Sentence Structure: As with any other type of writing, technical writing must follow the standard rules of grammar and sentence structure. However, with technical writing you are not paid by the number of words. When writing technical documents, less words are better. The basic building block of all writing (after the word choices) is the sentence structure.
Remember these facts as you write technical manuals: 1) Use simple sentence structure. 2) Short sentences make a document more readable. 3) If a sentence contains more than 25 words, rewrite into two or more sentences. 4) Use active verbs and present tense. 5) Use specific, concise words. 6) Don’t use unnecessary words. 7) Make your meaning simple and clear. 8) Be consistent. Use words the same way each time they are used. 8) Use bullet lists liberally.
Short simple sentences that use simplified English are easier to translate into other languages.
Rule #1: Sentences should be no longer than a maximum of 25 words, with a preferred length of 20 words or less.
Paragraph Structure: Remember these paragraph structure guidelines as you write: 1) Each paragraph should address only one subject. 2) The first sentence should indicate the subject of the paragraph. 3) All sentences in a paragraph should relate to the subject. 4) Short paragraphs are best. 5) Readers can get lost in long paragraphs.
Use reasonable judgment regarding paragraph length. Sometimes you may need to break a perfectly good paragraph into two paragraphs simply because it’s too long. If you get lost in the length, your reader may also.
In technical writing, one-sentence paragraphs are not preferred, but are acceptable. A one-sentence paragraph is better than a rambling paragraph containing unrelated material.
Paragraph transitions should be natural both within a paragraph and between paragraphs. Keep the paragraph subject in mind at all times. Keep the overall subject of the document in mind at all times.
Document Structure: Arrange your material in a logical sequence. Although there are several ways to organize material, one of the easiest ways is to first provide general overview information, then follow through with specific detailed information.
Many technical documents concern both major assemblies and sub-assemblies that are combined to create a complete system. Providing an overview of the entire system, then each major assembly, followed by each of the associated sub-assemblies will lead the reader to a better understanding of the overall system. Where appropriate, refer to each system element by its identification, quite often that is an alphabetical, numerical, or alpha-numeric designator.
Terminology: Always use terminology consistently. For example, if the user is to perform the same action more than once, use the same wording each time you refer to the specific action. Always use the same term or word to refer to the same type of concept, operation, or subject.
In other types of writing, variety can make the subject more interesting. When it comes to technical writing, variety often leads to confused readers. The KIS acronym (Keep It Simple) is always appropriate for technical documentation.
Document Accuracy: Precise, accurate information is essential in technical writing. Inaccurate documentation will cause dissatisfied customers. Inaccurate instructions can be deadly.
To ensure that your documentation is accurate, a technical writer should do the following: 1) Stay up-to-date on product changes. 2) Consult with Subject Matter Experts (SMEs). 3) Validate equipment procedures and descriptions. 4) Require the SME(s) review and sign-off on all documentation prior to publishing.
