How to Write Effective Instruction Manuals [With Templates]

Looking to download instruction manual templates?

Jump to downloads section

Ever built a piece of IKEA furniture? If so, you've probably used an instruction manual.

Instruction manuals (also known as user manuals) are super important tools for helping people understand how to get stuff done in your product.

A well-written instruction manuals is a technical document that provides step-by-step instructions on how to use a product or complete an important process.

But just writing a manual isn't good enough: since these guides are one of the first things that folks might lay their hands on, written poorly, these documents can to a poor customer experience that frustrates, rather than helps.

If written well, though, they help make for satisfied customers and reduce load from customer support teams (in fact, I like to think of them of an extension of great customer service).

What is an instruction manual?

An instruction manual is a technical document that's packed with information on how to operate a product or service. Think of it like a map that shows you the way to use a product, step by step.

Usually these user guides are reference-material (as opposed to a book with a plot that your customer might sit down to enjoy). So people come in reading them with the intent of getting something done.

If you've ever read a bad manual (super dry tone of voice), you might think of them as boring. But they don't have to be!

The best product instruction manuals I've ever seen are: simple, visual, and easy to follow. They speak in an friendly, active voice directly to the reader. They walk you through each step to use something (like how to use product features), adding pictures or screenshots in the process that make the guide visually appealing.

In fact (shameless plug) visual are SUCH an important part of digital instruction manuals that at Glitter AI, they're baked right into any automatically created guide!

Types of instructions manuals

While we sometimes think of these user manuals as paper booklets (like the IKEA example), they don't have to be (and I don't just mean uploading PDFs as online manuals). Today I'm going to focus on the key features of software product manuals.

Software instruction manuals (like those created with automatic documentation software like Glitter AI) are a special category that take people through a series of sequential steps that show them how to use certain product features.

They sometimes, but not always employee technical language that tell users how to get stuff done!

At the end of this article, I'll talk about how in 2025, you can create instruction manuals automatically -- simply by speaking out loud.

Structure of an effective instruction manual

While there are many types of instruction manuals, well-designed, effective instruction manuals share some common features:

1. Cover Page

The cover page is like the face of your manual. It should have your brand colors and give a succinct description of what the user can expect.

2. Table of Contents

The Table of Contents (ToC) is like a map – it shows you where everything is inside the manual. It lists each topic with a heading that users can find it easily.

Again, a good guide is reference material, and therefore a good table of contents helps user skip to the part of the guide they need.

4. Step-By-Step Guides

The best instruction manuals I've seen take the form of step-by-step guides that you can easily follow along.

Users should know exactly what to do at each step to get the job done.

5. Screenshots

Human beings are GREAT at processing visual information.

As a result, a great step-by-step guide doesn't just have words. Screenshots are a critical component of software step-by-step guides. Screenshots tell the story visually, and give the reader assurance that they're where they should be.

If you have a process with steps, add a screenshot for every step so that users can easily follow along your guide.

6. Call-outs

Especially when dealing with potential hazards or "gotchas," call-outs are an essential component of user instruction manuals. If there's anything risky or "gotchas" in using your product (or important safety precautions / regulatory requirements), call-outs are a great way to draw a user's attention to what they should not be doing.

Tailoring content for the target audience

When creating a user guide, it’s super important to make sure it’s easy for people to use. This means writing content that fits the needs of your audience.

For instance, you're not going to teach a kindergartner the same way that you teach someone with a PhD.

Similarly, you're not going to teach someone with low technical skills the same way that you teach, say, a programmer. Make sure you speak at the language level AND jargon of your audience.

Structuring the layout for readability

When creating a manual, the layout is very important. It makes the manual interesting and easier to read. Stick to the same font styles, colors, and pictures throughout the manual. This keeps things clear and neat.

Make sure you use formatting tools the right way. Headings, bullet points, numbers, and spacing all help make your manual easy to follow. Your paragraphs should be short. No one wants to read a wall of text!

It's smart to test your manual with some people before you finish it. They can tell you what's confusing, and then you can fix it. Also, make your first page look different from the rest. It's like saying "hello" to your reader with style.

Writing tips to enhance understanding

• Keep paragraphs short so people can read them quickly.

• Use lists to highlight important points.

• Add visuals!
  Remember, a good picture can save you a ton of words! :)

Maintaining plain language throughout the document

When making a manual, make it super clear and simple. I try to write this way on the Glitter AI blog.

Write short, to-the-point sentences. Explain things step by step. If you must use hard words, tell what they mean. Put the text in order that makes sense. You want anyone to get it, no matter if they're a beginner or pro.

In your manual, keep paragraphs short. Nobody likes huge blocks of text. They can scare folks off. Break things down neatly. Use visuals and lists where you can. They can help show your points better.

Addressing troubleshooting scenarios

When you're stuck with a product issue, a troubleshooting section in an instruction manual is super helpful. It lets you figure out and fix problems on your own. Think of it as a handy tool that saves you time and stress.

Therefore, a great manual has a section for troubleshooting common questions that come up.

Always think about the reader. If they have trouble, your manual should help. Include tips for fixing common problems. Keep everything straightforward and you'll make a manual that everyone can use.

Design and formatting best practices

When putting together an instruction manual, the way it looks and feels can really affect how well it works for the reader.

When you write, you should break up your text with things like headings, little dots in lists, numbers, and not to pack words too tightly.

This makes your manual easier to read. Plus, it's a great idea to check your manual with a group of people to see what they think.

They might spot things you missed and help you make the manual even better. Once you're done making your manual template, save it somewhere everyone can find it for next time.

Ensuring accessibility for all users

Keeping guides accessible isn't just a legal requirement in many places, it's the right thing to do.

