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Writing User Manual: The Five Steps
When writing user manuals, several aspects are always relevant. Regardless of the type of product, device or software, these principles apply universally. A good understanding and application of these aspects lead to a higher-quality result. Anyone involved in writing user documentation should be aware of them. Below are the five steps with a brief explanation.
Step 1. Start With the User
The goal of writing a user manual is always to communicate product information accurately and effectively to the user. It is essential to consider the target audience. Every user has different characteristics and needs. The requirements of an end user in a healthcare environment differ from those of a technician working with a home automation system.
Before you start writing user documentation, consult with experts from different disciplines, such as design, engineering, communication or maintenance. These experts provide valuable input, but often use specialised terminology. The writer ensures that this technical language is translated into clear and understandable information for the user.
Step 2. Create a Structured Table of Contents
Writing a user manual starts with a clear table of contents. It is useful to review existing manuals and identify common structures. A well-written user manual includes all necessary topics.
In the Netherlands, the NEN 5509 standard is often used as a guideline for manual structure. This standard defines key sections such as installation, technical specifications, warnings, commissioning and maintenance. The table of contents forms the backbone of the document. When writing user documentation, this standard serves as a guideline.
Step 3. Gather and Organise the Right Product Information
After defining the table of contents, gather all required product information. This is a crucial step in writing user manuals. Information is provided by specialists and may include CAD files, risk assessments, marketing materials and other sources.
When writing a user manual, you analyse, select and verify this information by asking targeted questions.
You must also consider legal requirements. Product safety and liability are key factors. For example, Regulation (EU) 2023/988 on general product safety and CE marking requirements apply. The user manual is considered part of the product. If it is incomplete, the product may be deemed defective. If the manual is incomplete, the product may be regarded as defective. Professional products often have additional requirements based on European directives.
Step 4. Writing Text for the User Manual
Once the information is complete, you start writing the text. Writing a user manual involves translating technical data into clear and structured instructions for the target audience.
Technical texts are often too detailed, while marketing texts are too general. The challenge is to find the right balance. Two key principles are minimalism and Simplified Technical English (STE ).
Minimalism means providing only the information necessary for safe and effective use. STE helps keep sentences short, clear and focused. Illustrations are essential. When writing user manuals, visuals clarify complex actions, improve understanding and reduce translation costs.
Aim for a clear balance between text, illustrations and white space. This helps users find and apply information quickly.
Step 5. Compile and Publish the User Manual
After writing the text, the next step is compiling the complete manual. Writing user documentation often results in a printed documents, but digital manuals and on-device instructions are increasingly common.
Various authoring and publishing tools are available, such as FrameMaker and Author-it. These tools support structured content management and reuse. By working modularly when writing a user manual, you can simplify updates and reduce translation costs.
Process for Writing User Manuals
Regardless of the format, Manualise follows three main phases when writing user documentation:
Step 1 – Define the Content
All product information is collected. Required texts are written and supporting illustrations are selected or created.
Step 2 – Define Style and Presentation
The structure and visual style of the user manual are determined. The goal is a logical structure and clear presentation.
Step 3 – Compile the User Manual
Content and design are combined into a final user manual. This can be published as a printed document, digital manual or on-device version.
Get Started Yourself or Work With an Expert
Writing is a specialised discipline. You ensure that users receive all the information needed for safe, efficient and responsible use. By following the five steps in this article, you can create a user manual that meets standards and aligns with your target audience.
Planning to develop multiple manuals? Manualise also offers its single-source software under licence. This allows you to write, manage and publish manuals independently.
Prefer support from an expert? Manualise is happy to assist with every aspect of writing your manuals – from structure and editing to illustration and publication.