Imagine opening an instruction manual. You expect quick guidance. Instead, you’re met with vague steps, unnecessary jargon, and no clear path forward. You reread a sentence three times, still unsure what to do next.

This is where bad technical writing fails—and where good technical writing quietly succeeds. Users should never feel lost, and if they do, it’s a sign the writing isn’t doing its job.

Here are three immediate fixes to make sure your documentation is clear, direct, and usable.

1. Cut What Isn’t Necessary

If a sentence can be removed without changing the meaning of the instructions, it should be removed. Users don’t need extra words—they need to know what to do.

Instead of this:
“In order to properly initialize the system, it is recommended that you verify all connections are securely attached prior to continuing.”

Write this:
“Before starting, verify all connections.”

Fewer words, same meaning, better clarity.

2. Use the Words the User Expects

If the user knows a part as the “control panel,” don’t suddenly refer to it as “the interface hub.” Mismatched terms force users to stop and think, breaking their focus.

✅ Stick to consistent terminology (preferably the terms used in the product).
✅ Define any new terms upfront so they don’t cause confusion later.
✅ Test the wording by asking: “If I knew nothing about this, would this make sense?”

3. Give the User a Clear Next Step

A user should never finish reading a step and wonder, What do I do next? Every instruction should lead into an action.

Bad example:
“Ensure the device is powered on.” (And then what?)

Better example:
“Ensure the device is powered on. Once the indicator light turns green, press Start.”

Every step should lead somewhere. If it doesn’t, rewrite it.

Bottom Line: The Best Writing Goes Unnoticed

The best documentation doesn’t make users think—it guides them naturally. If you can cut unnecessary words, use familiar terms, and provide clear next steps, your writing will do its job.

Confusion isn’t a user problem—it’s a writing problem. Fix it.