You've got to think about making your content accessible for folks who might have trouble seeing, hearing, or understanding things. This is huge because it means more people can actually get what your manual is saying.

When you meet accessibility standards, everyone has a better time using the manual. It's all about helping people figure things out, no matter who they are.

So really, making sure your manual is accessible should be part of your design plan right from the start. When you do this right, it means your manual is not only official, but it also works like a charm for a bunch of different people.

Updating and maintaining the instruction manual

Updating and maintaining an instruction manual is super important. It makes sure everyone has the latest information. There's nothing worse than following a guide only to find out that you're reading outdated information. Talk about frustrating.

Making sure your manual is updated is a great way to make it easier for users to get the hang of the product and stick with it.

If you have a clear, up-to-date manual, fewer people will bug the support team with questions.

Remember, the manual not only tells people how to use stuff but also how to keep it working for a long time. Employees and customers can figure things out by themselves with a good manual at hand. So keep those manuals fresh and accurate!

Here's how to keep your manual in tip-top shape:

1. Check for updates in the product and add them to the manual.

2. Keep steps and instructions super clear and simple.

3. Use short chunks of text so it's easy to read.

4. Put in a table of contents so people can find things fast.

5. Make a list of maintenance tips for the product.

Always keep your training manual up to date, and everyone will thank you for it!

Bonus: How to Automatically Create Step-by-Step Guides

If all of this seems like hard remember and implement, it's because it is. This is why I created Glitter AI.

Glitter AI lets you create effective, easy-to-follow, visual guides with AI - no technical experience needed.

You create guides by simply doing the process and talking out loud.

Glitter AI watches your screen and takes screenshots along the way to document what you're doing. Additionally, it transcribes everything that you say out loud, and transforms it into a simple step-by-step manual that is easy-to-follow.

I invite you to check out Glitter AI for free at https://www.glitter.io

Frequently Asked Questions about Instruction Manuals

Here are some common, frequently asked questions that can help guide you through the process of writing an effective instruction manual.

1. What is the purpose of an instruction manual?

An instruction manual is designed to help users understand how to operate a product or service effectively. Its primary purpose is to provide clear, concise, and easy-to-follow guidance. A great instruction manual ensuring a smoother user experience and reducing the need for customer support.

2. Who is my target audience for the instruction manual?

That one's up to you! Your target audience will vary depending on the product, but here are a couple of important things to consider: factors such as age, skill level, and cultural background. Those all affect how complex or simple your guide should be.

Make sure to tailor the language, tone, and complexity of your manual to meet the needs of your users and ensure customer satisfaction.

3. What essential elements should be included in an instruction manual?

An effective instruction manual should include:

• Table of Contents: To help users navigate easily.

• Introduction: Briefly describe the product and its purpose.

• Step-by-Step Instructions: Clearly outline how to use the product.

• Visual Aids (e.g. Screenshots): Use diagrams or images to support instructions.

• Safety Information (via Callouts): Highlight any risks and safe usage tips.

• Maintenance Tips: Provide guidance on how to care for the product.

• Troubleshooting Section: Help users resolve common issues.

4. How can I ensure my manual is easy to read?

First, make sure you tailor the guide to the level of your audience. At a high level, though:

• Use simple language and avoid technical jargon where possible.

• Break up text into shorter paragraphs and bullet points for clarity.

• Incorporate images and screenshots that complement the text.

• Use headings and subheadings to create a logical structure.

• Ensure there's plenty of white space on the pages to avoid overwhelming users.

5. Why is it important to make an instruction manual accessible?

Accessibility is super important because it ensures that all users, including those with disabilities, can benefit from your manual. Adhering to accessibility standards increases inclusivity, helping a wider audience understand and utilize your product effectively. It's not just a legal requirement in many cases; it's the decent thing to do! :)

6. How often should I update my instruction manual?

You should review and update your instruction manual regularly, especially when:

• There are changes or improvements to the product.

• User feedback indicates confusion or challenges with the existing manual.

• New features are added that require additional instructions.

That said, if you're resource-constrained, I'd prioritize updating the most critical manuals first. Kind of common sense, but important to consider nevertheless.

7. What tools can I use to create an effective manual?

There are several tools you can use to create an instruction manual, including:

• Automatic manual creation software: like Glitter AI

• Word Processing Software: Microsoft Word or Google Docs for text and formatting.

• Design Software: Adobe InDesign or Canva for more advanced layouts and design elements

Choose the tools that best fit your needs and skill level to produce a quality manual.

Downloads

Standard Operating Procedure (SOP) Template:

Download this template for writing standard operating procedures. It includes:

• Purpose and scope of the procedure

• Roles and responsibilities

• Equipment and materials needed

• Step-by-step procedure instructions

• Quality control and documentation requirements

Download SOP Template

New Employee Onboarding Template

Download this template to onboarding new employees. It covers:

• Welcome and company introduction

• Pre-arrival checklist and first day procedures

• First week schedule and activities

• Training programs and resources

• Key policies, FAQs, and important contacts

Download Employee Onboarding Template

Digital Apps Instruction Manual Template

Download this template for digital app instruction manuals. It includes:

• Introduction and system requirements

• Registration and getting started steps

• User interface explanation

• Features and how to use them

• Troubleshooting and FAQs

Download Digital App Instruction Manual Template

Physical Products Instruction Manual Template

Download this template for physical product manuals. It covers:

• How to set up the product

• Product overview and setup

• Safety information and precautions

• Step-by-step usage instructions

• Maintenance and care tips

• Troubleshooting common issues

Download Physical Product Instruction Manual Template