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Technical Writing Checklists

A handy guide to ensure your technical documentation is clear, accurate, and effective. This cheat sheet provides checklists for various stages of the writing process, from planning to final review.

Planning & Preparation Checklist

Content Definition

  • Define the target audience (skill level, background).
  • Identify the purpose of the document (inform, instruct, persuade).
  • Determine the scope of the document (what’s included/excluded).
  • Outline the key topics and subtopics.

Information Gathering

  • Gather all necessary information from reliable sources.
  • Verify the accuracy of the information.
  • Organize the information logically.

Template Selection

  • Choose a suitable template that aligns with the document’s purpose and audience.
  • Ensure the template is accessible and user-friendly.
  • Customize the template as needed to fit the specific content.

Writing Style & Grammar Checklist

Clarity & Conciseness

  • Use clear and concise language.
  • Avoid jargon and technical terms unless necessary and properly defined.
  • Write short, simple sentences.

Grammar & Mechanics

  • Check for grammatical errors (subject-verb agreement, tense consistency).
  • Proofread for spelling and punctuation errors.
  • Ensure consistent use of capitalization and abbreviations.

Tone & Voice

  • Maintain a professional and objective tone.
  • Use active voice whenever possible.
  • Avoid biased or subjective language.

Formatting & Layout Checklist

Visual Hierarchy

  • Use headings and subheadings to create a clear visual hierarchy.
  • Employ bullet points and numbered lists to break up text.
  • Use white space effectively to improve readability.

Graphics & Visuals

  • Include relevant graphics and visuals to illustrate concepts.
  • Ensure images are high-quality and properly labeled.
  • Provide alternative text for images for accessibility.

Consistency

  • Maintain consistent formatting throughout the document.
  • Use the same font, size, and style for headings, body text, and captions.
  • Ensure consistent use of terminology and abbreviations.

Review & Finalization Checklist

Technical Accuracy

  • Verify the technical accuracy of all information.
  • Consult with subject matter experts to ensure accuracy.
  • Update the document to reflect any changes or updates.

Usability & Accessibility

  • Ensure the document is easy to navigate and understand.
  • Make the document accessible to users with disabilities (e.g., screen readers).
  • Provide clear instructions and examples.

Final Review

  • Proofread the document one last time for any errors.
  • Get feedback from others and incorporate it into the document.
  • Ensure the document meets all requirements and objectives.
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