requested in a post-accident investigation.
When is an instruction updated?
It is updated when the machine, method or guard changes, when the user manual is updated, and when an accident or near miss shows that the instruction is incomplete. Even without changes, reviewing it once a year is good practice.
A certified specialist matched to your hazard class: site inspections, approved logbook, training plan, annual plan and report follow-up.
Bursa SİSTEMER OSGB Technical Team — written from the field experience of our OHS specialists and workplace physicians. Legal information is valid as of the publication/update date; contact us for an assessment specific to your business.