Technical Writing Complete Guide

The demand for technical writers has increased faster than any other profession.

Bureau of Labor Statistics has anticipated an 11% growth in the employment of technical writing from 2016 to 2026.

Technical writing has evolved with time.

This evolution has made it difficult to understand ‘what is technical writing’.

Let me make it clear for you.

A few years ago:

Technical Writing was just about writing user manuals, guidelines, press releases, etc. – mostly in a formal tone.


Technical writing is explaining a complex or technical concept to a technical or non-technical reader. It can be formal or informal depending on your audience and client requirements.


In this guide, I’ll teach you how to become a technical writer and everything there is to know about technical writing.

We will start from the very basics to clear your concepts, build a strong foundation. Next, you will learn:

  • What is a technical writer
  • How technical writing is different from other writing styles
  • Types of Technical Writing
  • 5 Step process to technical writing
  • Use of 5 Ws & H in preparing a document
  • 7 Cs of technical writing

Whether you are a beginner or an experienced writer, you will find a lot to polish your writing skills in this guide to technical writing.


What is Technical Writing?

What is a Technical Writer?

A technical writer is a person that writes instructions to deliver complex or technical information to technical or non-technical readers.

For example, software guidelines are created by a technical writer for an end-user. That end user maybe another software engineer or just a layman.

Keep in mind that technical information is not just about technology. It could be any technical concept of any field.

This article you are reading is also a piece of technical writing.

I’m delivering instructions about ‘writing’. My readers include beginners and expert writers.


Job Description of a Technical Writer:

  1. Understand the requirements of the user/reader.
  2. Collaborate with the technical team to understand topic, product, or service (any subject of writing).
  3. Research and learn about the topic of writing.
  4. Use infographics, images, tables, and graphs to support the article or document.


As a technical writer, you will have more responsibilities depending on the:

  • Type of technical writing
  • Topic, product, or service
  • User requirements


 Technical Writing is Different from Other Writings

Technical Writing is Different from Other Writings

The goal of technical writing is to deliver a message to its readers. As a technical writer, your goal is to make it as easy to understand as possible.

Other writing fields work a little differently.

Creative Writing:

Creative writing is practiced to educate or entertain the reader. You just have to write in a way that the reader enjoys.

Any article you read about celebrities or non-technical information is creative writing.

Creative Writing to Entertain


Creative Writing to Educate


Academic Writing:

Academic writing is a formal style of writing to create academic documents. It is entirely different from technical writing.

It has its own rules, structure, and formatting.

Example of Academic Writing

Understand the Types of Technical Writing

Technical writing itself is a big field.

It doesn’t comprise just one format or writing style. Technical writing changes according to the user and audience requirements.

As long as your goal is to simplify a concept for your readers, it is Technical Writing.

Now there are no recognized types of technical writing.

With my years of experience in this field, I can safely divide all technical writing tasks into 3 categories.


1.    Traditional Technical Writing

It mostly comprises the documentation of a technical process. Traditional technical writing examples include:

  • Product Manuals
  • User Help Guides
  • Technical Reports


2.    Content Marketing

Content marketing is the marketing of a product or service through technical writing. This can be formal or informal. Informal content marketing is the most effective and most popular – depends on what you are writing and its goals.

Content marketing is the most widely used type of technical writing these days. Some examples of content marketing are:

  • Press Releases
  • User Interface Text
  • White Papers
  • Website Content
  • Product Descriptions


3.    Business Writing

It is a disputed concept.

But, business writing is a part of technical writing. All types of technical writing are different to some extent.

Each has its own rules, formats, and further categories; but all lie under one major type of writing.

In all types of technical writing, you have to simplify a complex concept or process for your readers. Some examples of business writing include:

  • Emails
  • Memos
  • Proposals
  • Executive Summaries
  • Reports


If you haven’t skipped the upper portion, you would now have a strong understanding of technical writing, its types, and your field.

Now, let’s discuss how to get started as a technical writer.

Follow Five Steps to Technical Writing

Efficient technical writing is done in a proper structure. ‘Handbook of Technical Writing 9th Edition’ recommends dividing this job into 5 steps.


1.    Preparation

You don’t just get a topic and start writing whatever comes in your mind. You have to establish a foundation first.  This foundation includes understanding:

  • The purpose of writing the document
  • Who you are writing for
  • Understand the scope of the document
  • Determine its medium, i.e. web article, email, report, etc.


Below discussed 5 Ws and H will further elaborate this part of guidelines for technical writing.


