This updated guide explains core technical writing principles: use plain language and active voice, keep sentences short, define jargon, structure information with headings and lists, include visuals, and test instructions with representative users. It adds modern practices: accessibility, templates, modular content, and version control, and points to readability and accessibility tools.

What is technical writing?

Technical writing communicates specific information about a technical subject to a defined audience for a clear purpose. Its goal is practical: help readers understand a concept or complete a task. Typical outputs include user manuals, API docs, release notes, help pages, SOPs, training guides, proposals, and product quick-starts.

Core principles

Use plain language

Choose common words and short sentences. Remove filler and redundancy. Aim for clarity over formality so readers find what they need quickly.

Prefer active voice

Active sentences are shorter and clearer. Compare: "Engineers deploy the update" (active) vs. "The update is deployed by engineers" (passive). Reduce passive constructions except when the actor is unknown or intentionally de-emphasized.

Keep sentences and paragraphs short

Aim for 10-20 words per sentence on average. Break long ideas into numbered steps or bulleted lists. Short paragraphs make scanning easier on screens.

Limit jargon and define terms

Use technical terms only when necessary. When you must use them, define them on first use or link to a glossary. Consider audience knowledge level when choosing terminology.

Use examples, visuals, and structured formatting

Show commands, code snippets, diagrams, screenshots, and tables where they clarify procedures or data. Use meaningful headings, numbered steps for procedures, and callouts for warnings or tips.

Write for accessibility

Follow basic accessibility practices: descriptive headings, meaningful link text, alt text for images, and logical reading order. Accessible docs reach more users and often improve clarity.

Writing process (practical steps)

  1. Plan: Identify audience, purpose, scope, and success criteria.
  1. Outline: Organize content into logical sections (chronological, classification, or component-based).
  1. Draft: Write quickly from the outline; prioritize completeness over polish.
  1. Revise: Edit for clarity, accuracy, tone, structure, and conciseness. Remove at least 10% of words on a first pass.
  1. Test: Have representative users follow instructions and give feedback; iterate.

Modern practices and tools

Use templates and modular, single-sourced content for reuse. Keep documentation under version control when appropriate. Readability and editing tools (for example, style checkers and grammar aids) can speed review, and accessibility checkers help compliance with WCAG guidance. Note: many organizations in the U.S. also follow the Plain Writing Act (2010) principles for public-facing documents.

Final checklist

  • Is the purpose clear to the intended audience?
  • Are steps numbered and verifiable?
  • Are technical terms defined or linked?
  • Are visuals labeled and accessible?
  • Has a representative user tested the instructions?
Good technical writing combines concise language, accurate detail, structured presentation, and user testing to turn complex procedures into usable guidance.

FAQs about Technical Writing Guidelines

When should I use passive voice?
Use passive voice sparingly - for example, when the actor is unknown, irrelevant, or you intentionally de-emphasize it. Prefer active constructions for clarity and brevity.
How do I decide what technical terms to include?
Include only terms the audience needs. Define terms on first use or link to a glossary. If readers are novices, replace jargon with plain-language explanations or examples.
What makes a procedure usable?
A usable procedure is organized into numbered steps, uses active verbs, includes visuals where helpful, highlights warnings, and has been tested by representative users who can follow it without extra help.
Which accessibility practices matter for documentation?
Use descriptive headings and link text, provide alt text for images, ensure logical reading order, use sufficient color contrast, and structure content so it works with screen readers and keyboard navigation.

News about Technical Writing Guidelines

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