G U I DE TO

TECHNICAL
WRITING
BY INSTRUCTIONAL SOLUTI O N S

WE OFFER CUSTOMIZED TRAINING CONTACT US

FOR INDIVIDUALS AND GROUPS 609-683-8100
ONLINE, VIRTUALLY, & ONSITE www.instructionalsolutions.com
 WE LCO ME
Our company is based on a core belief: clear business writing is a huge
competitive advantage. It is the currency that conveys a company’s
products and knowledge, and the primary connection with customers.

View our client list, read some client testimonials, and see how we can
improve technical writing for you or your organization.

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 CON T ENT S
Technical writing is a rare but highly sought-after skill. Whether you’re an
admin or an executive, there is always a demand for technical writing, so
we’ve created this Guide to Technical Writing for you and your team to
develop a stronger technical writing foundation.

G ET START ED WIT H T ECHNI CA L WR I T I NG 04

WHAT IS T EC H N ICA L WR I T I NG? 05

PURPOSE OF IMPROVING TECHNICAL WRITING 06

T EN TYPES OF T EC H N ICA L WR I T I NG 08
I S T ECH N ICA L WRIT IN G T HE S AME A S
B USI NE SS WRIT IN G ?
09

FO LLOW A T EC H N ICA L WR I T I NG PR O C E S S 10

5 STR ON G T EC H N ICA L WR I T I NG EXA MPL E S 13

10 B AD T EC H N ICA L WRI T I NG EXAMPL E S 14

7 T I PS FOR B ET T E R T ECHNI CA L WR I T I NG 17
SUMMARY 20

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 GET STARTED WITH
TECHNICAL WRITING

Technical writing is a valuable skill with significant job opportunities.

According to the Bureau of Labor Statistics, there will be a 12%
employment growth for technical writers between 2020 and 2030.
According to Salary.com, the average salary for a Senior Technical Writer
ranges from $80,800 to $98,200, with an average base salary of $89,200.

Maybe you are an engineer or scientist who needs to communicate your

technical knowledge. Or maybe you want to become a full-time technical
writer for a company. Whatever the case, strengthening your technical
writing skills is a worthwhile endeavor.

Below is a complete guide to technical writing — from a clear technical

writing definition to tips on how to improve your technical writing skills.

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 WHAT IS TECHNICAL
WRITING?

Technical writing is the practice of documenting processes, such as

software manuals or instructional materials. Traditionally, it was
limited to user manuals of some sort.

However, today’s definition is more nuanced than that. No longer bound

to lengthy user manuals, technical writing is the art of documenting and
explaining complex technical information unambiguously.

It includes:
• reports
• executive summary statements
• briefs
• technical emails
• press releases
• policies and procedures

This type of writing is often found in industries such as high-tech

manufacturing, engineering, biotech, energy, aerospace, finance, IT, and
global supply chain. At the end of the day, you are most likely performing
technical writing if you work in a technical field.

LEARN MORE ABOUT OUR

TECHNICAL REPORT WRITING COURSE >>

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 PURP O SE OF
TECHNICAL WRITING
The purpose of technical writing is to break down complex ideas and
information into easy-to-understand tasks or explanations for the reader.
This straightforward writing style clearly informs the reader on a topic (even
if they are a non-technical audience or have a lower knowledge level).

Based on this purpose, technical writers must closely examine their target
audience’s mindset and knowledge levels. They also must understand what
the reader hopes to glean from the technical document. When writing,
follow the adage of “explain it to me like I’m five.”

Your audience might fall into one or more of the following groups:

Experts Technicians
As the title denotes, this group These are the builders of the
has deep knowledge of the product. They construct or
subject matter, product, or operate the product at hand.
service; however, they need to Technicians are viewed as the
know more. They are looking for experts in their industries. The
info about a special topic. A good audience here may include
example is a doctor who reads a computer programmer or
a medical research paper to HVAC technician relying on a
learn about a new type of cancer programming guide or repair
treatment. manual to carry out their jobs.