Ask 5 Ws and 1 H before You Start Writing

5 Ws and 1 H is one of the best technical writing techniques to begin a document. Asking these 6 questions will ensure you fully understand the subject, audience, structure of a document.


·        What is the Topic?

Ask your employer or client about the topic. Make sure you understand what portion of a field you need to cover. One headline can be discussed in more than one ways.

·        Who is Your Audience?

It is important to understand your audience so you can write according to their mindset and connect to them on a personal level.

While business documents and traditional writing styles don’t need to connect on a personal level, new web articles and eBooks require you to keep your readers engaged.

·        Why are You Writing this Document?

You have to understand the motive behind creating the document. Is it for entertainment, education, delivering information?

If it’s entertainment or education, then you don’t need to follow tips for technical writing.

·        Where Does This Document Belong?

Understanding the platform where this document will be shared helps you better visualize and write it. For example: if it’s a web article, you should visit the website.

·        When Will It Be Sent or Published?

To ensure all information is up to date, you should know the date when it will be sent or published. You may have to write news related or trendy topics according to the time.

·        How Should You Write It?

While many authors stop at 5 Ws, there is 1 H that I consider essential to discuss. It catches any user requirements that you need to practice on your document.


2.    Research

As technical writing is about simplifying a complex concept, you can’t do it if you don’t understand the subject yourself.

Research is the most important of part technical writing.

There are two methods of research you have to follow as a technical writer.

Primary Research:

Understanding the subject through interviews, questionnaires, experiments, surveys, etc. You even brainstorm and outline your own experience and observation.

This helps you understand what you are going to write and the proper structure to do it.

I like to call it Pre-Research because it is done before you start writing.

Secondary Research:

In secondary research of technical writing, you gather the information that is already analyzed and compiled by other sources.

You gather this data about the topics that you have outlined in primary research.

This research includes collecting sources from books, reports, and online articles. You may have to conduct this research before and during your writing.


3.    Organization

Your readers won’t be able to understand your information if it’s not properly organized. You will know the right structure after you have completed your research.


Technical Writing Style Guide:

A document created in technical writing should follow this structure. It is easier to understand a document organized in this sequence.

Opening Description Paragraph

The opening is the most important part of a document or article. This is where you gain or lose the reader.

If you are doing content marketing, then you must keep your readers engaged. You have to assure him that he will find his solution on this page.

You should cover all or some of the following in opening description paragraph according to the needs of end-user.

  1. Why is interesting or useful for them?
  2. What does this subject do?
  3. Who is subject or topic for?
  4. When to use it?


Mention Warning or Caution

Remember, technical writing is not just about writing web articles nor limited to writing user manuals.

Usually, at this point, you should mention a warning or caution (if there is any).

A web article may not have the warning to cover. Still, there might be something important that your user must know.

Steps or Process

This is the phase where you start with the details on the topic. A document might be in a:

  • Sequential structure if it’s a process
  • Chronological structure if it covers the history
  • Cause and effect structure to prove a point


You should create outlines of the entire document and structure them in a way that is easily understandable for readers.


Outcome or Result

It is a recommended practice to create a conclusion at the end of the document. This portion should inform your reader what they should expect from the mentioned process, product, service, or any topic.

  • The conclusion shouldn’t be very long
  • It should briefly cover a summary
  • And, its expected results


4.    Writing

Writing will be a lot easier when you have already done your research and created an outline.

Now your only work is to put words in each headline.

People share well-written articles. You can see my blog writing tips to get maximum shares.

There are a lot of technical writing tips to share on this process. The 7 Cs are the best technical writing techniques to ensure its quality.

The 7 Cs of Technical Writing

Different authors have modified the 7 Cs according to their experience. You might find a few Cs of technical writing different from what you may have read before.

Worry not, all convey the same idea and objective even with different words.

Change this Image

·         Completeness

Cover every topic and query that your reader might have. Think from the perspective of your reader; it helps you better understand their expectations.

A piece of technical writing covers complete information with a proper structure.

Having a clear idea of all 5 Ws and H will help you create a complete article.


·         Clarity

All information you provide must not be confusing. There shouldn’t be any ambiguity or any double meaning statement. Avoid using idioms and metaphors.


·         Concision

Technical writing is always to the point. Keep it precise and relevant to the topic.

There are five rules of concise communication:

  1. Avoid the Obvious: Write according to the level of the audience.
  2. Avoid Padding: Don’t add unnecessary details and provide a simple answer.
  3. Avoid Prepositional Phrases: These make your text unnecessarily long and tiresome to read. For example, use ‘To’ instead of ‘In order to’.
  4. Avoid Verbosity: Keep succinct sentences. Use ‘with time’ instead of ‘with the passage of time’.
  5. Avoid Pomposity: Write to express, not to impress. Use easy and plain vocabulary.


