Your user�s manual might focus on installation, operation, maintenance, or troubleshooting. It might be packed with the product or be produced separately to be sold at a later date. The user�s manual might be sized to fit in your car�s glove compartment, or it might be as large as an encyclopedia. Whatever the size, shape, or purpose of your user�s manual, it will include an instruction or several instructions, abiding by the criteria listed below:
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Introduction:
In the first paragraph of your instruction, tell your readers three things: what topic you�ll be discussing, your reasons for writing, and the number of steps involved in the instruction. The topic names the product or service. Your reason for writing either explains the purpose of the instruction (�maintaining the machine will increase its longevity�) or comments about the product�s capabilities or ease of use. Stating the number of steps allows your readers to plan ahead and organize their thoughts and their time. Look at the following examples:
GOOD
The following seven steps will help you operate the Udell PQ 4454 Overhead Projector.
BETTER
The Udell PQ 4454 is an overhead projector for business and school. It�s easy to use and requires little maintenance. Follow these eight steps for operating the machine.
BEST
The Udell PQ 4454 Overhead Projector is used to project written or graphic material onto a screen or wall. Because of its capability to enlarge and project, it is ideal for use in schools or businesses. Six simple steps will help you operate the projector.
The first of the preceding examples includes product plus steps; the second adds ease of use. The third example, however, is best because it mentions product, steps, ease of use, plus capabilities. In addition to this introductory overview focusing on the topic and steps to be performed, you might want to tell your readers what tools or equipment they�ll need to perform the procedures. You can provide this information through a simple list, or perhaps you�ll want to add graphics (the type of tool needed plus a picture of that tool). This depends on whether your readers are high tech, low tech, or lay. Finally, decide whether you should preface your instructions with dangers, warnings, cautions, or notes. This is an essential consideration to avoid costly lawsuits and to avoid potentially harming an individual or damaging equipment.
Discussion:
Itemize and thoroughly discuss the steps in your instruction. Organize them chronologically � as a step-by-step sequence. Obviously, you cannot tell your readers to do step 6, then go back to step 2, then accomplish step 12, then do step 4. Such a distorted sequence would fail to accomplish your goals. To operate machinery, monitor a system, or construct equipment, your readers must follow a chronological sequence. Be sure that your instruction is chronologically accurate.
Conclusion:
As with a technical description, you can conclude your instruction in various ways. You can end your instruction with a (a) comment about warranties, (b) sales pitch highlighting the product�s ease of use, (c) reiteration of the product�s applications, or (d) summary of the company�s credential. Another valid way to conclude, however, is to focus on disclaimers, as in the following example:
This operating guide to the Udell PQ 4454 Overhead Projector is included
primarily for ease of customer use. Service and application for anything
other than normal use or replacement parts must be performed by a
trained and qualified technician.
However, in contrast to a short instruction, user�s manuals contain additional information, including any or all of the following components (the order of these components may vary):
1. Cover Page. The cover page accomplishes at least two goals. First, the cover page will name the product or service being discussed and explain the purpose of the manual. Second, a cover page might also graphically depict the product or service.
2. Hazard Alerts. Usually when readers turn the cover page to open the manual, they see hazard alerts or safety guidelines. Companies want to protect their customers from harm and avoid costly lawsuits.
3. Table of Contents. Your user�s manual will have several sections. You may want to include numerous instructions (including setup, installation, maintenance, operation, troubleshooting, for example). In addition, you might include specifications, warranties, guarantees, and customer service contact numbers.
4. Introduction. Following the above criteria, make certain you use reader-friendly language. Companies need customers. Your manual should try to reach out and touch the customer.
5. Definition of terminology. If your manual uses abbreviations, will your readers know what you are referring to? To avoid this problem, define your abbreviations, acronyms, and/or symbols.
6. Technical Descriptions. In addition to instructions, many user�s manuals contain technical description of the product or system. A description could be a part-by-part explanation or labeling of a product or system�s components. Such a description helps readers recognize parts when they are referred to in the instruction.
7. Warranties. Warranties protect the customer and the manufacturer.
8. Accessories. A company always tries to increase its income. One way to do so is by selling the customer additional equipment. A user�s manual promotes such equipment in an accessories list.
9. Corporate contact information. The user�s manual helps customers purchase accessories, answer customer questions, and solve customer complaints. Therefore, most user�s manuals conclude by giving telephone numbers and/or addresses for local and regional service locations, 24-hour service hotlines, and consumer information bureaus.
A typical table of contents for an asphalt roof product may appear as follows:
TABLE OF CONTENTS
Important safety tips���������������������..2
Tools Required for Installation/Specifications�����������4
Definition of Terms����������������������5
Introduction: Benefits of Choosing FOREVER
Asphalt Shingles���������������������..6
Preparing Your Roof Deck ������������������.7
Laying and Marking the Underlayment �������������8
Installing Your FOREVER Asphalt Shingles�����������9
Warranty �������������������������.11