As a Melbourne based editor and accredited editor, I spend a lot of time fixing one surprisingly common issue in technical writing:
Vagueness.
There are some words that simply don’t belong in technical manuals, user manuals, or standard operating procedures – unless there are exceptional circumstances.
Words like “may” and “preferably”, for instance.
And yes, I know they look harmless. They are not.
Technical Writing and the Danger of “Preferably”
Let’s say your technical writer includes this sentence in a specification:
The roofing shall preferably be made from steel.
What you’ve actually told the reader is:
“It would be kinda nice if you used steel. If you feel like it. No pressure.”
For organisations relying on clear operating procedures, that’s not helpful. In fact, it’s risky.
If steel truly matters – for loading capacity, compliance, safety or durability – then your document needs to say so clearly. Especially if your organisation must remain compliant with industry or government standards.
A clearer version would read:
The roofing shall be made from steel, unless this is unfeasible. In cases when steel cannot be used for the roofing, it shall instead be made from corrugated iron, or a material with similar loading capacity.
Now we have:
- set a requirement for steel
- acknowledged that there may be cases where that’s impossible
- given a clear alternative
That’s what professional technical writing services should deliver.
Why “May” Also Makes Technical Writers Nervous
The word “may” is even trickier.
Consider this sentence:
In the event of a supply shortage, metal girders may be replaced with wood.
This could mean:
a) the people using metal girders will be given gracious permission to use wood instead
b) the suppliers will randomly start shipping you wood girders without any warning
c) the metal girders in your structure will magically transform into wood when your back is turned
Ambiguity in technical content creates confusion, delays and phone calls no one wants to make.
Does “may” mean:
- It is permitted?
- It is possible?
- It is recommended?
- It is optional?
If your reader has to ring your technical writer to clarify what you meant, your document isn’t doing its job.
Clear technical writing removes guesswork.
Technical Writing Services in Melbourne (and Across Australia)
As a professional editor that Melbourne organisations trust, I specialise in making complex material precise, readable and usable.
Based in Melbourne, I work with clients across Australia and internationally, providing:
- Technical writing services
- Editing of technical manuals and user manuals
- Development of operating procedures
- Structural editing for educational and scientific material
- Accessibility-focused editing to ensure documents remain compliant
With a background in mechanical engineering and accreditation as an editor , I understand both the technical detail and the language needed to communicate it clearly.
I’ve also worked with government bodies and major publishers , which means I understand organisational standards, regulatory requirements and the importance of producing compliant documentation.
Frequently Asked Questions
Do you only provide technical writing services in Melbourne?
No. While I am a Melbourne-based editor, I work with organisations across Australia and internationally.
What types of technical content do you work on?
I regularly work on:
- Technical manuals
- User manuals
- Operating procedures
- Educational science and maths materials
- Government documentation
Are your documents compliant with industry standards?
Yes. As an accredited editor and experienced technical writer, I understand the importance of producing clear, compliant documentation that meets regulatory and organisational requirements.
Clear Writing Is Not Optional
Vague words don’t help.
They create uncertainty. They weaken authority. They make documents harder to enforce, follow and trust.
Good technical writing replaces “maybe” with clarity.
And that’s exactly what professional technical writing services should do.
