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Businesses use technical documents to communicate with customers, vendors, partners, and employees. Having to read through these documents can be daunting for anyone, but especially for those short on time. A professional technical writer can distill these dry, tedious documents to make them engaging.
Understanding technical writing is the key to creating documents that keep your readers’ attention. This guide explores 10 common examples of technical writing alongside tips for making them more accessible to your audience.
What Is Technical Writing?
Technical writing refers to any form of fact-driven communication that informs a reader about specialized concepts. Choosing the right audience for your technical content and understanding what they already know is critical for writing relevant, readable pieces.
For example, a medical professional summarizing a drug trial can assume most of the audience is familiar with anatomical terms. A summary of the same study for a generalized health magazine would require simpler language to appeal to the masses.
Essential Skills for Technical Writing: The Importance of Subject Matter Experts (SMEs)
Technical writers should have excellent communication and research skills and a broad understanding of how to write for different audiences with an emphasis on clarity and structure.
Some documents require in-depth subject matter expertise. You wouldn’t write a software development kit for professionals if you don’t understand code. But paired with a strong subject matter expert, you can create one that other developers will want to read.
Types of Technical Writing Documentation
Examples of technical writing abound, but they can be broken into four common categories:
- End-user technical writing educates a product’s users on functionality and troubleshooting tips.
- Expert-to-expert technical writing is written for an audience with subject matter expertise.
- Process documentation writing tells a reader how to complete a process.
- Technical marketing communications educate a knowledgeable audience about complex products or services.
1. User Manuals and Product Documentation
Product documents contain in-depth information about a product’s features and applications. Many product documents are written for people with some product familiarity and assume they can grasp complex topics.
For example, the biomedical company Medtronic created a device manual for its advanced transcatheter pacing system. The product documentation uses headings, bold text, and bullet points to organize and simplify intricate details. Source: Medtronic.
Conversely, user manuals are designed for the general public to help customers quickly understand how to use the product. Many include assembly instructions, safety precautions, and contact information for customer support.
The Keurig K-Elite user manual educates customers on how to operate and care for the coffee maker. It has simple instructions written in direct language with diagrams. Source: Kuerig.
2. White Papers
A white paper is a detailed report that provides comprehensive data and insights into an industry trend or a specific issue. Companies in all sectors use technical white papers for two primary purposes:
- To educate industry experts, customers, and other stakeholders
- To establish their authority on the subject
The target audience typically understands the topic, so white papers don't spell out the basics. They do include summaries and visualizations to improve clarity.
LCS's “The Future of Senior Living” white paper examines the senior living industry. The white paper uses large font and text cues to highlight key quotes. It also visualizes datasets in colorful charts, allowing readers to spot patterns at a glance. Source: LCS.
3. Case Studies
A case study provides an in-depth analysis of how a client used a product or service to achieve a goal or overcome a specific challenge. Combining expository and technical writing, it vividly narrates the process while spotlighting key metrics. Direct quotes from the customer provide personal insights, while statistics emphasize the tangible value of the product or service.
Adobe published a case study detailing how Prudential Financial used its software to streamline content creation. The document narrates how Prudential implemented the software and how the tools improved its operations. This case study includes a quote, a photo of the interview subject, and a sidebar titled “Impact on Recent Creative Campaign.” Source Adobe.
4. Company Documents
Businesses use company documents to manage operations or communicate critical information to interested parties. They typically fall into three categories:
- Internal use documents outline processes and summarize activities. Examples include financial projects, onboarding guides, and policies and procedures.
- Contract agreements are legal documents that involve the company and another party.
- Compliance and corporate documents are required by law. Examples include audit reports, corporate minutes, and business licenses.
The Securities and Exchange Commission (SEC) posted this sample articles of incorporation to guide new businesses through the filing process. Since this type of document is binding, it clearly defines in legal terms what the company can and can’t do as part of its operations. Source: SEC.
5. Annual Reports
Publicly traded companies are required to publish an annual report for investors that details the company’s business performance and financial standing. They also include company history and annual highlights.
Most public companies will also make these documents accessible online to enhance customer trust or comply with industry regulations. Annual reports often include data visualizations for ease of reading.
This annual report from the Midwest Food Bank dedicates a section at the beginning to its values, vision, and mission to lure like-minded investors. It also showcases appealing data visualizations. Source: Midwest Food Bank.
6. API Documentation
Many software companies use application programming interfaces (APIs) to allow their products to communicate with other programs. API documentation explains how users can access and interact with the API.
These instruction manuals describe technical processes and specifications, such as:
- Authentication methods
- Code examples
- Error messages and how to resolve them
- Terms of use
This sample API documentation provides an overview of the Reddit API’s endpoints, including how users can interact with them. Source: Reddit.
7. Standard Operating Procedures (SOPs)
Standard operating procedures provide clear instructions for completing specific tasks — think of them as checklists that help employees repeat actions consistently. Policies are broader. They outline an organization’s overall mission, values, rules, and other big-picture concepts.
This table of contents allows users to easily navigate to different sections of the University of Michigan’s standard operating procedures and policies. The university uses section headers to direct readers to relevant information. Source: University of Michigan.
8. Press Releases
A press release is an official statement written by a company to inform the media of newsworthy information that is timely, relevant, impactful, and offers value for the intended audience. Typical press release topics include product releases, notable leadership changes, or statements on a high-profile incident.
An effective press release includes relevant information up front. This 2023 Apple press release about the new iPhone 14 includes new features and builds excitement about a new color choice. Source: Apple.
9. Technical Brochures
Technical brochures differ from technical reports. These documents communicate how to design, build, or implement a product or service. The brochure includes descriptions of the final product or service’s architecture, interfaces, materials, functions, and more.
For example, an airplane engineer sends technical specifications to the manufacturer. They use it to order parts and assemble them so the final product complies with aviation regulations and works as intended.
This example from TES is a template any product manager can use to develop a helpful technical brochure. Source: TES.
10. Business Plans
A solid business plan is a roadmap that outlines the organization’s long-term goals and strategies for accomplishing them. In contrast, a project plan is a smaller-scale blueprint for short-term initiatives. These documents guide internal decision-making and may persuade investors to take a chance on a new company.
This sample business plan summarizes the company’s market research, including an overview of its customer demographics and competitive advantage. Source: U.S. Small Business Administration.
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