·         Consistency

Ensure that information structure and format remains the same throughout the document or article.

·         Coherence

A document should be organized in a way that the reader won’t have trouble understanding it. Every next piece of information should be relevant to prior. In other words, the document must have a flow.


·         Credibility

Technical writing is all about gathering information and presenting in a simple format. Make sure you always provide the reference and source of information you use.


·         Correctness

This part usually comes in the proofreading phase. You have to make sure your writing is error-free. There shouldn’t be any grammatical or punctuation mistake.

It also ensures that there is no ambiguous, or misleading statement. Don’t be afraid to change the entire structure of the document if needed.


5.    Revision

A copy is incomplete until it is proofread and edited.

You need entirely different sets of mind for writing and editing.

  • Write Drunk, Edit Sober.
  • Be Fearless When Writing, Be Ruthless When Editing.


These are two very famous and useful quotes.

If possible have someone else proofread your document. If you are doing it yourself, take out some time to clear your mind first.

You might also like my guides:



Technical writing is a writing style that covers many types of documents. Each document and type of technical writing is a little different from the other.

The technical writing tips shared on this page work for all types of documents. Just make sure you follow this 5 step process with 5 Ws & H, and 7 Cs.


What type of technical writing do you do?

How to Find Content Writers That Skyrocket Your Content Marketing

The demand for content is booming these days.

As the era of digital marketing has started, every business needs a good content writer.

While many claims to be a writer, it’s not exactly a piece of cake to find a good content writer.

This article is only about teaching you how to hire a quality content writer. Also, read Best content writing tips 

I have shared all the tips you need to know when hiring a content writer for your business.

You will find an answer to all the questions you should know:

  1. Why you should definitely hire professional content writers?
  2. The Best Person to Hire a Writer?
  3. How to Shortlist a Writer?
  4. What to Tell Them Before They Write for You?
  5. How to Judge the Quality of Content?

Why Hiring a Writer is Necessary?

Just because you know a language, it doesn’t make you its writer.

Some people have a way of speaking, but their fingers freeze when writing. Even if you can write, you may not necessarily be able to write high-quality content.

As Ann Handley said:

Good Content is not story telling, it's telling your story well

Besides, would you be able to take out 5 – 6 hours a day just to write content for your business.

Web content writing is also different from traditional writing. You need content writing for marketing – traditional writers may not be of much help here.

Here are some perks you will get from a professional content writer.

High-Quality Content is Evergreen

Content marketing is a strong foundation for digital marketing.

You may be able to get views or rank low-quality content on the first page through digital marketing and SEO – but, this doesn’t last for long.

Well-Written content will always be in demand and less prone to Google algorithm updates.

Persuasive Content Gets Better Conversion Rate

Content marketing writers understand the need of your audience. They will research and have a clear concept of what your audience expects from you.

We write content to inform or persuade our visitors. When you successfully carry out this task, they return the favor by converting into leads or sales.

Working with Content Writers

Now, that you know it’s important to get the help of a professional content writer; the next question is how to how to hire content writers that fulfill your requirements?

You can get a writer to work:

  • On a freelance basis with you
  • Or, full time in your office

Freelance Writers for Hire

Freelance writers will work from their home or office. You will decide the terms and agreements of work, and continue as long as it suits you.

Freelance writers are a great help when you don’t have an office or if you can’t pay a full-time salary.

Full Time Writers

You will need an office to hire a good content writer to work full time for you. You will have to pay him/her a decided salary.

A full-time writer will only research and work on your field. He/she will get an understanding of your audience which will improve your content marketing.

There’s Another Efficient Method

Each of the two above mentioned method to hire a writer has a few downsides.

  • Freelance writers may delay your work and may not take out extra time to research.
  • For full-time writers, you will need to conduct many interviews and tests to find content writers worthy of your salary. Moreover, you need an office and a reasonable budget for this.

You can acquire a writing agency for SEO content writing services.

They know their work well, and they hire good content writer for every field.

You just have to explain your requirements to them. After that, writing for a content marketing agency is an easy task.

They will have one of their writers assigned to your task, and their proofreading team will ensure the best of quality.

If you want to find content writers yourself, here’s how you should do it.

Hire a Writer to Hire a Writer

Who understands the job of a writer better than a writer?

Hire a senior writer on a contract basis to hire writers for you.

A senior writer can judge the professional expertise of a writer from his/her writing.

One big reason why you can’t find a good content writer of your choice is because of a communication gap between you and the writer.

