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Knowledge Base > Booklets > How To Write A User Manual – A Complete Guide

How To Write A User Manual – A Complete Guide

Everyone has probably struggled with instructions that were not very clear on how to use a particular product or service.

With that being said, creating a helpful user manual is crucial to the success of any business. Sometimes the creation of user manuals is even legally required, as you’ll see below. As a result, a lot of work is involved in creating user manuals.

However, you don’t need to worry because we have prepared comprehensive instructions on how to write a user manual. In our text, we’ll explain, what is a user manual, why is it useful, and how can you benefit from writing one.

In addition, we will explain how you can use the digital booklet maker to create a user manual, as well as give you some helpful resources to improve your work.

If you follow our advice, your user guide will become an asset that will help you gain consumers and keep them as dedicated users.

What Is A User Manual?

A user manual, also known as an instruction manual or user guide, is a helpful document that provides users with guidance on how to use a particular system, product, or service effectively. Such a document usually consists of detailed step-by-step instructions, operational guidelines, troubleshooting guides, and other relevant information.

people in front of user manual

A good user manual can help users to use a product or service effectively, leading to an improved experience and increased satisfaction. A well-designed user manual can also help users solve common problems, which can in the long run reduce support queries and save your company valuable time and resources. A comprehensive user manual, like every how-to guide, contains any answers the user might have, and with clear instructions, they won’t have to call you or search internet forums for answers!

In addition, some industries have legal requirements for the provision of a user manual – for example, in the case of professional medical equipment. There are industry standards preventing you from sending a product without documentation – so you need to create a user manual as a part of a product! Ensuring compliance with these regulations is key to preventing potential legal problems and protecting your company’s reputation.

Quality user manuals can enhance the customer experience and positively influence the perception of a product or service, leading to increased customer loyalty. Companies can become a reliable source of information and support by providing clear and concise information in their user manual. This helps build trust and makes users feel confident in the company’s ability to meet their needs. After all, using the product is the most important part of interaction with any company!

What Makes A User Manual Good?

1. Appealing Visual Layer

A visually appealing user manual can help create a better overall user experience, leading to more satisfied customers.

You can use Publuu to showcase your user manual as an innovative PDF flipbook. It allows you to convert PDF user manuals into high-resolution e-books that are viewable on any device and embed high-quality graphics and animated movies, just like the one below:

Publuu’s online user manual example

View more online user manual examples


High-quality graphics can help illustrate key points and make it easier for users to understand the instructions. With movies, you can create a user manual that enables users to follow shown processes.

In addition to high-quality graphics, the use of color can also help to create a visually appealing user manual. For example, a company that sells household appliances might use different colors to differentiate between different types of appliances, such as refrigerators, washing machines, and dishwashers. This intuitive color scheme can help to make it easier for users to find the information they need quickly and efficiently.

2. Simple Language

language in user manual

Using simple language is essential for creating a user manual that is easy to understand. The language used in your instruction manual should be clear, concise, and easy to follow. Using technical jargon or complex language can make it difficult for users to understand the instructions, which can put even advanced users off from using your product features.

Remember to use top technical writing tools – technical documentation should be as simple as possible, avoiding jargon and buzzwords. Technical tools can help you create a user manual that’s concise and to the point.

Using simple language can also help to ensure that users can complete tasks correctly the first time. For example, a company that sells tablets or laptops might use simple language to describe how to set up the device and share the details online in a PDF booklet from Publuu. User manuals should be easily accessible to the average reader.

3. Ease Of Navigation

A user manual must be easy to navigate to help users find the information they need quickly and efficiently. This can help to save time and reduce frustration for users.

Publuu’s hotspot feature lets you organize your user manual into clear sections, with links leading to each section. Users can quickly find the information they need simply thanks to a single click. You can also use them in your user interface, with each click leading the user to your website with more detail and explanation. You can learn more about your user manuals’ organization by reading our guide to professional booklet design.