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Executives Non-specialists
This group handles the decision- This cohort may be the easiest
making. Executives rely on the to define. These are the
technical docs for the lowdown laypeople and end-users. We
to move forward with a smart have all been made privy to tech
decision. They are often the documentation in this category.
funders of the product or It can range from marketing
program and need to remain communications like websites
current with key information. and ads to product user manuals
Corporate content may include and handbooks. Because this
stakeholder reports, business audience is composed of non-
pitches, and proposals. experts, technical writers need to
keep their language basic.

Improving your technical writing skills for any audience and document type
helps you become a more effective communicator. You then add more
value to your company and career. Want to learn more about the return on
investment for better writing? Use our ROI calculator to estimate potential
savings and the impact of better writing training at your organization!

CALCULATE THE TIME SAVINGS OF BETTER WRITING!

Assuming four participants are trained, annual time-saving
benefits are $18,750
(assuming employees earn $50,000 and write for four hours daily)

Calculate your own ROI

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 10 TYPES OF
TECHNICAL WRITING
Once you understand your audience, you can break down technical
documentation into three categories: end-user documentation, traditional
technical writing, and technical marketing communications.

Underneath these three categories, technical documents or technical

communications take many forms. Here are 10 common types:

1. User guides/user manuals

2. Statements of work
3. Policies
4. Standard operating procedures
5. A technical email sent to a colleague
6. Reports
7. Specifications
8. Bid documents
9. Marketing collateral
10. API documentation

Read a full breakdown of each type in our full online guide >>

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 TECHNICAL WRITING
VS. BUSINESS WRITING
Technical writing and business writing are often used interchangeably but
are not the same thing. In short, technical writing = neutral instruction.
Business writing = clearly conveying both information and intent.

Granted, these two techniques are similar. They require concise language
and specific word choices. Both styles often use bulleted or numbered lists
to clearly present info.

But one is not interchangeable with the other. Business writing ranges from
interpersonal to information to technical content. Technical writing overlaps
with business writing when a business person needs to convey technical
information.

Another key difference is the tone toward the target audience. For example,
you may use a direct formal tone for an internal memo. Or you might use
a professional but warm tone for an email to a new client. You must write
clearly and the message should be accessible, but the tone changes based
on the audience.

Technical writing rarely changes tone because it aims to clearly and

effectively explain something. You’re not trying to persuade the reader to do
something or develop a relationship. You’re using language to communicate
instructions to the target audience effectively.

Tone is the key difference.

VIEW ALL TECHNICAL WRITING COURSES

FOR GROUPS AND INDIVIDUALS >>

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 FOLLOW A TECHNICAL
WRITING PROCESS

Step #1: Plan to plan ahead

Planning is the critical first step in creating a technical document (hint: it

should take up 50% of your document creation time). Before you ever start
writing, cover the who, what, when, where, and why of the doc:

WHO
Understand your target audience. This dictates the content you create.
Who is your reader? What are their needs? Think carefully about
whom you are directing this writing piece.

WHAT
Why are you writing it? What is the goal of this document? The
purpose(s) depends on the document type (e.g., user manual/
instruction manual/user guide).

WHEN
Write down when the project is due. Check-in with the design and
publishing group to ensure that you meet their production schedule.
You will need to set up a timeline for review, QA, and creativity.

WHERE
Where is this document to be published? How will the document be
distributed to your readers? What style guide should you follow? This
will impact your sentence structure and formatting.

WHY
This is the reason this technical writing piece is being compiled. Why
is the stakeholder requesting that this document be put together in
the first place? From a business standpoint, why is this request being
made? Your business leaders might not be the final audience, but
their reason for you writing the doc will impact the tone, content, etc.

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Step #2: Create an outline or concept map

Map out the content of your document before you begin to write. We
recommend creating an outline or concept map to see content and
structure and verify these elements before drafting.

