How to Write Technical Documentation (With Real Examples & Templates)

AI Summary: Technical documentation explains how a product, system, or process works — and how to use it. This guide covers the two main types (internal and external), a step-by-step writing process, real examples including API docs and user guides, and a reusable template structure. Clear documentation reduces support tickets, speeds up onboarding, and builds user trust. Summary created using 99helpers AI Web Summarizer

---

Technical documentation describes how a product, system, or process works and how to effectively use it. It covers software platforms, APIs, internal systems, and SaaS products used by both teams and customers. Clear documentation helps users solve problems without confusion, and helps teams maintain and improve their systems over time.

According to HubSpot, 83% of customers prefer self-service support over contacting a company directly. When documentation is unclear or outdated, support tickets rise and onboarding slows. This guide walks you through how to write good technical documentation step by step, with real examples and practical templates you can use right away.

---

What Is Technical Documentation?

Technical documentation is writing that explains how something works. It shows people how to use a product, system, or tool step by step. It also gives them something to refer back to when something goes wrong.

This kind of writing is different from marketing content. Marketing sells. Technical documentation teaches — clearly, accurately, and safely.

Technical documentation is typically written by technical writers, developers, or product managers who understand the product and can explain it in understandable steps. The main goals are clarity, usability, and accuracy so the reader can follow instructions without confusion.

Technical documentation comes in two main types: internal and external. Each serves a different purpose.

Process Documentation (Internal)

Used within a company to keep teams organized and working together:

• Project plans — Describe goals, timelines, and tasks. Example: "Phase 1 will focus on login features and basic security setup."
• Product Requirements Documents (PRDs) — Describe what a product must do. Example: "The app must allow users to reset passwords via email."
• RFCs (Request for Comments) — Share new ideas and gather feedback. Example: "Proposal to migrate the database for improved performance."
• Design system docs — Explain design rules and styles. Example: "The primary button color must remain blue across all pages."
• Code documentation — Describes how code works. Example: "This function validates user input before saving it."

Product Documentation (External)

Shared with users and customers:

• User guides — Demonstrate how to use a product. Example: "Click 'Start' to begin your account setup."
• API documentation — Describes how developers can connect. Example: "Use the GET /users endpoint to retrieve user data."
• FAQs — Answer frequently asked questions. Example: "Q: How do I reset my password?"
• Release notes — List updates and changes. Example: "Version 2.1 adds dark mode and fixes a login bug."
• Troubleshooting guides — Help resolve common problems. Example: "If the screen freezes, force-quit and restart the app."

If you're building a help center to host your documentation, see our guide to the best help center software to find the right platform.

---

Who Are You Writing For?

Before writing technical documentation, you need to know your audience. Different readers require different levels of detail.

This is called knowledge-level calibration — leaving out what your reader already knows, and filling in what they don't.

Example:

• Before: "Initialize the container."
• After: "Run the command below to start the application."

The goal is to write clearly enough that your audience can act on the information without confusion. If you need to hire dedicated support for this work, read our guide on hiring a technical writer for your help center.

---

Step-by-Step: How to Write Technical Documentation

1. Define the Purpose

Start with the goal. What problem does this document solve? Be specific.

Example: "This guide explains how to integrate the payment API."

A clear purpose prevents scope creep and confusion later.

2. Research Thoroughly

Talk with subject matter experts (SMEs). Review the code. Test the product yourself. Never guess — good documentation is built on facts, not assumptions.

3. Establish a Clear Structure

Organize before you write. A consistent structure helps readers navigate quickly:

1. Overview
2. Prerequisites
3. Step-by-step instructions
4. Examples
5. Troubleshooting
6. FAQs

4. Write in a Clear and Direct Manner

• Use short sentences
• Write in active voice
• Avoid jargon (unless writing for engineers)
• Use headings and bullet points to break up content

Example:

• Before: "The configuration has to be completed prior to initialization."
• After: "Configure the settings before launching the app."

For generating FAQ sections quickly, the AI FAQ Generator can help you create clear, well-structured questions and answers.

5. Add Examples

Include code snippets, screenshots, and real workflows. Examples are what separate documentation that users actually follow from documentation they abandon.

6. Review and Test

• Check technical accuracy with an SME
• Ask someone unfamiliar with the product to test the steps
• Do a final grammar and clarity review

---

Real Examples of Technical Documentation

API Documentation

Endpoint: POST /api/v1/payments

Request Example:
{
  "amount": 100,
  "currency": "USD"
}

Response Example:
{
  "status": "success",
  "transaction_id": "12345"
}

Error Codes:
400 — Invalid payment amount
401 — Unauthorized request
404 — Resource not found

User Guide Section

1. Open the app.
2. Click "Create Account."
3. Enter your email address and password.
4. (Screenshot here)

Expected result: The "Your Account Dashboard" page loads.

Troubleshooting Instructions

---

Technical Documentation Template

Use this structure as a starting point for any new document:

# [Document Title]

## Overview
What this document covers and why it matters.

## Who It's For
The intended audience and their assumed knowledge level.

## Requirements / Prerequisites
Tools, permissions, or setup needed before starting.

## Steps
1. Step one
2. Step two
3. Step three

## Examples
Real code, screenshots, or workflow examples.

## Common Errors
Error message → Cause → Fix

## FAQ
Q: [Question]
A: [Answer]

## Last Updated
[Date]

Copy this structure and fill in each section clearly. Keep sentences short. Add examples wherever possible. Always update the "Last Updated" date when changes are made.

For generating clear, helpful answers for your FAQ sections, try the AI Answer Generator to produce accurate, readable responses quickly.

---

How Good Documentation Reduces Support Volume

Well-structured documentation directly reduces the number of support tickets your team receives. AI ticket deflection can reduce support volume by 20–60% for B2B companies. When users can find answers themselves, they don't need to contact you. This is the foundation of a scalable support strategy — and it's why knowledge bases are one of the highest-ROI investments a growing product team can make.

Good documentation also helps your AI chatbot perform better. When your help content is clear and structured, AI tools can surface the right answers faster and with greater accuracy.

---

Conclusion

Good documentation saves time for everyone. It helps new users learn faster, reduces support questions, and builds trust as your product grows. Start with a simple template, write for your audience, and review often. The more your product grows, the more your documentation will pay off.

At 99helpers, we help businesses build AI chatbots trained on their own documentation — so customers get accurate, instant answers without waiting for a support agent. Get started free →

---

Free Tools

• AI FAQ Generator — Generate well-structured FAQ content for your documentation or help center
• AI Answer Generator — Create clear, helpful answers for your support content
• AI Web Summarizer — Summarize long documents and pages instantly