You don’t know what and how to tell your requirements to a writer. The writer might be doing a great job but not according to your demands.

  • A senior writer would know exactly how to feed your requirements to the writer.
  • He would proofread his work and give you a report.
  • He will tell you the exact market rate for those level of skills – so you won’t miss a writer by underpaying or get him to stay by overpaying.

Look for Writers with Interest in Your Field

When hiring a writer, try to find a person that already has a keen interest in your field.

For example, you should look for a writer that has an interest in fashion if it’s the niche of your business.

He/she will already have researched such topics many times, and have a great deal of knowledge.

Research is the most important part of web content writing. It adds value to the content.

If you don’t know anything, what would you write?

For that, a writer learns about the topic on the internet and picks things that most suit your article – this research takes a lot of time.

A person that already has extensive knowledge on the field knows what he needs to write. He will mostly research only for confirmation and to provide references.

It has even more benefits…

A writer with interest in the topic, understand why and how a user would search it on the internet. He will create content that precisely answers everything a searcher wants to know.

This enhances the readability and gets you a better response.

See Their Published Work

A person must have some work published online if he/she claims to be a writer.

Even a fresh writer should have some portfolio or at least a mini post on Twitter.

Before you conduct an interview, ask the writer to send you a link to one of their articles which mentions them as the author.

You can judge a lot from their published work.

  • See how attractive you find their work.
  • Do you find it easily readable?
  • And, if the content added any value to the reader’s life.

If you don’t like their work, then there is no need to conduct an interview or test.

In case you have a fresh writer with no published work, ask them to write a small article for you.

The writers that have published work that you liked; you should ask them to write a small article too.

But before you ask them to write an article for you, there is one thing YOU need to do…

Share Expected Result from the Content

Before you get the writer to create a test article for you, share your goals with him.

Your goal means the objective you want to achieve with the article.

For that, you should tell 4 answers to the writer:

  1. Who will read this content?
  2. Why do you need this article?
  3. What behavior do you expect from the readers?
  4. The type of content you want i.e. white paper, entertainment, technical, etc.

There are many writing styles that a writer can use.

This information will help the writer create the best content according to your needs.

How to Judge a Web Content

With a graphical design, you can easily tell whether you like it or not.

It’s a different case with written content.

A non-writer has difficulty understanding the quality of content.

But, you can still judge if a piece of content is as per your needs.

How do you ask?

First and foremost, be clear about what you want.

If you are uncertain, follow the above shared 4 things to tell a writer – this should give you a pretty clear idea of your own requirements.

Next, follow these 4 tips to hire a good content writer.

Give them a Topic of YOUR Expertise

Instead of randomly picking a topic, give the writer a topic that you know about.

You may select any topic from the area of your expertise.

For example:

If you have a business of garments, you must have a clear idea of all types of garments, their quality, and usage.

When the writer finishes your article, you can proofread it yourself.

You may not have much idea about the sentence structure and use of vocabulary, but you will definitely know the research skills of the writer.

You can quickly identify any misleading statement because you already know the subject better than him.

See the Attraction in Their Headings

Most internet users don’t read an article; they scan it.

Writers have to catch their focus at essential points. Mostly, these essential points include headlines of the article.

According to the research of Neilson Norman Group, average web users only read 20% of the article. It backs the century-old guess of David Olgy that 80% of people just read headlines of an article.

You need to carefully read the title and the headings used in the article. A headline is good if:

  • It’s catchy
  • Not misleading
  • Makes you want to read further
  • Gives a clear idea of its content

You may not find all these factors in one headline depending on the content. You should read from the point of view of a general visitor to understand it better.

How They Start the Article

The start of an article consumes a lot of energy of a writer.

Beatrix Potter once said:

Beatrix Potter Quote on Start of a Story

If the beginning of an article is not good, the visitor will close the page without reading it further. It increases the bounce rate of your website.

The question you should ask yourself:

How likely are you to continue after reading the opening of the article?

The Validity of the Content

Check how informative the article is. Would a general reader get to learn anything from it?

If you assigned a topic of your expertise, then it won’t be difficult for you at all — another thing you should check if there is any reference to the claims he made.

For example:

If the writer says ‘90% of people only wear cotton clothes’ – he better provides the source of that research.

Hire SEO Content Writer

If you need content writing for marketing then the writer must know SEO writing.

SEO is an integral part of digital marketing. And, the content is also optimized for search engines.

Ask the writers if they are aware of the SEO writing practices. You should provide them target keywords and see how well they perform with them.

