Ever tried writing technical documentation that actually makes sense to its readers? It’s a tricky prospect! Whether it’s white papers, API documentation, or user manuals, getting complex information across clearly is no easy task.
And here’s the kicker: American businesses spend 6% of total wages—amounting to $396 billion annually—trying to decipher poorly written materials.
So whether you’re a tech whiz documenting code or a project manager translating engineer-speak into human language, translating complexity into clarity is no small feat.
That’s where efficient technical documentation comes in handy. It helps you translate tech gibberish into something your audience can understand. In this post, we’ll explore the 12 best technical writing examples that showcase how to make complex information easy to understand.
12 Technical Writing Examples for High-Quality Documentation
⏰ 60-Second Summary
Here’s all you need to know about types of technical writing:
- Technical writing includes user manuals, SOPs, API documentation, reports, and internal company documents
- Effective technical writing prioritizes clear, concise communication of complex information
- It uses visuals and simple language to aid understanding
- Platforms like simplify technical writing with document creation, task management, and AI-powered content creation
- Maintaining a consistent tone and structure is essential for brand credibility
- Managing revisions and keeping content up-to-date are critical challenges
- Testing documentation with real users improves clarity and usability
Let’s get technical! 🤓
What Is Technical Writing?
Technical writing is creating clear, concise, and structured documents that communicate complex information for easy understanding.
It is primarily focused on providing instructions, explaining processes, or conveying technical information to a specific audience, often with varying levels of expertise. Examples include user manuals, standard operating procedures (SOPs), and white papers.
Unlike creative writing, which beautifies storytelling, or journalistic writing, which focuses on breaking news, technical content writing is primarily about clarity and instruction.
Here’s a quick comparison to help you see the difference:
| Aspect | Technical writing | Creative writing | Journalistic writing |
| Purpose | Explain complex information or instruct | Entertain, express, or inspire | Inform about current events |
| Audience | Knowledgeable or zero-knowledge | General readers | General public |
| Tone | Formal, objective | Informal, expressive | Neutral, factual |
| Structure | Structured and sectioned with headings and lists | Flexible, story-driven | Inverted pyramid |
| Examples | User manuals, SOPs | Novels, poetry | News articles, reports |
At its heart, technical writing ensures readers can quickly understand and apply the information presented, making it an invaluable skill.
🧠 Fun Fact: According to the US Bureau of Labor Statistics, the market for technical writers is projected to grow 4%, about as fast as the average for all occupations.
Types of Technical Writing
When you think of technical writing, user manuals, and how-to guides might pop into your mind—but there’s more to it! Let’s break it down:
📑 Technical documentation
This includes user manuals, code documentation, API documentation, and product guides. These documents ensure users, developers, or engineers know how to operate software, hardware, or systems.
🧾 Process documentation
Consider this the ultimate handbook for businesses. It includes SOPs, maintenance checklists, and workflow documents. These resources prevent chaos by ensuring everyone follows the same processes.
📖 Reports and proposals
Big decisions need a solid foundation, and that’s where technical reports, feasibility studies, and proposals come in. These documents provide research, insights, and recommendations to guide business decisions on products, markets, and challenges.
📘 Marketing and business documentation
What if we told you technical writing can have a creative side, too? White papers, case studies, and product descriptions blend technical details with storytelling to showcase how a product or service solves problems.
📙 Internal company documents
Internal documents, from employee handbooks to company policies, ensure everyone’s on the same page. They cover organizational knowledge, company structure, and workplace guidelines, helping teams stay aligned and informed.
💡Pro Tip: When writing for a non-technical audience, avoid passive voice and use of jargon or acronyms that may not be familiar to everyone. Always define any unfamiliar terms clearly and in simple language.
12 Top Examples of Technical Writing
When combining complexity with readability, technical writing becomes tricky to master. Here are some detailed examples to make technical writing easier for you.
1. User manuals
Whether setting up IKEA furniture or navigating a new gadget, good product documentation simplifies tasks with clear instructions, diagrams, and troubleshooting tips, so users don’t need a tech expert.
Take the Canon EOS Rebel T7 (1500D) Instruction Manual, for example. It’s a standout because it combines detailed explanations with helpful visuals like diagrams and illustrations, making even advanced camera settings easy to understand.
What sets Canon’s manuals apart is their user-friendliness. They’re written in plain language, perfect for beginners and seasoned photographers. It’s no wonder Canon’s guides are a favorite among photography enthusiasts!
2. API Documentation
Application Programming Interfaces (APIs) are a map for developers. They let developers integrate powerful features into their apps by providing detailed instructions.
When writing the perfect API documentation, the Google Maps suite of APIs takes the crown.
Google Maps API documentation covers all essential features, such as Maps, Routes, and Places. Each section is clearly explained with practical code snippets and interactive examples, making implementation easy.
The quick start guide helps newcomers quickly set up their first map. Its customization options let developers tweak maps to suit their needs, whether for travel apps, delivery services, or something entirely unique.
💡Pro Tip: Ensure accuracy in your API documentation by closely collaborating with the development team.
3. White papers and case studies
White papers are like the solution hub of the business world—offering in-depth analysis and solutions to complex challenges.
