“Digital by default” principle for product documentation, paper options only where needed, while protecting consumer rights and safety.

Exceptional “common specifications” when harmonised standards are missing.

On Tuesday, negotiators from Parliament and Council reached an agreement on promoting the use of digital formats to simplify reporting requirements.

The simplification package on digitalisation and common specifications (directive and regulation) promotes the use of digital formats for product information, such as declarations of conformity, instructions, and contact details. It also streamlines communication between economic operators and authorities, while reinforcing the EU’s ability to adopt common specifications in exceptional circumstances, when harmonised standards are unavailable or insufficient.

Tonight’s agreement paves the way for fully digital product compliance across the single market, enhancing efficiency, transparency and regulatory consistency across sectors.

Common specifications

The agreement introduces “common specifications” that the Commission can adopt exceptionally as a legally recognised fallback option to demonstrate the compliance with EU rules of a product, device, service, process or system, when no harmonised standards exist.

Parliament succeeded in strengthening the coherence across EU legislation, while also preventing unnecessary administrative duplication for companies and introducing new oversight mechanisms. Under the agreement, the Commission’s exclusive right to adopt common specifications is only temporary, lasting for 48 months from when the legislation enters into force.

From paper to digital

The “digital by default” principle encourages public authorities to modernise administrative requirements in EU product legislation and supports a paper-free single market based on interoperable data and the “once-only” principle.

The measures agreed include the digitalisation of the EU declaration of conformity (DoC), mandatory electronic exchanges between economic operators and competent authorities, and the introduction of a direct ‘digital contact’ for economic operators. The latter enables consumers and competent authorities to reach operators directly (e.g. via email or a contact form), without the need to register, share data or download a special app. The legislation rules out automatic replies, chatbots and phone lines.

Product instructions may be provided in digital format, except for safety information, which should be available on paper or marked on the product, taking into account consumers with limited digital literacy or access. Manufacturers should provide accessible ways to request paper information, which could include a phone number.

Quote

After the agreement, rapporteur Reinier van Lanschot (Greens/EFA, NL) said: "That thick paper manual in 20 languages that almost nobody reads is finally going digital, saving companies money and preventing waste for the planet. But no one will be left behind: if you still want paper, you can have it, and now for two full years instead of six months, thanks to a strong push from the European Parliament. And when the global rules our industry relies on break down, our companies will no longer be left stranded. Even in the event of geopolitical turmoil, we can now provide them with a clear, affordable way to keep making products that are safe and legal for Europe's market. This is what smart and inclusive lawmaking looks like: delivering for both citizens and industry at once!"

Background

The digitalisation and common specifications proposals amend 20 pieces of EU product legislation under single market rules. They are a part of a broader simplification package, which includes the proposal on small mid-cap enterprises (SMCs), which was also negotiated today.

Introducing tailored measures to support SMCs was one of the recommendations of the Draghi report on EU competitiveness, and of the Letta report on the future of the single market. The act agreed is part of the fourth “omnibus” package on simplification proposed by the European Commission in May 2025.

Next steps

Following today’s agreement, the Council and Parliament both need to give their green light to the updated rules. They will start to apply 30 months after their entry into force.