A company may have a great product, but if it doesn’t provide its customers with an instruction manual PDF or hard copy, they might struggle to figure out how to utilize the product and its features . An instruction manual is a detailed document that helps a customer understand the product or service thoroughly to fix an unforeseen problem. Every product creator must know to write a clear, easy-to-follow, and effective instruction manual.

Keep the audience in mind

It’s very important to know the target audience before writing the manual. It will help one determine what type of information to include in the manual and how to present it to the readers. For example, if you’re creating a manual for a piece of computer equipment for professional technicians, you can use technical terms without definitions, but you can’t do the same if the audience is regular people with no technical background..

Identify the purpose of the manual
When someone reads through the manual, they must be able to quickly understand its content. Is the purpose of the manual to explain how to use a product or how to repair one? Both manuals will be very different from each other in several aspects, including the type of information it contains.

List down important points

An effective user manual contains everything the user needs to know. Once the company has identified the audience and defined the purpose of the manual, it may have a better idea of the content of the manual. Instruction manuals are typically lengthy, so here’s a good chance one may forget to include a few points. To avoid that, prepare a list of things, such as information, processes, tips, and more, that need to be included. Keep in mind that even if one skips a small step in a process, the user may be left clueless about the product.

Consider using a template

Using an instructional manual template can help simplify the writing process. Many templates allow the service provider to easily add any content, including tables, mathematical equations, cloud files, and weblinks, in just a few clicks. Templates typically have a good design, and consistent text orientation that help the readers understand the contents. One can check out and download instruction manual templates from the internet. They are typically available in PDF and word format.

Use simple language

An instruction manual (hard copy or PDF) is really helpful only when it’s easy to read. You don’t want to fill it up with technical jargon if the reader is an average person. Even if the reader understands technical terms, explain everything, especially complex topics, in a way that it’s easy to follow. That said, avoid patronizing the readers and explaining every tiny detail.

Be clear and concise

The primary aim of every instruction manual is to convey the intended information to the readers. And to achieve that, one has to be clear and concise throughout. Avoid vague and colloquial words like thing, part, and stuff, and be more specific and descriptive. Want to explain something complex? Break it down into smaller paragraphs. Also, keep the sentences short and use only as many words as necessary to get the point across. Using active voice instead of passive helps make the sentence short and more impactful.

Incorporate visuals

Without visuals,the manual will have too much text, which may bore or confuse readers. So, add pictures, diagrams, and graphics wherever necessary to explain the point better. If the instruction manual is in PDF, Word, or any other digital format, try to include videos to demonstrate the steps that users can follow easily. When adding visuals, use high-quality, clear images and videos. Also, label the visuals so users can quickly link them with an accompanying text.

Don’t forget to include a table of contents

A great way to make the manual easy to navigate is to feature a table of contents at the beginning of the document. Ideally, it should include all heading and subheadings. To make it more organized, use color-coding, or make it searchable if the manual is in an electronic format. A table of contents enables the user to go straight to the part they need assistance with, helping them save time and effort.

Structure to improve readability

All user-friendly and easy-to-follow instruction manuals are formatted for readability. This generally means that such manuals have appropriate fonts, usually Arial or Calibri, that aren’t smaller than 10-point type. Also, include headings to highlight transitions from one section to another, subheadings to address specifics under major headings, steps of a process in a numbered list format, and bulleted lists or tables to highlight key information.

Proofreading is important

Once the manual is ready with the required content, proofread it carefully for accuracy, clarity, spelling, and grammar. Remember that typos and other errors can not only cause confusion but also reflect poorly on the product manufacturer. Once the in-house writer/creator proofreads the manual, get a professional proofreader to review the final draft. These professionals are trained to spot errors that most people miss, so it may be worth working with them.