Common Mistakes in Technical Writing and How to Avoid Them

Technical writing communicates complex information in a clear and concise manner. Whether you’re drafting user manuals, product documentation, or instructional guides, the goal is to make technical content accessible to your audience. However, even experienced writers can stumble upon common pitfalls that hinder the effectiveness of their documentation. 

In this guide, we’ll explore these frequent mistakes and provide practical strategies to avoid them, ensuring your technical writing is both informative and user-friendly.

Essential Qualities of Good Technical Writing 

To be effective, technical writing should have these qualities:

• Clarity: Use simple words and short sentences. Avoid complex terms unless necessary.
• Accuracy: Provide correct and up-to-date information.
• Simplicity: Explain things in a way that is easy to understand.
• Consistency: Use the same terms and style throughout the document.
• Audience Focus: Write with the reader’s needs in mind. Use examples to help them understand

Common Mistakes in Technical Writing and How to Avoid Them

Good technical writing makes it easy for readers to understand how something works or how to use it effectively. Here are common mistakes in technical writing and how to fix them:

Overusing Jargon and Technical Terms

The Mistake: Using too much industry-specific jargon or acronyms without explanation. While technical terms are sometimes necessary, overloading your text with them alienates readers who aren’t experts.

Example of Bad Writing:
“The API’s RESTful endpoints facilitate CRUD operations via HTTP methods, ensuring seamless integration with downstream systems.”

If your audience includes non-developers, this sentence is gibberish.

How to Avoid It:

• Know your audience: Are you writing for engineers, managers, or end-users? Adjust your language accordingly.
• Define terms on first use: “API (Application Programming Interface) endpoints allow users to Create, Read, Update, or Delete (CRUD) data.”
• Use analogies: Compare technical concepts to everyday experiences. For example, “An API is like a waiter taking your order to the kitchen and bringing back your food.”

Lack of Clarity and Precision

The Mistake: Writing vague or ambiguous sentences that leave readers guessing. Technical writing thrives on precision, readers need to know exactly what to do or understand.

Example of Bad Writing:
“Configure the settings appropriately to optimize performance.”

What does “appropriately” mean? Which settings?

How to Avoid It:

• Be specific: “Set the ‘Cache Size’ to 512 MB in the ‘Advanced Settings’ menu to improve loading speed.”
• Use active voice: Passive voice (“The settings should be configured…”) is weaker than active voice (“Configure the settings…”).
• Break down steps: Use numbered lists for instructions.

Ignoring Structure and Flow

The Mistake: Presenting information in a disorganized way. Readers get lost if your document jumps between topics or lacks logical progression.

Example of Bad Structure:
A user manual that explains troubleshooting before explaining basic setup.

How to Avoid It:

• Start with the big picture: Begin with an overview or summary.
• Chunk information: Use headings, subheadings, and bullet points to break up text.
• Follow a logical order: For instructions, use a step-by-step flow. For concepts, move from general to specific.

Writing for Yourself, Not the Reader

The Mistake: Assuming readers have the same knowledge or context as you. This leads to skipped explanations and frustrated users.

Example of Bad Writing:
“Simply use the CLI to deploy the containerized app.”

New users might not know what a CLI is, let alone how to use it.

How to Avoid It:

• Empathize with beginners: Ask, “What would a first-time user need to know?”
• Include prerequisites: List required tools or knowledge upfront.
• Use screenshots or diagrams: Visual aids bridge knowledge gaps.

Inconsistent Terminology

The Mistake: Using different words to refer to the same thing. For example, switching between “user,” “client,” and “customer” in a document.

Example of Inconsistency:
“Click the ‘Submit’ button. The user will receive a confirmation email. Also, customers can check their order status on the dashboard.”

Is the “user” the same as the “customer”?

How to Avoid It:

• Create a style guide: Define terms, formatting rules, and tone.
• Use Find/Replace: Scan your document for synonyms and stick to one term.
• Stay consistent in visuals: Label buttons and menus the same way in text and images.

Overlooking Visual Hierarchy

The Mistake: Presenting all text as a wall of words. Without headings, bullets, or white space, readers struggle to find what they need.

Example of Poor Hierarchy:
A 4-page manual with no subheadings, bold text, or page breaks.

How to Avoid It:

• Use headings and subheadings: Organize content into sections (e.g., “Installation,” “Configuration,” “Troubleshooting”).
• Highlight key points: Use bold text, italics, or callout boxes for warnings or tips.
• Add white space: Large paragraphs are intimidating. Keep sentences and paragraphs short.

Skipping User Testing

The Mistake: Not testing your document with real users. What makes sense to you might confuse others.

Example of Skipping Feedback:
Publishing a software guide without asking a novice to try the steps.

How to Avoid It:

• Conduct usability testing: Ask someone unfamiliar with the topic to follow your instructions.
• Revise based on feedback: If testers get stuck, clarify those sections.
• Test iteratively: Improve the document in multiple rounds.

Failing to Update Documentation

The Mistake: Letting documentation become outdated as products or processes change. Inaccurate guides erode trust.

Example of Outdated Content:
A tutorial for software that no longer has the same interface.

How to Avoid It:

• Assign ownership: Designate someone to maintain documents.
• Link to version history: Note which software version the guide applies to.
• Review regularly: Schedule quarterly updates for critical documents.

Using Passive Voice Excessively

The Mistake: Relying on passive voice, which can make sentences wordy and indirect.

Example of Passive Voice:
“The settings should be configured by the administrator before the system can be used.”

How to Fix It:

• Switch to active voice: “The administrator must configure the settings before anyone can use the system.”
• Focus on the actor: Clearly state who or what performs the action.

Not Including Examples

The Mistake: Explaining concepts without real-world examples. Abstract descriptions leave readers unsure how to apply the information.

Example of Missing Context:
“Use the ‘Filter’ function to narrow results.”

How to Fix It:

• Add examples: “For example, type ‘status:active ’ in the filter bar to show only active users.”
• Use scenarios: Describe a user’s goal and how your solution helps.

Final Tips for Effective Technical Writing

1. Start with an outline: Plan your structure before writing.
2. Read aloud: Catch awkward phrasing or run-on sentences.
3. Use tools: Grammar checkers (Grammarly), readability analyzers (Hemingway Editor), and collaboration platforms (Google Docs) streamline the process.
4. Keep learning: Study well-written technical documents (e.g., Microsoft’s documentation) to see best practices in action.

Final Thoughts

Technical writing isn’t about showcasing your expertise, it’s about making complex information accessible. By avoiding these common mistakes, you’ll create documents that are clear, user-friendly, and trustworthy. Remember, the best technical writing feels like a helpful conversation, not a lecture.

Pro Tip: Bookmark this guide and revisit it before your next writing project!