On the other hand, case studies are relatable success stories that show how others tackled similar issues. Together, they’re powerful tools to build trust and credibility in industries like tech and finance.
The guide’s clear structure and jargon-free advice for integrating bug bounty programs make it accessible, even for non-tech leaders. It’s a brilliant example of how to present complex ideas with clarity, urgency, and impact.
4. Release notes and changelog
Ever wonder what’s new in your favorite app after an update? That’s what release notes and changelogs do, but for different audiences.
When you write release notes, you aim to create user-friendly highlights of key software development in a conversational language. Changelogs, on the other hand, provide detailed technical logs aimed at developers or power users.
’s stellar Release Notes 3.42 is an example of how to do it right. Packed with user-centric updates, it introduces one-click task creation for chats and tasks, helping readers effortlessly turn ideas into actionable tasks. Need a video explanation? ’s got that covered, too!
What sets apart is the clarity and simplicity of their notes. Each feature is broken down into bite-sized explanations, making it easy to understand the ‘what’ and ‘why’ behind the updates.
5. FAQs and online help content
Frequently Asked Questions (FAQs) and help articles are go-to resources when users encounter problems. They identify knowledge gaps, answer common questions, and guide users through troubleshooting steps. Well-structured FAQs reduce support tickets and improve user experience.
Shopify’s FAQ section is an example of this. Covering everything from payment processing to shipping options and account management, it’s a one-stop resource for new and experienced online store owners alike.
The language is simple, avoiding technical jargon, so every user feels empowered. Plus, each FAQ links to additional tutorials and resources, offering deeper insights for those who want to explore further.
🧠 Fun Fact: Many companies create FAQs answering questions related to company policies, HR procedures, or IT support. This helps new hires solve problems independently and become productive much faster.
6. Standard Operating Procedures (SOPs)
SOPs ensure consistency and efficiency in business operations. Whether you’re outlining an onboarding process or a restaurant’s recipe guide, crafting a compelling, well-structured process documentation starts with structure.
Include responsibilities, legal disclaimers, and any service description and resources required to create efficient SOP templates that work for your team.
Tools like Smartsheet simplify the process with ready-to-use templates. Their Digital Marketing SOP Template includes flowcharts to checklists, helping teams collaborate effectively and follow standardized procedures.
Don’t want to spend too much time creating one? SOP generators can save time and keep things organized.
7. Business plans
Business plans outline a company’s goals and how it plans to achieve them. They include market research, financial statements, and operational strategies. And yes, technical writers often help draft these detailed documents!
ACCA Global’s business plan for the Airport Café is an example of a clear and convincing plan. It includes an executive summary, market research, realistic financial forecasts, and a smart growth strategy.
It stands out with key details, such as the café’s location advantages, customer base, and competition. It’s simple and thorough, giving stakeholders a clear picture of the café’s potential for success.
8. Technical reports
Technical reports provide detailed information about research, experiments, or projects. They often include data analysis, methodologies, and recommendations. These documents help decision-makers understand complex findings and make informed choices.
For example, this technical report by Materials Evaluation and Engineering, Inc. (MEE) explains a tricky problem—a failed water wall tube. It’s clear, concise, and packed with details. The report includes pictures and diagrams to explain the purpose. Best of all, it doesn’t just point out the problem. It also gives solid advice on how to prevent it from happening again.
9. Annual reports
Annual reports offer a snapshot of a company’s yearly performance. They cover financial data, achievements, and future goals. Since they target stakeholders and investors, these reports should be informative and visually appealing.
Microsoft is known for its comprehensive annual reports, which offer valuable insights into its strategy and development. Its 2024 Annual Report highlighted significant growth across Azure and Office 365 segments, driven by substantial AI advancements.
The report details strong financial performance while outlining strategies for continued growth and addressing global challenges. This is your reference if you are a technical writer working on an annual report.
10. Service Level Agreements (SLAs)
An SLA is a formal agreement between a service provider and a customer that defines the expected level of service for a product or service. They set expectations between businesses and clients, reducing confusion and building trust.
A great example of a well-written SLA is Adobe’s Unified SLA for its On-Demand and Managed Services. It defines key terms like ‘Availability’ and ‘Downtime,’ outlines what constitutes an outage, and details the service credits customers receive if uptime thresholds are unmet.
The document uses straightforward and well-organized language, making it a valuable resource for Adobe and its customers.
11. Installation and troubleshooting guides
If a company has aced installation and troubleshooting guides, it’s IKEA. Their furniture assembly instructions are renowned for their exceptional clarity and user-friendliness.
This IKEA troubleshooting guide guides users in checking the instruction manual and locating necessary product information before calling customer support. This encourages independent problem-solving and reduces the burden on customer support.
By combining clear instructions, helpful visuals, and a user-friendly format, IKEA’s assembly guides set a benchmark for other companies in the technical writing domain.
12. Company documents
Internal company documents like employee handbooks, company policies, and onboarding guides keep organizations running smoothly. They outline expectations, procedures, and company culture.