You can use the Real-Time Content Analysis of Yoast for SEO analysis of content.

Content SEO Analysis of Yoast

Use Grammarly

Even if you are a native English speaker, your grammar might not be perfect – at least not on a professional level.

You can make grammatical mistakes when speaking, but you have to be very careful in writing.

A professional writer must not make grammatical mistakes. And, you have to look for these mistakes when you hire professional content writers.

An excellent tool for this job is Grammarly.

Grammarly is a writing assistant. It has a free version and a paid version – both very useful.

You can install it’s add on in MS Word, and it will identify the mistakes in the document.

Grammarly Screenshot from Word

It’s premium version even shows plagiarism in the content.

This tool is also not perfect. Still, it’s a great help in proofreading.

Cheap Writer will Cost You More

Don’t try to find a cheap writer for your work.

SEO is temporary, but the content is evergreen.

If a writer can do your job at a lesser price, then the content is most probably of the same value.

Low-quality content:

  • Ranks only for a short period (if it does rank)
  • It doesn’t contain comprehensive details
  • And, it isn’t backed by in-depth research

A good writer understands the time it will take to learn the topic completely.

He knows that he will have to take out time to proofread and edit the article once it is complete.

Good writers care less about the count of words. Their main focus is to provide value to the reader.

To Sum it Up:

  • Instead of writing yourself, you should hire a professional writer for the job. A professional writer will get you better results.
  • You can hire a writer for full time, on a freelance basis, or you can acquire services of a content marketing agency.
  • It would be a great idea to get the help of a senior writer to do the hiring for you.
  • Prefer the writers that already have a keen interest in the field of your business.
  • Read the already published work and then decide if you should conduct an interview or test.
  • Inform the writer about your target audience and goals before you conduct a test.
  • Give the writer a topic of your expertise, so it’s easier for you to scrutinize Check their headlines, opening of the article, and use tools like Yoast and Grammarly.
  • Don’t compromise on the quality of content even if it costs more.

Now you tell me…

How would you find a content writer for yourself?

Best Content Writing Tips to Create Better Smarter Articles

Web content writing is different from traditional story writing.

Readers go to them and even pay for books and magazines.

We, web content writers, have to attract visitors and make them read. A reader will leave within seconds if your copy isn’t persuasive enough. Also, read how to find content writers

Even if you are an experienced web writer, there is always room for improvement.

I assure you, these 10 web content writing tips will prove useful in making your work more attractive and persuasive.


6 Questions Before You Start Writing

Ask These 6 Questions Before You Start Writing

Before you start writing, you need to get straight answers to 6 questions which students of journalism may refer to as five W’s and H of journalism.

It is the first of the content writing tips I use when discussing the work requirements with a client.

I believe these 6 answers will build a strong foundation for your article on which you can build an empire

1.      What Message Do You Want to Convey?

Your content or message is basically the topic. If you are uncertain about the topic then you won’t be able to convey your message.

If you are given an article with the topic ‘Content Writing’, you will need a few questions answered to get your focus straight.

  • Do I write ‘Content Writing Tips’?
  • Do I need to focus on ‘Content Writing as a Career?
  • Should I write a ‘Content Writing Guide for Beginners’?

There could be many more similar possibilities. You will get the exact answer to this question from the person you are writing for.

For example, I have written this article to inform my readers of the ‘Best Content Writing Tips’ that they can implement in their own work.

2. Why are You Writing This?

As a writer, you are probably writing for passion or money, but this question is about the objective of that particular article.

A good writer can change the viewpoint of readers as per his/her will.

What goals do you plan to achieve with the article? Are you trying to get your writers to buy something or do you want them to like a particular thing?

For example, my goal of writing this article was simply ‘to share my knowledge’ which may also ‘attract potential clients’ for my firm.

3. Who is Your Audience?

It is important to know WHO your audience is so you can write accordingly.

  • There could be an audience who would want to know the technical details about something and, on the other hand, there could be an audience that just wants the answer and reasoning in simple words.

For example, I wrote this article, Web Content Writing Tips, for ‘professional content writers.

This is the reason why I am discussing every minor detail as I expect my audience to read this article from a technical point of view.

4. Where Will It Be Published?

I always first visit the website that I am writing for. This gives me a clearer idea of how I should develop that article. Other things you should also know in this regard are:

  1. Which countries will view this article?
  2. Will it be viewed on mobile, tablets, or computers?
  3. Should the article be written in any context?

For example, I know this article will be published on the Blog of Globex Writing Solutions and viewed worldwide on all types of devices.

