English Grammar Rules for Technical Documents: 20 Dos and Don’ts

Writing clear and concise technical documents requires adherence to proper grammar rules, which help avoid misunderstandings and ensure professionalism. Technical writing differs from other writing styles because precision is critical, and even minor grammatical mistakes can lead to confusion. Below are 20 essential grammar dos and don’ts for technical documentation.

1. Do: Use Active Voice

• Do: "The system processes data in real-time."
• Don’t: "Data is processed by the system in real-time."

Explanation: Active voice makes sentences more direct and easier to understand, while passive voice can sound vague or convoluted.

2. Do: Be Consistent with Terminology

• Do: "Click the ‘Submit’ button."
• Don’t: "Press the ‘Submit’ key and then click the button to submit."

Explanation: Stick to consistent terms to describe the same actions or objects throughout the document. Inconsistency leads to confusion.

3. Do: Use Parallel Structure

• Do: "The user can input data, process files, and generate reports."
• Don’t: "The user can input data, processes files, and report generation."

Explanation: Parallel structure maintains balance in sentence construction, making instructions clearer and more readable.

4. Do: Be Specific

• Do: "Restart the application after changing the settings."
• Don’t: "Make changes, then restart."

Explanation: Avoid ambiguity by specifying exactly what the user needs to do.

5. Do: Use the Oxford Comma for Clarity

• Do: "The report includes data on sales, revenue, and expenses."
• Don’t: "The report includes data on sales, revenue and expenses."

Explanation: The Oxford comma ensures clarity, especially in technical writing where precision is paramount.

6. Do: Use Simple and Clear Language

• Do: "Select the option from the dropdown menu."
• Don’t: "Elect to make a selection from the aforementioned dropdown list."

Explanation: Use simple, straightforward language to ensure the widest possible audience can understand the document.

7. Do: Avoid Colloquialisms or Slang

• Do: "Press the power button to start the device."
• Don’t: "Hit the power button to fire it up."

Explanation: Technical documents must remain professional and clear, avoiding informal language that may be misunderstood.

8. Do: Use Consistent Units of Measurement

• Do: "The package weighs 1.5 kilograms."
• Don’t: "The package weighs 1.5 kg in this section, and 1500 grams elsewhere."

Explanation: Using consistent units of measurement prevents errors and confusion, particularly in technical fields.

9. Do: Avoid Double Negatives

• Do: "The system allows the user to view the report."
• Don’t: "The system doesn’t prevent the user from not viewing the report."

Explanation: Double negatives can confuse the reader and obscure the intended meaning.

10. Do: Use Present Tense for General Statements

• Do: "The software requires an update to function properly."
• Don’t: "The software required an update to function properly."

Explanation: Present tense makes the writing more immediate and relevant, especially for instructions or general statements.

11. Do: Use Pronouns Carefully

• Do: "Click the icon to open the file."
• Don’t: "Click it to open it."

Explanation: Pronouns like "it" can be unclear in technical documentation. Always specify the subject when there’s room for confusion.

12. Do: Ensure Subject-Verb Agreement

• Do: "The data is analyzed by the program."
• Don’t: "The data are analyzed by the program."

Explanation: Ensure that the subject and verb agree in number (singular/plural). In technical writing, accuracy is essential.

13. Do: Avoid Redundancy

• Do: "The device connects to the network."
• Don’t: "The device connects to the network connection."

Explanation: Redundant phrases can make your writing longer without adding value. Keep it concise.

14. Do: Use Bullets or Numbers for Lists

• Do:
  • Step 1: Open the application.
  • Step 2: Enter your credentials.
  • Step 3: Click ‘Submit’.
• Don’t: "First, open the application. Next, you should enter your credentials. Finally, click submit."

Explanation: Lists help break down complex instructions and improve readability.

15. Do: Avoid Misplaced Modifiers

• Do: "After running the program, the system shuts down."
• Don’t: "The system shuts down after running the program."

Explanation: Make sure modifiers are placed next to the word they are modifying, especially in instructions.

16. Do: Use Definite and Indefinite Articles Correctly

• Do: "A user can create an account by clicking the ‘Sign Up’ button."
• Don’t: "User can create account by clicking ‘Sign Up’ button."

Explanation: Missing articles ("a," "an," "the") can make your writing feel incomplete or unclear.

17. Do: Be Cautious with Abbreviations and Acronyms

• Do: "Use the application programming interface (API) to retrieve data."
• Don’t: "Use the API to retrieve data without prior explanation."

Explanation: Always define abbreviations and acronyms on first use to ensure the reader understands.

18. Do: Avoid Overly Long Sentences

• Do: "First, select the menu. Then choose your settings."
• Don’t: "Select the menu, and then after that, navigate to your settings, which can be found under the preferences tab, to adjust the application to suit your needs."

Explanation: Shorter sentences are easier to follow, particularly in instructional or technical documents.

19. Do: Use Accurate Punctuation

• Do: "Click ‘Start,’ and the program will initialize."
• Don’t: "Click ‘Start’ and the program will initialize."

Explanation: Use commas and other punctuation correctly to avoid run-on sentences and improve readability.

20. Do: Use Formal Tone

• Do: "The system will automatically update at 3 a.m."
• Don’t: "The system’s gonna update at 3 a.m."

Explanation: Maintain a formal tone in technical writing, avoiding informal or conversational phrases.

Grammar Rules for Technical Writers

Adhering to these grammar dos and don’ts will enhance the clarity, readability, and professionalism of your technical documents. Whether you're writing manuals, user guides, or technical marketing materials, applying these rules will ensure your readers understand your instructions and key messages without confusion. Clear communication is essential in technical writing, and grammar plays a crucial role in achieving that.