OUTLINE
Think of outlining as the blueprint for your technical document. You
wouldn’t build a house without a pre-plan, would you? An outline
helps you to organize your message. Start simple: Introduction, Body,
and Conclusion. Weave in your research throughout..

CONCEPT MAP
For technical outputs, outlining works well. For cross-functional and
complex documents, mapping can be more effective. Outlining and
mapping are similar, but mapping is less linear.

Mapping is a research-based method centered on audience needs and

the purpose of the information being presented. Check out this tool
for collaborative mapping.

The end goal for both outlining and concept mapping is coherent writing.
Try one out and see which works best for you.

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 Step #3: Start drafting

Once you have your plan, you’re ready to write. Choose a quiet place free
of distractions. Follow your outline or concept map. You don’t have to start
at the top of the document. Choose a section that’s easier and fill it in with
content.

Continue writing until the document is complete (hint: avoid editing while
writing - wait on this step). If you have a solid plan, the writing part should
be simple.

Step #4: Edit, edit, edit

Time to edit your technical document to ensure that there are no mistakes.

• Are the technical concepts easy to understand?

• Did you include helpful visuals or graphics?
• Are you using good grammar from beginning to end?

Also, ask for input from colleagues. For clear sentences, we recommend
running your content through the Hemingway Editor. For grammar and
spell check, we recommend using Grammarly.

Receive instructor
feedback on your
technical writing
from an expert.

View the Course Outline

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5 STRONG TECHNICAL
WRITING EXAMPLES
Need some inspiration for your technical documents? Here are five strong
technical writing examples to help you write different types of technical
content effectively.

Click on any document below to view the full writing example.

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 10 BAD TECHNICAL
WRITING EXAMPLES

Not all technical documents are well-done. Have you ever read an
instruction manual that was so confusing you couldn’t put the product
together? Or maybe you’ve seen a diagram in a handbook that was more
hindering than helpful.

Below is a list of the top ten bad technical writing examples and how to fix
each common mistake in technical documentation.

1. Indecipherable titles
A title is an opportunity to persuade your reader to read the entire
document. Here’s an example of a poor title:

The All-inclusive and Thoroughly Vetted Interdepartmental and

Multi-functional Manual Pertaining to Optimal Performance of The
Richards 37 of the Modular 3.3abx Series.

Keep your title concise and use plain, simple language. In this case, “The
Richards-37 User Manual” would suffice.

2. Glaringly incorrect, absent, or poor-quality images

Visuals are one way to guide your reader through a complex concept. If a
document is missing images or the images are fuzzy or poor quality, the
reader is going to be frustrated and confused.

Display modern and matching photos and images. Also, ensure that
images are properly labeled.

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3. Confusing substance
As a subject-matter expert, it’s sometimes easy to use confusing language.
But remember that technical documents are typically for readers who
don’t know about the topic.

Avoid writing hard-to-understand content that’s hazy in vocabulary, word

order, or descriptions. Consider your audience’s needs and make sure that
your writing is direct, accurate, clear, and simple. If unsure of a sentence or
instruction, run it by a non-expert. Use layman’s terms.

4. Circular cross-reference
Circular cross-reference is when you reference a point of instruction in a
doc, only to find that the last object references the first object, creating a
closed loop.

It’s never fun to have to dig around for the instructions. Assume the
perspective of a non-expert and avoid this tactic.

5. No table of contents or index

A table of contents or index makes it easy for a reader to find a specific
section in a document. They also orient the reader. Without one or the
other, the reader must painstakingly read or scan a document page-by-
page.

6. Jargon overload
While industry words and acronyms might be understandable for you, the
average reader probably won’t understand what you’re talking about.

Be aware of the terms that you use. As a general rule, avoid jargon.
Acronyms are typically a “heads up” flag that calls for defining. It’s a good
practice to spell out the acronym in parentheses the first time you use it.
After that, use the acronym.

