Your Guide to Understanding the Types of Technical Writing

By Brant Wilkerson-New
March 27, 2025

The term ‘technical writing’ can seem a bit daunting.

Is it writing about technical concepts, like software and engineering? Does it cover the more technical aspects of writing, like syntax and diagramming sentences?

Technically speaking, the writing itself isn’t actually technical. Instead, simplicity is the goal, with technical writers working to convey complex information in a clear and concise manner. 

Whether you’re reading an instruction manual for setting up a home entertainment system, or writing out the process for a colleague to use a particular software, there’s a good chance you interact with technical writing every day.

Whether you’re guiding users through a product or detailing processes for professionals, this form of communication is essential in many industries.

In this guide, we’ll take you through the different types of technical writing, explain their purposes, and provide a few examples that should help if you want to create effective documentation.

What Is Technical Writing?

Technical writing involves the creation of documentation to help people understand and use products or services, ranging from simple instructions for using a computer program, to complex research documentation in a laboratory. 

The goal isn’t just to document, but rather, to do it in a way that aligns with user news, business goals, and compliance requirements, using structured processes like outlining, reviews and testing. Fine-tuned technical writing skills ensure language is precise, unambiguous, and formatted for readability and retention.

In nearly all types of technical writing, technical writers collaborate with subject matter experts like product developers, scientists, engineers and analysts to learn vital information and translate it into a user-friendly document. Leaning on that expertise and making it accessible to users results in effective technical documentation that meets their needs, supports organizational goals, and reduces requests for support.

Why Is Technical Writing Important?

There are several types of technical writing, but the goal remains the same: technical writers aim to create documents that are accurate, consistent and user-friendly.

Ultimately, these documents help users – internal and external – in a number of ways that can benefit both your company, customers, and potential customers. 

For example, an excellent user manual for software not only helps your customers get up and running on your platform, but it also reduces the chance they’ll spend several hours on the phone with your technical support agents. That keeps your customers happy, allows them to maximize time using your product, and reduces the need to employ massive technical support teams to troubleshoot with frustrated customers. 

Another example might be for a new-hire getting started in pharmaceutical manufacturing. Training and procedure documents help ensure that a new employee learns a tried-and-true methodology for doing their job with efficiency and adherence to regulations. In industries like pharma or aerospace, poor documentation could lead to mistakes that have legal or life-threatening consequences. 

Technical writing requires excellent communication skills and a deep understanding of the topic. Writers must balance technical accuracy with accessibility, presenting content that meets the needs of both novice and advanced users. Effective documentation can drive adoption, minimize errors, and even influence purchasing decisions.

From helping users navigate software to developing application programming interface (API) guides, technical writers make a difference in how information is consumed and applied. Good documentation can empower users and streamline workflows, making it a vital asset for any organization.

Types of Technical Writing

Let’s explore the most common types of technical writing and understand their specific use cases.

1. User Manuals and Guides

This type of documentation includes step-by-step instructions to help users use the product efficiently. Software user manuals are a prime example, but the scope is broader and can include hardware guides, mobile apps, web platforms, and even internal tools.

Examples:

• Software installation manuals
• Equipment user guides
• User help guides for websites or apps
• Hardware troubleshooting handbooks

These types of documents are typically created with input from engineers and usability experts. Their purpose is to minimize user frustration and maximize product value. A well-crafted user guide can reduce support tickets and empower users to resolve issues independently.

User manuals also need to be updated frequently to reflect product updates or changes. Writers may include diagrams, screenshots, and step-by-step processes to enhance clarity. Localization for different languages is another critical aspect of manual development in global companies.

2. Standard Operating Procedures (SOPs)

Documenting standard operating procedure is crucial for maintaining quality and consistency in organizations. These documents describe concepts and procedures for routine operations. They serve as internal rulebooks that ensure employees carry out tasks in a standardized, repeatable manner.

Examples:

• Safety procedures in factories
• Protocols in medical labs
• Administrative checklists
• Maintenance and cleaning schedules

SOPs are a form of technical documentation used in regulated industries such as healthcare, manufacturing, and pharmaceuticals. They ensure legal compliance, improve efficiency, and protect against liability by documenting how processes should be performed.

An SOP often includes sections such as purpose, scope, roles and responsibilities, materials required, procedures, and quality control measures. These documents can be part of larger quality management systems and must often undergo regular audits and updates.

3. White Papers

White papers explain technical concepts, products, or policies in detail. They’re used in marketing, government, and business sectors to inform and persuade stakeholders by presenting in-depth information.

Examples:

• Government policy documents
• Business case studies
• Research-backed product promotions
• Technical problem-solving overviews

White papers are used to show expertise and thought leadership. They usually follow a formal structure, beginning with a problem statement, followed by detailed analysis, potential solutions, and a conclusion with recommendations.