5. How Should You Structure the Content?

A professional writer should know how he/she should structure the content. Structured content determines how a reader will find, view, and use information in your article. Flannery Jefferson has brilliantly explained the importance of content structure in this article.

For example, this article is structured for a ‘blog post.

6. When Will It Be Published?

Timing is especially important when you are writing a news or event article. You may end up using dates in the article which may give an impression of outdated research in the future.

For example, this is an informational article which will be useful even in 2025, however, I would be careful if I was discussing some news related to web content writing.

Draft an outline

Draft an Outline

Drafting an outline, is the second of content writing tips I use, after asking the discussed 6 questions, is drafting an outline of the article.

It would be a good practice to conduct a pre-search on the topic and create a rough structure of the article with outlines.

It will help you understand where to start the article, which way to go, and how to end it.

This ensures that the article is well-structured and sharing this draft with the client demolishes every uncertainty that you may have about the topic.

For example, I have the shared complete outline of this article at the beginning of this webpage. That outline also gave you a vivid idea of what you will find here.

write drunk edit sober

Write Drunk, Edit Sober!

Write drunk and Edit Sober’ is a famous quote misattributed to Hemingway. Despite the controversy, I found this among the content writing tips to be very useful.

Let me be very clear, I am not asking you to literally get drunk before you start writing.

It’s just a figure of speech. You need to get so involved in your work that you would have no awareness of your surroundings. Even this may be impossible for many of us.

Here’s what you should deduce from this quote.

  1. Don’t use backspace when writing. Ignore the typographical and grammatical mistakes and simply keep typing. If you stop in the middle of making a point, you will break your motion and lose the original focus.
  2. You can proofread and edit the entire article later, however, be extra attentive when looking for mistakes and correcting them. How you proofread and edit your writing will determine the quality of your work.

most important information information comes first

Most Important Information Comes First

In order to engage a visitor, we must have him stay first. This is the reason why I always write the most important piece of information first. This tip among web content writing tips is known as Inverted Pyramid in journalism.

  1. We have to let the visitor know that he will find the information on this page that he is looking for. This content writing tactic assures that visitor will at least have a look at the article.
  2. Next, share the most relevant information first. This will build visitors’ trust that the information shared in the article is useful.

He will read the rest of the content with surety that the writer knows what he/ she is talking about.

Never Share a Disputable Statement in the Start

It will create doubt in the reader’s mind about your ability to write on the matter even if you were right.

For example, how would you have reacted if the first heading of this article would state ‘PROOFREADING IS USELESS’.

There is a strong possibility you would get the impression that the writer may not be qualified enough to guide us. I would only able to prove that point if I could get you to read its content but you would still have doubts.

I can make any controversial statement and get you to calmly read it only after I have won your trust with the best point I have got.

It would increase the Bounce Rate of the website if visitors leave your page without scrolling and spending a proper amount of time. A high bounce rate can damage the ranking of the website.

Make Article Self Explanatory

Make Article Self-Explanatory

A web article should be as apparent as possible. Web visitors don’t read your article, they scan it. It was concluded in a study by Nielsen Norman Group, that hardly 16% of people read web article word-by-word.

In another research by the same group, it was revealed that people read/scan web pages in F shaped pattern. So putting the most important information first is a good idea and you need to structure article in a way that visitor doesn’t have to put any effort.

There are a few web content writing tips you can use to make the information in an article more obvious.

1. Write For a 12-Year-Old

Write like your reader is a 12-year-old kid. It will make your copy easy to understand and more catchy. Here are some tips you can follow to attain this goal.

  1. Use easy vocabulary
  2. Write short and easy sentences
  3. Explain with examples

2. Write Short Paragraphs

Lengthy paragraphs are boring and scary. I can tell from my personal experience that no one reads big paragraphs.

Short paragraphs easily catch attention and take less effort to understand. Visit any article on Neil Patel’s blog and you won’t find any paragraph exceeding 4 lines.

Ex. Do you want more traffic

Short paragraphs on Neil Patel’s article

3.      Write for a Lazy Person

One of the easiest content writing tips is to think of your web visitors as lazy people. Write articles considering you have to feed information to a person who is too indolent to read.

You can make a good copy if you practice above mentioned two tips. To make it even better, the following would also make the best content writing techniques for this case.

  1. Cut unnecessary words
  2. Don’t use passive tense
  3. Address reader directly using second person pronouns (You, Your)
  4. Avoid idioms and jargons

Enhance the Visual Appeal

Web visitors will never be attracted to your article, no matter how good of a writer you are, unless you create a visual impression.