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 7. Poor punctuation
For obvious reasons, bad grammar, spelling mistakes, typos, and missing or
incorrect punctuation should be avoided. These mistakes can hurt reader
comprehension. They also don’t look professional. Use grammar and spell
check tools like Grammarly to catch any errors.

8. Inconsistency in tone
The tone in technical writing should always be neutral and competent.
Especially for collaborative documents, inconsistent tone can be a problem
in technical docs. The tone might switch from direct to conversational.

The primary author should set the tone for the entire piece. They will need
to re-write portions of the text according to a single, established dominant
tone that is evident throughout.

9. Overly focused on the formal

Using overly formal language can be an immediate turnoff for your reader
as it sounds arrogant. Be sure to write at the level of your readers.

This is a fantastic readability tool to help with the effort.

10. Unclear antecedents

An unclear antecedent is when a sentence does not identify to which noun
a subsequent pronoun refers. It is burdensome in technical writing when
the reader must comprehend every point.

Grammarly should help you catch this common error.

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 7 TIPS FOR
EFFECTIVE TECHNICAL
DOCUMENTATION

1. Be specific and accurate

Technical writing is often used to map out complicated processes. If a step
or detail is omitted or vague, your document could cause major damage.
Nothing matters more in technical documentation than accuracy and specificity.

2. Review your company’s technical documents

Spend some time looking at the technical documentation put out by your
company. What kind of documentation is it? Who is the audience for each
document, and what is their knowledge level? This process will get you out of
your own head (which is full of content knowledge) and into the mind of your
potentially very varied readers.

3. Follow a style guide

Look into the style manuals or writing conventions of your company. Do they
use another writing style manual or have their own? Is there a set of writing
rules? This process is going to help you start thinking about technical writing
in a way that fits your company.

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 4. Focus on organization and sequence
Your technical document’s framework is almost as important as the
information itself; Without coherent organization and sequencing, none of
your details, clear examples, photos, etc., will be helpful to your reader.

Create your document framework by following these two steps:

• Categorization. Break up your document into logical sections.
• Sequencing. The right sequence depends on the type of document.

5. Use active voice

The active voice is easier to read and understand than the passive voice.
Whenever possible, choose the active voice in your sentences.

6. Ensure clear formatting

The style of the technical document carries over to the formatting stage.
The formatting should be clean and professional. Well-chosen, readable
fonts, sizing, and layout will assist the reader in understanding the text.

Make the content easily digestible for the reader. Break up chunky
paragraphs (over seven lines) with paragraph breaks.

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 7. Implement a review process
Ensure that your technical document is reviewed by others when your
personal review is complete. The reviewer could be a peer, a supervisor, or a
subject matter expert. Each review will refine and improve the document.

This review process is also valuable to you as a technical writer. External

feedback will improve not only the current text but also your writing in the
future.

How to choose a
technical writing
course for groups.

Download the
Group Guide

How to choose
a course for
individuals.

Download the
Individual Guide

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 SUMMARY

Technical writing is a highly profitable skill — whether you’re making a

career shift to a technical field or adding this ability to your current role.
Any employee who can convey technical information at work is very
valuable to a company. Investing time and money to hone your technical
writing craft benefits you and your career in the long term.

Get in-depth writing training with Instructional Solutions. We have been

delivering online business writing courses since 1998, following optimal
online and adult learning principles. Click here to learn more.

Browse all of our courses

Enroll in a course created

with your unique writing
requirements in mind.

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Instructional Solutions is a business

GUI DE TO
TE C H NI CA L WR I T I NG
BY IN ST R UCTI O N A L SO LUTI O NS
writing company with an online
learning management system and
instructors available worldwide.

Our company is based on a core

belief: clear business writing is a
huge competitive advantage. It is the
currency that conveys a company’s
products and knowledge, and the
primary connection with customers.

Business writing brings great value to

those who are good at it. Our goal is to
help our clients be the best at it.

CONTACT US
Phone Number
609-683-8100

Email
info@instructionalsolutions.com

Website
www.instructionalsolutions.com