You’ve written the document. It’s structured, formatted, and reviewed. But is it actually clear? The final step in any writing process is testing. What makes sense to you might not make sense to the reader.

A well-written document isn’t just technically correct; it works. Here’s how to test your documentation before calling it done.

1. Find Someone Who Knows Nothing About It

Give your document to someone unfamiliar with the subject. See if they can follow it without asking questions. If they hesitate, reread, or make mistakes, your writing needs work.

• Ask them to complete the task exactly as written.
• Watch where they slow down or struggle.
• Note where they make assumptions not covered in the writing.

If they need to ask for clarification, your document has gaps.

2. Follow Your Own Instructions Like a New User

Set the document aside for a day, then return to it as if you’re seeing it for the first time. Follow every step exactly as written.

• Did you skip a step mentally because you “knew” what to do?
• Did any part feel unnatural or awkward?
• Were there moments where you had to think too hard?

If you find yourself interpreting instead of reading, the document isn’t clear enough.

3. Run a Search Test

Documentation should be easy to navigate. Test how quickly a new user can find critical information.

• Search for key terms—are they used consistently?
• Scan headings—do they clearly tell the reader what’s in each section?
• Look at bullet points—are they broken up logically or buried in text?

If finding information takes too long, the structure needs improvement.

4. Cut Unnecessary Words

Clarity isn’t just about including the right details—it’s about removing the wrong ones. A few common problems:

• Over-explaining: If a sentence has more than two commas, see if it can be rewritten.
• Redundant phrases: “End result,” “free gift,” and “completely finished” all say the same thing twice.
• Filler words: “Basically,” “in order to,” and “as a matter of fact” add nothing.

The clearer the writing, the easier it is to follow.

5. Watch Someone Struggle (Without Helping)

This is the hardest test. Give your document to a real user and let them follow it—without explaining anything.

• If they hesitate, why?
• If they misunderstand a step, where did it go wrong?
• If they give up, what caused the frustration?

The goal isn’t to blame the user. It’s to recognize where the document fails and fix it.

Final Thought

Good documentation works even when you’re not there to explain it. If someone can pick it up, follow it, and succeed without help, you’ve done your job right.

If not, it’s time to revise.