To overcome this problem, Content writers should have an understanding of the platform they are writing for. They should look for relevant graphics and videos to add in the article, however, make sure those graphics won’t cause a copyright issue.

Here are the best tips for content writing with a great visual impression.

  1. Use images and embed videos at the right places in the article
  2. Replace paragraphs with bullet points and lists
  3. Use sub-headings (H3, H4) inside headings (H2)
  4. Try different font sizes.
  5. Apply Italic, bold text, and CAPS for highlighting.
  6. Add quotes with different styles

Content Writing Tips for SEO

Search Engine Optimization is an essential need for web Content writing. Applying On-Page SEO to web articles makes it easier for them rank.

SEO makes it easy for Google and other search engines to understand the nature of the article. Your article will appear among the top results if search engines find your web content most suited against the searched keyword.

I would suggest you use these best content writing tips for SEO.

1. Use Inbound Links

Inbound links refer to other web pages of the same platform that you are writing for. You should link to other articles that your visitors may find interesting.

This is one of the most effective SEO friendly content writing tips to increase ranking and get traffic on other articles of your website.

2. Outbound Links with High DA

Outbound links are links to other websites. Linking to other websites gives the impression that you are providing sources and references to the information you have shared.

You should make sure that you are linking to a good website that has a high Domain Authority.

It can significantly harm the ranking of your website if you link to sites that may contain spam.

3. Right Keyword Density

SEO articles are based on specific keywords that people search on Google. Using the right amount of those keywords makes your article SEO friendly.

On the contrary, stuffing and, overuse of the same keywords do more harm than good.

4. Use H2 and H3 Headers

Proper use of H2 and H3 tags show that your web article is properly structured. Just like other SEO content writing tips, wrong use of headers can also degrade your article.

You should use H3 headings only inside an H2 heading and, likewise, use H4 headings inside H3 heading.

The H1 heading is only used for the title of the article. It is a common mistake to apply a heading tag to emphasize a sentence.

5. Include Images with Alt Text

Including good quality images and info-graphics inside articles is a good content writing tactic. You should also add Alt Text in images to make them SEO friendly.

Alt Text shows in place of an image when it fails to load. Furthermore, adding caption and description of images also enhances their credibility

Content writing tactics with tools

Content Writing Tips with Tools

Writing is not a task that software can do. It requires research and creativity that a machine can never develop. That being said, programmed tools can, at least, help us minimize mistakes and save time.

To err is human, but no such proverb exists for software.

There is a number of tools available to help writers do their job more efficiently. For example, it wouldn’t be a very bad idea to check for any plagiarism issue after completing your article.

Here are 4 tools that might prove useful to you.

1. Grammarly

This tool provides the best content writing tips for beginners and it has much to offer to senior writers. Grammarly is a tool that identifies spelling and grammatical mistakes, detects plagiarism and suggests how it could have been better.

Grammarly will show you two types of improvements in addition to plagiarism detection.


Grammarly, A writing tool

  1. First, you will see critical issues marked in red. These could be spelling mistakes or grammatical mistakes that Grammarly checks against more than 250 rules.
  2. Second, are the suggestions that Grammarly refers to as ‘Advanced Issues’. It identifies how sentence structures and vocabulary could have been better. You will need to purchase its premium to utilize this feature.

This tool, in particular, helps in proofreading the article. I always find some mistakes that I had overlooked when proofreading an article.

You can use this program using two methods.

  1. One is to install its software in your computer and integrate it with your typing software.
  2. Another way is to install its extension on your browser. It will automatically identify all the mistakes that you will type in that browser.

2.      Yoast Content Analysis

Yoast content analysis is useful for both SEO analysis and content assessment. It most certainly displays one of the best content writing techniques for SEO.

Simply visit the Real-Time Content Analysis Page of Yoast and paste your article there. It will show you why this is one of my most favorite content writing techniques.

You will see three different colors to show the status of every suggestion.

  1. Red color refers to a strong urge to change something.
  2. Orange color suggests that it’s better to the change highlighted area.
  3. Green color refers to a great job on your side.

In Content Assessment:

It will give you a few tips on how to be a good content writer. Yoast will highlight the points that should be improved and praise the rightly executed tactics. For example, it will exhibit:

Content Assessment

  1. If you have used enough transition words.
  2. If all paragraphs and sentences are of proper size.
  3. Flesch Reading Ease test score of your writing.
  4. Percentage of passive voice sentences in the article.
  5. If you have used the same words to start too many consecutive sentences.
  6. If subheadings contain too much content than recommended of maximum 300 words.


content writing tactics for SEO

SEO Friendly Content Writing Tips:

The most strong suit of Yoast is its ability to identify SEO friendliness of an article.

