Ever opened a manual and thought, Why is this so long? You just wanted to perform a simple task. Instead, you got a wall of text. It explained every little detail—some of which you already knew. That’s a sign of over-explaining, and it’s one of the fastest ways to lose your reader.

In technical writing, more words don’t mean more clarity. They usually mean more confusion. Here’s how to recognize when you’re over-explaining—and how to fix it.

How Over-Explaining Happens

1. You assume the reader knows nothing.
   • Yes, clarity is important, but explaining basic concepts they already understand wastes their time.
2. You include unnecessary background.
   • If the reader just needs to change a setting, they don’t need a history lesson on why the setting exists.
3. You add too many steps.
   • Breaking down every click, scroll, or decision when it isn’t needed makes instructions harder to follow.
4. You explain what’s obvious.
   • “Click the Save button to save your work.” (What else would the Save button do?)

How to Write Less (But Say More)

✅ Get to the point.

• Start with what the user needs to do. If they need context, give only what’s necessary.

✅ Remove the obvious.

• If a step is self-explanatory, skip it or rephrase it concisely.

✅ Use visuals when possible.

• A clear diagram or screenshot can replace paragraphs of text.

✅ Test your writing.

• If a user can complete the task without reading half of what you wrote, you probably wrote too much.

Example: Before vs. After

🚫 Before (Over-Explained):
“To save your document, locate the File menu at the top left corner of your screen. Click on it to open a dropdown menu. Scroll down to the option labeled ‘Save’ and click on it. A dialog box may appear asking you to confirm the save location. Choose the location and press OK.”

✅ After (Clear & Concise):
“Go to File > Save. Choose a location if prompted.”

Fewer words, same result. That’s the goal.

The Takeaway

• Over-explaining slows down the reader.
• Assume competence—only explain what’s necessary.
• Every extra word should add value. If it doesn’t, cut it.

Write less. Help more.

Now, take a look at your last piece of writing. Can you remove anything?