Tools You Need to Start Technical Writing - Part 3

You’ve got the passion. You’ve devoured Part 1 and Part 2 of this series. Now you’re wondering, "Okay, but what do I actually need to get started?" Great question! In this part, we’re diving into the essential tools every technical writer needs. Whether you’re documenting APIs, writing tutorials, or drafting software manuals, your readers won’t fall asleep reading.

Let’s gear you up!

1. A Solid Text Editor or Writing Platform

Your words need a home before they shine in public.

Try These

• Google Docs: Real-time collaboration and cloud storage. Plus, the comment feature lets your editor roast you gently.

• Microsoft Word: Old faithful. Great for formatting-heavy docs.

• Obsidian / Notion: For organizing notes, references, and outlines like a pro.

• Markdown Editors: If you’re writing for devs, Markdown is your BFF. Try Typora, StackEdit, or MarkText.

Pro Tip: Learn Markdown, it’s clean, simple, and you'll feel like a wizard in terminal-powered publishing.

2. Grammar and Style Checkers

Even Shakespeare needed an editor.

Try These

• Grammarly: For catching grammar slip-ups before your readers do.

• Hemingway App: Makes your writing bold and clear. (Also very judgmental about adverbs. Sorry, quietly.)

• ProWritingAid: A more advanced tool for checking tone, consistency, and flow.

Fun Fact: Hemingway would’ve hated tech jargon. Use these tools to find your sweet spot between “tech-savvy” and “human-readable.”

3. Documentation Platforms

Your final masterpiece needs a stage.

Try These

• GitBook: Modern, clean, and collaborative. Great for team documentation.

• Read the Docs: Perfect for open-source documentation (especially Python).

• Docusaurus: Built with React. Developers love it, and it looks great.

• Confluence: Often used by companies for internal documentation (aka the land of buried project plans).

Note: Learn how version control and documentation deployment works if you're documenting codebases.

4. Version Control Systems (Because You Will Break Things)

If you’re collaborating with developers or writing for software tools, version control is not optional.

Try These

• Git + GitHub: Learn the basics: clone, commit, push, pull, repeat. If you mess up, just blame merge conflicts.

• GitLab / Bitbucket: Alternatives with similar functionality.

Don’t worry if Git feels like learning sorcery at first. Everyone has committed to the wrong branch at least once. Or ten times.

5. Screenshot and Annotation Tools

Sometimes, showing is better than telling. Visuals make your docs less intimidating and way more engaging.

Try These

• Snagit: Feature-rich and powerful.

• Greenshot: Lightweight and free.

• CleanShot X (Mac): For sleek, polished screenshots.

• Loom / ScreenRec: For short video walkthroughs.

Hot tip: Don’t screenshot with 14 browser tabs open and your Spotify playlist showing, crop like you care.

6. Design and Diagramming Tools

Explaining systems? Don’t just describe, draw it out.

Try These

• Lucidchart / Draw.io: Make flowcharts, network diagrams, and user journeys.

• Miro: Great for brainstorming with teams.

• Figma: For UI/UX-focused documentation.

Pro move: Pair a diagram with a short explanation. That way, both visual and verbal learners win.

7. Reference Management & Note-taking

Your brain deserves a break. Let tools do the remembering.

Try These

• Notion / Obsidian: Create a personal knowledge base.

• Zotero: For managing citations and sources, if you’re writing research-heavy stuff.

• Trello / ClickUp: Manage your writing tasks, deadlines, and occasional existential crises.

8. Terminal / CLI Tools

If you're documenting CLI tools or working with devs, get comfortable here.

Learn These:

• Command Line Basics: Navigating files, running scripts, etc.

• curl, wget, grep: For interacting with APIs or logs.

Fancy bonus: Use Terminal to generate docs or build static sites with tools like MkDocs or Hugo.

9. Static Site Generators (for the Brave & Curious)

Want to build beautiful, code-friendly docs? Static site generators are your jam.

Explore

• Jekyll: Pairs beautifully with GitHub Pages.

• Hugo: Very fast, great for multilingual docs.

• MkDocs: Markdown-based, clean, and Pythonic.

Reminder: These are optional, but mastering one sets you apart from the pack.

10. Community & Learning Resources

You’re never alone in tech writing. There’s a village out there.

Tap into

• Write the Docs: Legendary community for tech writers.

• Google Developer Documentation Style Guide: Your new style bible.

• Slack/Discord Writing Groups: Join and lurk, or speak up!

• YouTube / FreeCodeCamp / Coursera: Learn tools at your pace, no shame in tutorials.

Even seasoned writers keep learning. Bookmark those guides!

Final Thoughts: Your Toolkit, Your Rules

Don’t feel pressured to master all the tools at once. Start with the basics, then expand as your projects demand. Your goal isn’t to use every tool; it’s to write clearly, help readers, and maybe have fun while you’re at it.

So go ahead, pick your tools, polish your writing, and document like a boss.

Coming Up in Part 4

We’ll explore Basic Writing Skills Every Technical Writer Should Have

Want to dive deeper into the world of freelance technical writing? Grab a copy of my ebook:

Freelance Technical Writing: A Career Guide for Beginners (Ebook)

It’s packed with tips to help you land your first client, build a portfolio, and launch your career confidently.