Documentation templates are the foundation of clear and consistent technical writing.
By using the essential elements, content is presented in a a user-friendly and professional way.
What are the essential elements? There are six key components.
Purpose Statement
The purpose statement is a brief introduction explaining the scope, audience and goal of the document.
The template should answer:
- What is this document about?
- Who is it for?
- What will they learn or do after reading it?
Table of Contents
The table of contents is a list of the main sections and subsections of your document, with links to their corresponding pages or headings. It should provide an overview of the structure and content of your document, and allow your readers to navigate easily and quickly to the information they need.
A well-organized and updated table of contents enhances the readability and usability of your document, and helps your readers find what they are looking for.
Style Guide
The style guid is a set of rules and guidelines that define the tone, voice, language, and format of your document.
It should cover aspects such as grammar, punctuation, spelling, terminology, abbreviations, headings, fonts, colors, images, tables, code blocks, and references. A consistent and coherent style guide helps you maintain the quality and clarity of your document, and helps your readers understand and trust your content.
Content Sections
The fourth element of a documentation template is the content sections.
These areas contain the information and instructions. This information should be logical and sequential order. Headings should be clear and descriptive reflecting purpose and content.
Each section should have a specific objective, scope, and format, depending on the type and genre of your document.
Example: A user guide may have an introduction, prerequisites, installation, configuration, usage, troubleshooting, and feedback. A consistent and relevant content section helps you deliver your message and value to your readers, and helps your readers achieve their goals and tasks.
Summary/Next Steps
The fifth element is the summary and next steps. This is a brief conclusion that summarizes the main points and outcomes of your document. It provides guidance and recommendations for further actions or learning.
This section should answer:
- What did this document cover?
- What did the readers learn or do?
- What should they do next?
A clear and actionable summary and next steps helps you reinforce the purpose and value of your document, and helps your readers apply and extend their knowledge and skills.
Feedback/Contact
The feedback and contact area is a section that invites and encourages your readers to share their opinions, suggestions, questions, or issues regarding your document. It should provide the methods and channels for your readers to contact you or your team, such as email, phone, chat, forum, survey, or social media. It should also thank your readers for their time and attention, and express your willingness to improve your document based on their feedback. A friendly and responsive feedback and contact helps you build rapport and trust with your readers, and helps you collect valuable insights and data to enhance your document.