In addition to clear organization, a user manual that is easy to navigate should also include a table of contents and an index. These tools can help users find the information they need quickly and easily.

4. Logical Structure

structure of user manual

A well-structured user manual can make it easier for users to understand the instructions and complete tasks correctly. If you choose a user manual template that reflects your design tenets, it should also reflect the idea for user documentation design.

A logical structure can help to ensure that users can follow the instructions step-by-step, without missing any important details. Organize your user manual into clear sections, with each section focusing on a specific aspect of the product. The instructions are presented in a step-by-step format, making it easy for users to find the information they need based on what they want to accomplish.

5. Relevant Topics

A good user manual should cover all relevant topics related to the product or service, without being overwhelming. This means that it should not only provide information on how to use the product but also offer tips and best practices for getting the most out of it. Feel free to include sections on troubleshooting and FAQs to help users quickly resolve any issues they may encounter.

Types of User Manuals

There are many varieties of user manuals – not all are written as simple instruction manuals. User documentation needs to be intuitive and simple, but all differences boil down to who are you writing for and why. Below you’ll find the most commonly used user manuals and their types.

  • Instruction Manual

    instruction manual

Instruction manuals are a type of user manual that guides the user step-by-step on how to operate a particular product or system. These user manuals are typically designed to be easy to follow and to minimize confusion.

For instance, a company might produce an instruction manual for a new piece of software or a piece of equipment, outlining the specific steps required to operate it. These types of manuals should be highly visual and contain detailed illustrations and diagrams to help users understand the various components and steps required.

  • Training Manual

Training manuals are designed to provide detailed instructions on how to learn to use a particular product or system. They can be used in a variety of settings, from corporate training programs to educational institutions. For example, a company might create a training manual for their sales team to help them learn how to use a new software platform.

Training manuals should be highly detailed and should cover all aspects of the product or system in question – even those not normally found in instruction manuals. Since they’re similar to schoolbooks and similar guides they should be written in clear, simple language and should be organized logically to ensure that the information is easy to follow.

  • Service Manual

Service manuals are created for technicians or service personnel to help repairing, maintaining, or servicing a particular product or system. These manuals contain detailed information about the product, including technical specifications, schematics, and troubleshooting guides. A maintenance manual also presents how to work with machines once they’re deployed.

In general, while you address professionals, you can be highly technical, but you need to remember that they should serve both inexperienced and inexperienced professionals. They should be organized logically to facilitate easy reference and should be accompanied by visual aids such as diagrams and photographs.

  • User Manual

    people reading user manual

User manuals provide end-users with information on how to operate a particular product or system. They are typically written in simple language and provide step-by-step instructions on how to perform various tasks. As you see, user documentation might be required by law to contain such a user guide.

  • Operation Manual

An operation manual is a critical document that details the key processes and procedures of a company. It provides a comprehensive guide for employees on how to carry out specific tasks within the organization. It includes all the information needed to ensure smooth and efficient operations across all departments – for instance, a component content management system requires very specific instructions for the users.

  • Organizational Policy Manual

    organizational policy manual

An organizational policy manual is a critical document that outlines the company’s policies, procedures, and best practices. It provides a set of guidelines and rules that are intended to ensure that the company operates consistently and efficiently. Organizational policies can cover a wide range of topics, such as human resources, workplace conduct, health and safety, and IT security. The policies are designed to protect the company’s interests and ensure that all employees are aware of the company’s expectations.

  • Standard Operating Procedures (SOPs) Manual

Standard Operating Procedures (SOPs) manuals guide how to perform specific tasks or procedures within an organization. They are used in a variety of settings, from manufacturing plants to hospitals. These combine the features for instruction manuals and policy manuals – a factory can enable users to start and shut down each machine, but advanced features might be beyond such a basic user manual template.