A great example of that is the Google Employee Handbook. It effectively communicates company culture and values and clearly outlines policies, benefits, and expectations, creating a sense of belonging among employees.
The handbook’s clear structure, concise language, and comprehensive coverage of essential topics make it a valuable resource for all employees.
Communicating complex technical information can feel like a Herculean task. Tools like Google Docs and Microsoft Word are fantastic for the writing part but fall short when managing the bigger picture.
That’s where specialized tools like come in.
, the everything app for work, combines document creation with efficient project management features, making it ideal for technical writing teams.
Why choose for writing technical documentation?
If you want to make technical communication easier with technical documentation software, there’s no better choice than .
Docs
Firstly, Docs lets you easily format, share, and collaborate on your content in real-time. You also have a complete history of every change made.
The version history feature lets you quickly revert to previous versions, track who made changes, and ensure documentation accuracy. You can also share the documents with selective access, providing complete privacy.
Brain
Need some assistance writing? Brain, ’s AI assistant, can help you improve your technical writing skills. It brainstorms ideas with you, polishes your approach, and even suggests better phrasing. Enter a prompt or ask the AI to ‘make it better.’
The best part about Brain is that it picks up information from chats and tasks.
Tasks
And let’s not forget about teamwork! Tasks helps you create, assign, and comment on tasks to keep everyone on the same page. This ensures deadlines are met and projects stay on track.
You can create tasks while working on docs or communicating with your team on Chat.
📮 Insight: 92% of workers use inconsistent methods to track action items, which results in missed decisions and delayed execution. Whether sending follow-up notes or using spreadsheets, the process is often scattered and inefficient.
’s Task Management Solution ensures seamless conversion of conversations into tasks—so your team can act fast and stay aligned.
Plus, there is no need to create tasks anymore manually! Automate them all for custom triggers with Automations.
Whiteboards
Want to add a visual element to your documents? Whiteboards is perfect for brainstorming, mapping out complex concepts visually, and generating diagrams while collaborating with your team in real time.
Best Practices for Technical Writing
Here’s how to ensure your business writing always stays top-notch:
1. Clarity and conciseness ✅
Break down complex topics into digestible information using simple language. Avoid jargon and be direct to improve readability. Clear writing ensures that users can quickly grasp technical content.
2. Using visual aids ✅
Use diagrams, images, and flowcharts to support written content. Visuals help users understand complicated processes more effectively, making the documentation more engaging and easier to follow.
3. Using templates ✅
Consistent structure is key. Templates save time and ensure all documents follow the same format. offers a range of technical documentation templates to help you maintain consistency and professionalism. Business Plan Template
Are you embarking on a new business venture? The Business Plan Template is your ultimate companion for crafting a comprehensive and effective business plan.
Here’s how this template can help you:
- Create a detailed action plan and tasks with timelines and milestones with Goals
- Monitor your progress, identify potential roadblocks, and adjust your plan accordingly with custom views
- Share your plan with your team, gather feedback, and ensure everyone is aligned
Release Notes Template
Can’t wait to share a new version of your product? The Release Notes Template helps you create and publish release notes quickly!
With this template, you can:
- Create release notes quickly with all necessary information in Docs
- Share release notes with your team, stakeholders, and customers across various channels
- Collaborate seamlessly with your team to draft, review, and publish release notes efficiently
Standard Operation Procedures Template
Say goodbye to confusion and inconsistency! The Standard Operation Procedures Template provides a centralized hub for all your standard operating procedures.
Use this template to:
- Document every step of your processes with ease and define all roles and responsibilities
- Equip your team with the knowledge and resources they need to succeed for improved performance
- Easily share and collaborate on SOPs with your team
4. Testing documentation ✅
Involve real users in testing documentation to identify confusing sections. Their feedback is invaluable for refining the content and making it more user-friendly.
Challenges in Technical Writing
Something this intricate would come with a few challenges. Here are some you might face:
1. Maintaining consistency ❌
Keeping a consistent tone, style, and structure across documents can be tricky, especially when multiple writers are involved. This can confuse readers and damage a brand’s credibility.
Avoid these inconsistencies using a customizable template by or creating your own template.
2. Managing revisions ❌
Handling multiple drafts, feedback, and updates can become overwhelming. Without a proper process, it is easy to lose track of changes or work on outdated versions.
However, Docs helps you track version history and gives you control over sharing, so this doesn’t happen. With Collaboration Detection, you can know if a teammate is simultaneously viewing a task or adding a new comment.
3. Keeping content up-to-date ❌
Industries evolve fast, and documentation can quickly become outdated. Failing to update content leads to misinformation and frustrated users.
This can be easily avoided with automated reminders with Automations to keep the content fresh.
Simplify Technical Writing with !
Mastering effective technical writing isn’t just a skill—it’s your ticket to clear technical marketing communications!
Whether you’re writing competitive analysis documents or technical specifications, nailing your writing can make all the difference.
But here’s the fun part: upgrades your technical writing. With real-time collaboration, easy version control, and task tracking all in one place, it’s like having your workflow toolkit!
So why settle for boring when you can make technical writing fun? Sign up for a free account now!
Everything you need to stay organized and get work done.
