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8 Common Mistakes in Technical Writing (and How to Fix Them)
 August 28, 2025    Technical Writing

Technical writing is all about clarity. Whether you’re creating a user manual, documenting software, or writing standard operating procedures, the goal is the same: make complex information easy to understand and use.

But here’s the catch, many technical documents still frustrate readers. You’ve probably opened a guide that left you more confused than when you started. That’s not just a bad experience for the reader, it’s a failure of communication.

The good news? Most problems in technical writing come down to a handful of common mistakes. And with the right approach, they’re surprisingly easy to fix.

Here are 8 common mistakes in technical writing and how you can avoid them.

1. Using Jargon Without Explanation

Every field has its jargon, but your readers might not. Dropping acronyms, abbreviations, or insider terms without defining them can quickly alienate your audience.

For example:

  • Bad: “Activate the VPN before establishing a TLS handshake.”

  • Better: “Activate the VPN (Virtual Private Network) before establishing a secure connection (TLS handshake).”

Fix: Define technical terms the first time you use them. If you expect readers to be experts, still provide a glossary or reference section for quick review. Clarity always wins.

2. Writing Without a Clear Structure

Long blocks of text are a fast way to lose your reader. If your writing doesn’t follow a clear structure, users won’t know where to look for answers.

Fix:

  • Use headings and subheadings to guide readers

  • Break instructions into numbered steps

  • Add bullet points for lists

  • Keep paragraphs short and scannable

Think of your document as a roadmap. Readers should know exactly where they are and where they’re going at all times.

3. Ignoring the User’s Experience Level

Writing for beginners the same way you’d write for advanced professionals? That’s a recipe for frustration. One size doesn’t fit all.

Fix: Define your target audience before you start writing. Ask:

  • Are they new users, or experts?

  • Do they need basic instructions, or detailed technical specs?

  • What problems are they trying to solve?

Adjust your tone, vocabulary, and level of detail based on your audience. A beginner guide and an API reference should look very different.

4. Overcomplicating Simple Ideas

Many technical writers fall into the trap of making simple things sound complicated whether out of habit or fear of “oversimplifying.”

Example:

  • Bad: “The utilization of this application is facilitated through the navigation of a hierarchical interface.”

  • Better: “You use this app by navigating its menu.”

Fix: Write for clarity, not for impressiveness. Use plain language wherever possible. If a 12-year-old can understand your sentence, you’re on the right track.

5. Forgetting to Use Visuals or Labels

Words are powerful, but sometimes a picture is faster. Imagine trying to assemble furniture with no diagrams it’s frustrating.

Fix: Add visuals where they make sense:

  • Screenshots for software instructions

  • Diagrams for processes

  • Labels for buttons, tools, or steps

Always pair visuals with captions or labels so readers know exactly what they’re looking at. A simple arrow pointing to a button can save paragraphs of text.

6. Skipping Proofreading or Usability Testing

Even the best-written content can fail if it’s riddled with typos or if it simply doesn’t work for the user.

Fix:

  • Proofread carefully for grammar, spelling, and consistency

  • Test instructions with real users (preferably those unfamiliar with the process)

  • Watch where they get stuck, those are the sections you need to rewrite

Technical writing is about functionality. If users can’t follow your instructions, the document hasn’t done its job.

7. Using Inconsistent Terms or Formatting

Nothing confuses a reader faster than inconsistency. Calling a button “Start” in one section and “Launch” in another? That’s a guaranteed way to lose trust.

Fix:

  • Create a style guide with preferred terms, formatting, and tone

  • Use the same word for the same thing, every time

  • Stick to consistent formatting for headings, lists, and notes

Consistency builds confidence. Readers should never have to guess whether two terms mean the same thing.

8. Leaving Documentation Outdated or Vague

Outdated docs are worse than no docs at all. A user following old instructions might get stuck or worse, break something.

Fix:

  • Review documents regularly (set a schedule)

  • Update guides whenever software or processes change

  • Add version numbers or “last updated” dates for transparency

And when in doubt? Be specific. Vague steps like “configure the system” leave too much to interpretation. Spell out exactly what needs to be done.

Write to Empower, Not Confuse

Technical writing isn’t about sounding smart it’s about making your reader feel smart. By avoiding these eight mistakes, you’re not just improving your documents you’re improving the user’s entire experience.

When technical writing is done well, it disappears into the background. Readers don’t notice the writing; they just get their task done smoothly. That’s the real mark of success.

So the next time you sit down to write a manual, guide, or SOP, remember: clarity, structure, and empathy are your best tools.