They differ from sales brochures in that they offer real value, insight, or analysis to the reader. A good white paper can be used as a lead magnet, thought leadership piece, or advocacy tool.

4. Case Studies

Case studies are used to show how a company solved a problem using their products or services. This form of communication can highlight success stories and prove effectiveness. They offer proof of concept and demonstrate real-world impact.

Examples:

• Healthcare technology solutions
• Business process improvements
• Educational outcomes
• Cost reduction through automation

These documents support decision-making processes and sales strategies. Case studies typically include a background, the problem faced by the client, the implemented solution, and measurable results. They may also include testimonials or quotes from clients.

In the B2B world, well-crafted case studies can shorten sales cycles and increase conversion rates. They’re often shared as downloadable PDFs or embedded on websites.

5. Technical Reports

Technical reports are in-depth documents that include research findings, project progress, or feasibility analyses. They’re common in engineering, science, and R&D, and often submitted to regulatory agencies, investors, or project stakeholders.

Examples:

• Environmental impact studies
• Engineering feasibility reports
• Research documentation
• Test results and analysis

These types of technical documents pertain to medical, environmental, and scientific sectors. Technical reports follow a formal layout with a title page, abstract, table of contents, introduction, methodology, findings, and conclusion.

The writer is responsible for maintaining objectivity and transparency. Graphs, tables, and citations are frequently included to support claims. These documents contribute to strategic decisions, public safety, and academic development.

6. API Documentation

Application programming interface (API) documentation is crucial in software development. It explains how to integrate or build upon existing software components. API documentation serves both internal development teams and third-party developers.

Examples:

• REST API docs
• JavaScript library references
• SDK integration guides
• Webhooks and endpoint references

API documentation is a specialized type of writing that demands precision, structure, and consistency. It includes endpoint explanations, parameters, sample requests/responses, and authentication requirements.

Technical writers follow style guides and collaborate with developers to ensure accuracy. Tools like Swagger and Postman are commonly used. Good API documentation accelerates development, reduces errors, and supports a better developer experience.

7. Technical Proposals

Technical proposals aim to persuade stakeholders or clients to approve a project, adopt a product, or implement a service. They are essential in government contracting, consulting, and corporate strategy.

Examples:

• Government RFP responses
• Internal corporate proposals
• Non-profit grant applications
• Engineering design proposals

Technical writers often create these documents with cross-functional teams, including sales, engineering, and finance. A strong proposal outlines objectives, methodology, budget, timeline, and expected results.

Persuasive writing, supported by technical accuracy, is key. Formatting, tone, and compliance with submission guidelines can determine a proposal’s success.

8. Instructional Design Documents

Instructional content is a growing form of technical writing used in e-learning and training. It combines education principles with writing expertise to create engaging and effective learning experiences.

Examples:

• Online course outlines
• Instructor-led training guides
• Job aids
• Certification exam materials

Writing involves creating content that supports knowledge retention, using techniques such as chunking, scaffolding, and interactivity. Instructional designers often use tools like Articulate Storyline, Captivate, and LMS platforms.

This type of writing is common in corporate training, K–12 education, and higher education. It requires collaboration with learning strategists, trainers, and technologists.

9. Medical Writing

Medical writing includes regulatory documentation, clinical research, and educational material for healthcare providers and patients. Precision, compliance, and clarity are paramount.

Examples:

• Clinical trial summaries
• Drug instructions
• Patient education materials
• Regulatory submissions (e.g., FDA)

This discipline of writing pertains to medical professionals and must adhere to strict regulations. Writers often follow ICH and GCP guidelines. Medical writers may have backgrounds in life sciences, pharmacy, or healthcare.

In addition to scientific rigor, these documents must be patient-centric and easy to understand. This ensures informed decision-making and treatment adherence.

10. Engineering Documents

Engineering documentation includes blueprints, technical drawings, and project specifications. These documents are created during design, testing, manufacturing, and maintenance phases.

Examples:

• CAD documentation
• Product specification sheets
• Test protocols
• Manufacturing process guides

These documents are used to create products and infrastructure. They ensure accurate construction, compliance with standards, and safe operation.

Technical writers can work alongside engineers to ensure documentation aligns with technical intent. Software like AutoCAD, SolidWorks, and MATLAB are often used. Engineering documents must be version-controlled and accessible to stakeholders.

Skills for Technical Writers

Strong technical writing skills are essential to excel in all types of technical writing. Whether you’re working on SOPs or manuals, you need to:

• Understand your audience
• Collaborate with SMEs
• Use industry-standard tools
• Ensure clarity and consistency
• Adapt tone and format for various platforms
• Adhere to style guides and documentation standards

Technical writers use software like MadCap Flare, Adobe FrameMaker, and Microsoft Word. Familiarity with markup languages such as XML and Markdown is often required. They also benefit from skills in content strategy, UX writing, and agile methodology.

No matter which type of technical writing you might need, contact us today to discuss how we can help!