  1. First of all, you will find if the article’s title and meta description is SEO friendly and has an accurate viewable length.
  2. It also shows you a snippet preview of title, slug, and meta description. This snippet displays how it will look in Google’s search results when viewed from different devices.
  3. It assures that you have used at least 1 outbound and 1 inbound link in the article.
  4. You will learn if you have used the right keyword density. Moreover, if the focus keyword is used in all suggested places.

seo friendly content writing tips

3. SEMrush Writing Assistant

SEMrush offers a number of SEO tools. SEMrush Writing Assistant gives suggestions from an SEO point of view.

  1. It shows you an overall score on the quality of an article. Some writers have shown concern on its score efficiency but, overall, it provides some useful recommendations.
  2. You will learn if your language is too basic or too technical for an expert or general audience. It is easier to increase readability with its help.
  3. You can create a template based on the keywords you are targeting. This gets you a more accurate assessment of your article.

For example, I used one article in two different templates. One template was based on my targeted keywords. The other one was a general demo template – and you can see the result difference yourself in the image below.

semrush ex

  1. SEMrush will show you suggested keywords for your article. It will even find you the competitor sites on your target keywords.

semrush seo content template

You will find many other similar features in SEMrush to complete your content writing tips.

It has a limitation of only 1 template per month in the free version. You can use it directly on the SEMrush website or use its add-on for Google Docs.

4. MozBar

MozBar is not going to help you write better. It is an SEO toolbar that shows you instant metrics of the opened webpage.

These metrics also include the Domain Authority of the website.

As discussed above, you should use outbound links referring to high-authority websites. With MozBar, you will know better about the site you plan to link.

MozBar Showing Domain Authority of Facebook

Do Not Underestimate the Title!

It was also mentioned by Neil Patel in one of his articles that good titles are very important- we often underestimate the power of the title. A visitor will, without a doubt, read the title whether he continues to the content or not.

When you search a query on Google, how do you decide which link to open?

I believe, your answer is ‘by reading the title’ – like the rest of us.How do you decide which link to open

According to Ted Nicholas, a famous copy-writing expert, 73% of visitors make the buying decision on the title.

You need to make sure that your title is persuasive and descriptive. It should not, in any way, be misleading.

A misleading title will result in increasing the bounce rate of the website.

He won’t wait to see what you offer. If a visitor feels that your content and title are not consistent – he is gone.

How to Make a Great SEO Title

  1. Do proper research on the topic.
  2. See how you can outsmart your competitors with the title.
  3. Be unique, creative, persuasive, and descriptive.
  4. Put target keywords first.
  5. Check your title length. Yoast Content Analysis is quite useful here.
  6. Select the most suited format.

Here is a great article to help you write the perfect SEO title.

Correctly Address Your Audience

Is there a correct way to address the audience?

They are just readers. What, do they want respect now?

No, it’s not about respect. It’s about making them feel comfortable.

They may not realize how they are being addressed, but they will feel it somewhere in the back of their head. The more comfortable they are, the more time they will spend on your site.

Here’s how you can make the reader trust you and feel comfortable.

1. Write for a single person

“You all have come to the right place. I have got an offer that none of you can say NO to.”

Actually, I don’t have an offer for you. But I do have a suggestion.

Please, don’t write like the sentence above.

write to one person

We are talking about building trust and making the reader comfortable. Don’t address him/her as a plural.

  • Addressing your audience as one person will make your content engaging and more believable.
  • This creates a personal connection between the writer and the reader.

2. Use the Word “You” More

Experienced copywriters suggest that using the word ‘you’ makes your buyer excited and captivates them.

The word “you” has a friendly tone in it. Refer to your readers like they are a single person and write the way you naturally speak.

This word also makes you sound less boring and more human.

3. Use Carewords

I read a useful quote on Writers Digest.

“Write to express, not impress.”

We try to sound more technical and fancy than we are.

That’s wrong!

Find your own voice and use carewords instead of scientific words.

That leads us to the question, what exactly are carewords?

“Carewords are the familiar words that help your visitor confirm they are in the right place.”

Think like you are a visitor on one of your articles in order to choose its best carewords.

What words would assure a visitor that he is in the right place?

For example, you came here for the best content writing tips. It would make you more comfortable reading words like ‘rank on top’, ‘persuasive copy’, and ‘more views

These were the 10 best content creation tips for 2019 that every web content writer needs for survival. All of these tips are based on personal experience and authentic research.

Do you use any content writing tips that I have missed out? Or, do you have a question? Please, let me know in the comments below.


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