Have you ever read a manual that just worked? No rereading, no head-scratching—just clear steps that made sense right away. That’s the goal of technical writing.
When writing is clear, it disappears. The user doesn’t think about the words; they just complete the task.
So how do you write like that?
1. Cut What’s Not Needed
More words don’t mean more clarity. They usually mean more confusion.
❌ Before: The button, which is located at the top-right corner of the screen, should be clicked in order to proceed.
✅ After: Click the button in the top-right corner.
Users don’t want a reading assignment. They want an answer.
2. Make Each Sentence Do Its Job
If a sentence doesn’t serve a purpose, it shouldn’t be there. Every word should either:
- Tell the user what to do
- Explain something essential
- Clarify a potential confusion
If it doesn’t do one of those things, it’s clutter.
3. Use the Right Order
People don’t read manuals like novels. They scan. If the information is out of order, they’ll miss it.
Bad order:
- Open the settings menu.
- Click “Wi-Fi.”
- Scroll down and find “Advanced Settings.”
- If the network doesn’t appear, restart your device.
- Select the correct network.
Wait—should I restart before selecting a network? Should I check something first?
Better order:
- Open the settings menu.
- Click “Wi-Fi.”
- Select the correct network.
- If the network doesn’t appear, restart your device.
Now the steps flow logically. No second-guessing.
4. Test Your Writing (Like a User, Not a Writer)
Read what you wrote as if you have never seen the process before. Better yet, have someone else follow the steps without help.
If they hesitate, struggle, or get stuck, the writing isn’t clear enough.
The Best Writing Is Invisible
Users don’t appreciate good technical writing. They just get things done. And that’s the point.
Clear writing isn’t about style. It’s about making sure the user never has to think about the words—only the task.
Want to improve your technical writing? Try deleting more than you add.
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