help in writing a letter and user manual

User Manual

A user guide is a document that tells you how to do something, for example how to use a computer program (Macmillan Dictionary, 2019).

Purpose:

The User Manual contains all essential information for the user to make full use of the information system. This manual includes a description of the system functions and capabilities, contingencies and alternate modes of operation, and step-by-step procedures for system access and use.

Contents of a user manual

The sections of a user manual often include: A cover page. A title page and copyright page. A preface, containing details of related documents and information on how to navigate the user guide.

How to Write a Great User Manual in 12 Steps

A great user manual educates people about product features, while teaching them how to use these features effectively. As an author, your ultimate goal is comprehension—you want readers to easily be able to read, reference, and absorb information. Below are 12 tips on how to write a great user manual.

1. Know your audience

Who are your readers? What are their experience level? Make sure that your instructions match their experience.

2. Describe the Problem

You need to explain the problem you are trying to solve in the manual. A good user manual presents the problem you are trying to solve, provides the solution, and outlines the instructions in order to solve the problem.

3.  Break it down

It the problem the manual is trying to solve in complicated, try breaking it into smaller parts that will make it simpler for the reader. List each section with specific instructions. This will make the problem seem easier to solve.

4. Be descriptive

Do not use words like: parts- stuff- thing. This makes it unclear for the reader to understand and solve the problem. If you don’t know what something is called, you can either try to identify it by looking online or asking someone who may know. If your user manual is trying to assist the reader in putting something together, calling small parts “thing” will not help anyone.

5. Stick to the Topic at Hand

Do not go off topic. A user manual is not a place where you can share personal stories and jokes.

6. Take Photos

Photos are a useful addition to your user manual. You do not need to use expensive equipment; taking photos using your phone is perfectly acceptable.

7. Do not use Passive voice

Be direst in your instructions to the user. Use verbs to convey exactly what you want the user to do.

8. Do not use the first person

Do not use “I” in your writing.

9. Use a template

Standardizing your manual helps improve user comprehension and clarity. Things like bullet points, image sizes, and text orientation can help make browsing and following along easier for your readers. You can use a program for this.

10. Minimize Background information

You need to include a little background information for your readers. For example, why are you doing this, who will benefit from reading this, and what people need to do to prepare. However, don’t write too much. Nobody wants to read a novel before reading how to fix or assemble something. Think about the last time you read a user manual. Did you read the whole thing? Exactly!

11. Use Pictures

If you are using pictures in your manuals, make sure the orientation of the pictures remain consistent throughout the manual. If the picture is rotated, mention this in the manual with a statement similar to: “flip the device” or “rotate the manual 90 degrees clockwise. This will help the reader do the same and follow along.

12. Be simple

Don’t use fancy and complicated words. The reader isn’t interested in knowing how great you are when it comes to your vocabulary and writing.  This isn’t poetry. Keep is as simple as possible so that readers can understand; if they don’t understand your manual they will not use it.

Checklist for Writing Instructions 

1. Use short sentences and short paragraphs.

2. Arrange your points in logical order.

3. Make your statements specific.

4. Use the imperative mood.

5. Put the most important item in each sentence at the beginning.

6. Say one thing in each sentence.

7. Choose your words carefully, avoiding jargon and technical terms if you can.

8. Give an example or an analogy, if you think a statement may puzzle a reader.

9. Check your completed draft for logic of presentation.

10. Don't omit steps or take shortcuts.

(Adapted from Writing With Precision by Jefferson D. Bates. Penguin, 2000)