How to Write a Manual

Co-authored by Théo Dufort

Last Updated: November 7, 2024 Fact Checked

Writing an instruction manual may seem like a daunting task, but it’s easier than you think! These steps apply to any written instruction, from the very simple (How to Clap) to the intensely complicated (How to Build a Semiconductor.)

Part 1

Part 1 of 4:

Get to Know the Subject

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It may seem self-evident, but knowledge is the key to writing a successful manual. For example, if you’re writing a camera manual, knowing that an f-stop and the shutter speed are not just 2 separate functions—they are—but knowing how they interact with each other will make it much easier for you to describe each function as it relates to the whole.^{[1]
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If your role is simply the writer rather than the subject matter expert, involve knowledgeable people throughout the process and make sure they review your work. Their knowledge and advice is invaluable.

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If possible, doing the thing you are writing about will, at the very least, give you a feel for what the user will want to learn.^{[2]
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Read up on the subject. Learn to talk the talk, and become conversant in the product you are writing about.
- Manuals of similar products will show you how other writers have tackled the subject.
  - Look for similarities among the writers, which indicates both common functionality and common approaches to describing something.
  - Look for differences that stand out. Those are likely to be functions that are unique to a given product. Your product may or may not include those functions, or may have alternate ways of solving the problem that you can describe, enhancing the value of your product. While your job may be writing a how-to, showing the customers the value of their purchase is a great way to encourage them to continue reading.
- Devour trade magazines. Find out how the people who use the products work with them day-to-day. They may wish there was a function that solved their particular problem, and if your product is the solution, that needs to be highlighted.

Part 2

Part 2 of 4:

Plan Your Manual Layout

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1
Break it down. Whether a simple step-by-step instruction sheet, or a manual for a 35mm digital camera, breaking it down into digestible chunks has several benefits:
- It lets you focus on individual parts of the whole. Your goal is to familiarize the user with how to learn the process. How to perform the function can be left for a tutorial at the end, if desired, or left for the user to discover on their own.
It would do no good, for example, to describe how the flash on a camera works until you’ve shown how to attach the lens, load the film, turn on the camera, and adjust the focus. This is especially useful if you do not know the subject matter well.
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Once you’ve defined the logical sections, review them to make sure everything is covered.
Have the items that you’re describing on hand and ready to use as described in the manual. If you’re making a paper box, have paper, scissors, tape, glue, and a ruler handy. If you’re writing about a camera, make sure your camera is disassembled. If possible, the product you’re writing about should be back in the box at this point.

Part 3

Part 3 of 4:

Start Writing

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^{[4]
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Research source} This will set the tone of the entire manual, and will give the user an idea about what sort of manual they are about to digest. Will it be light and amusing, or straightforward and no-nonsense? It depends on your readership. There’s much more room for verbal play teaching children to make a paper box than there is teaching a doctor how to proceed with open-heart surgery. Establish the tone early and keep that tone throughout the manual.
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Perform each step as you write. Not only does this give your writing the air of honesty and authenticity, you also ensure nothing will get left out.
- If, for some reason, it isn't feasible to do the steps, think them through thoroughly and consult somebody who is an expert.
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Number the steps. This makes it easier for people to follow along, and to refer back to should they lose their place.^{[5]
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- If you’re writing on paper, be sure to leave space for additions between each step. Remember to renumber your steps if you add more in.
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Include tips and warnings. As you’re writing, you may realize that if the user performs a step carelessly, it could cause a problem.
- Conversely, if there is some bit of knowledge that will make the user’s task easier or more interesting, add it in.
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Test it out. Using only your written instructions, do the thing you are writing about. Should you find places where your instructions are lacking, add in the necessary information. Repeat this step until you have all the steps and can do what you are teaching without having to add notes.
- Consider having a friend or two use the manual. Watch them closely when they learn how to use the product. See where they zip through it. See where they get lost, confused, or fail at the task. Listen to what they have to say, then adjust your manual accordingly.
^{[6]
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University of North Carolina Writing Center
UNC's on-campus and online instructional service that provides assistance to students, faculty, and others during the writing process

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Part 4

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Formatting

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Start at the top level. Once you have all the necessary steps detailed, go through your manual to find the obvious category heads.^{[8]
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- Title them, and note their locations.
Look at the way wikiHow is laid out as an example. The main page offers many section heads. When you access a section, it lists many subcategories, and the subcategories list articles. The more detailed your manual is, the more categories and subcategories you will need. (How to Whistle needs none, How to Carve a Whistle needs a few, and How to Play the Flute needs many!)
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Proofread again. Yes, you did it thoroughly once already. Doing it a second time will undoubtedly catch a few more minor errors or places where your manual just isn’t clear.^{[9]
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- For a more comprehensive manual, you can also take this opportunity to note all the small topics, and use that information to create an index.

Expert Q&A

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How about manuals for apps? Should I integrate it within the app?

Théo Dufort
Software Engineer and Full-Stack Web Developer
Théo Dufort is a Software Engineer and Full-Stack Web Developer based in Quebec, Canada. With nearly 6 years of experience, Théo is a full-stack developer specializing in web development. At just 16, he launched his own consulting business to advise on all things web design and development. Most recently he created MyBookQuest, designed to be an all-in-one platform for book lovers to track, organize, and fill their personal library. MyBookQuest aims to fill the gaps of the popular Goodreads app owned by Amazon by rewarding its users with points to give them different perks like discount coupons as an incentive to read, review, and rate their latest book.

Théo Dufort

Software Engineer and Full-Stack Web Developer

Expert Answer

You have two options here: integrate the manual within the app or create a separate support page or document. Integrating instructions directly in the app, like through onboarding pop-ups, tooltips, or embedded help sections, ensures that users get guidance exactly when and where they need it. This method is great if you want to address a few specific points that might prevent your users from fully integrating to your app. For example, if you know users are concerned about losing data when switching from a competitor, highlight how they can easily import their data early in the onboarding process. On the other hand, having a separate help page or manual allows you to go deeper with more detailed instructions, troubleshooting tips, and advanced features without overwhelming the user. You can also send users a welcome email with a quick start guide and a link to the full manual, making sure they have access to help from the beginning. A mix of both—a brief in-app guide for essential actions combined with a comprehensive external manual—can be the best solution to cover all user needs without cluttering the app interface.

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How do I do a table of contents for a manual for how to own your own business?

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If you are writing the manual in a chronological order finish writing the manual first. Then, make the table of contents in the order of the steps by page number.

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Writing each section on a separate page (or on a computer) will make editing easier. You can more easily rearrange if you have room to work and can find your edit marks. On the computer, leave 3 or 4 lines (by hitting enter several times) between each step so you can easily find the breaks.

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Even if something seems obvious to you, write out the steps! It will help you avoid glossing over something your user doesn't know. It's better to put in extra information rather than leave out important steps.

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If you are writing a very detailed manual that requires chapters, such as How to Play the Flute, your first step might actually be to list all the chapters, such as Selecting a Flute, Assembly and Care, Tone Production, Methods of Fingering, Your First Piece, etc. You would then apply the basic rules for writing a manual to each chapter because each chapter is like a separate manual in itself!

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