How To Write a User Manual in 11 Steps

Creating instruction manuals isn’t that difficult – you just explained-by-step the basic instructions and assist users in working with your product or service. User guides are usually pretty intuitive – below we have a list of technical communication tips that will let you create content more useful for the end user.

Step 1: Identify Your Audience

audience of user manual

To create an effective user manual, it’s important to first identify your audience. This will help you choose the right language, tone, and level of detail to ensure that your manual is effective and easy to understand.

If you’re creating a user manual for a software application, it’s important to keep in mind that your audience may include both technical and non-technical users. To ensure that everyone can follow your instructions, it’s important to strike a balance between providing enough detail for the technical users and keeping things simple enough for the layman.

Step 2: Define The Problem

To ensure that users work smoothly, it is important to identify the tasks they need to perform and anticipate the potential challenges they may encounter.

You may have heard of Murphy’s Law: “Anything that can go wrong will go wrong.” – that means you need to pre-visualize all problems. Make sure the manual contains all the relevant information and offers solutions to common problems.

Step 3: Break It Down Into Steps

steps in user manual

One important aspect of creating a useful user guide is to present information in small, easy-to-follow steps. For optimal clarity, it is recommended that each step be numbered and defined. It is also advisable to avoid combining multiple instructions in a single step. This will make the entire process easier to follow and ensure the successful completion of the task.

Step 4: Pick a Template

Using a user manual template can be very helpful in creating a manual, as it provides a consistent structure and formatting. There are many manual templates available online, including those provided by apps like Canva. You can also create your own templates, or choose from the list presented in our guide to booklet templates.

When choosing a user manual template, pay attention to its ease of use and readability. Choose a design that has a clear hierarchy of headings and subheadings for ease of use.

Step 5: Create a Table Of Contents

table of content in user manual

The inclusion of a table of contents in the user manual is indispensable. An overview of the manual offers users a clear understanding of its contents, making it easier for them to find the information they need. Arrange your table of contents logically, with headings and subheadings that follow the sections of the manual.

Step 6: Be Descriptive

Use clear and concise language that is easy to understand, and avoid using technical jargon or acronyms that might confuse users. Use illustrations or diagrams to help explain complex concepts and include screenshots where necessary to show users how to perform specific tasks.

Step 7: Stick To The Topic

User manuals should be focused on the topic at hand and avoid going off on tangents. This means including only information that is relevant to the user’s needs and avoiding unnecessary information. If you are writing a user manual for a product, you should not include information on the history of the company or the product’s manufacturing process!

Step 8: Map the Journey of Your Users

Mapping the user journey is a critical step in writing an effective user manual. This means identifying the steps that users will take to complete a task and anticipating any issues or questions they might have along the way. By doing this, you can ensure that your manual provides the necessary information and solutions to help users successfully complete the task.

journey of user manual readers

Step 9: Explain Icons, Codes, and Symbols Early

If your product or service includes icons, codes, or symbols, it’s important to explain them early in your user manual. This will help users understand their meaning and avoid confusion later on. Consider using a glossary to provide more detailed explanations of any technical terms used in your manual.

Step 10: Treat All Users As Laypersons

When writing a user manual, it’s important to assume that users have no prior knowledge of the product or service you are documenting. This means that you should avoid using technical jargon, and explain all concepts and processes in a clear and easy-to-understand manner. Remember that your manual should be accessible to all users, regardless of their level of technical expertise.

Step 11: Upload It Online

uploading user manual online

Consider uploading your manual to your website or a document-sharing platform such as Publuu to provide convenient access for users, regardless of their location or time constraints. Incorporating this approach will assist you in swiftly and effectively updating the manual.


A well-written user manual can be an invaluable asset for any company as it can help users to better understand how to use their products or services, ultimately leading to increased customer satisfaction and loyalty.

Now you know how to create a user manual that is both effective and easy to use. Following our tips and avoiding pain points your design team can create an instruction manual that is both informative and accessible.

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