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How a technical writer can use AI, task by task

O*NET 27-3042.00: Technical WritersMedian pay $90,390/year (BLS, May 2025)15 tasksJob Zone 4: Considerable preparation

Write technical materials, such as equipment manuals, appendices, or operating and maintenance instructions. May assist in layout work.

Type your own title and every prompt on this page updates to match. Also called: Com Writer, Engineering Writer, Global Technical Writer, Grant Writer, Medical Writer, Narrative Writer, Principal Technical Writer, Requirements Analyst, Technical Report Writer.

Where AI fits in this job

AI-ready 57%AI-assist 43%Stays human 0%

Share of the job's tasks, weighted by how important and how frequent each task is (O*NET ratings). 6 AI-ready, 9 AI-assist and 0 human-led tasks out of 15. This measures where AI can help, not whether the job will disappear.

Information & paperwork
Thinking & planning
People & communication
Leading & teaching
Hands-on & physical

Shape of the job: importance of each kind of work activity (O*NET, 1 to 5).

🗓 Start here on Monday

The most frequent, most important tasks where AI can help right away.

  1. Maintain records and files of work and revisions.Write it up · Several times a day
  2. Organize material and complete writing assignment according to set standards regarding order, clarity, conciseness, style, and terminology.Write it up · Several times a day
  3. Edit, standardize, or make changes to material prepared by other writers or establishment personnel.Write it up · Daily

💪 Lean into these

Core tasks that stay human. These skills get more valuable as the routine work gets automated.

None of this job's listed tasks fall in this group.

Skills to build & where you could move ↓

🔒 Many of these tasks involve people's information. Remove names and identifying details before using AI, or use only a tool your employer has approved.

AI can draft these 6

AI produces a usable first pass. You review it, fix it and own it.

Maintain records and files of work and revisions.

Several times a day

AI writes the first draft from your notes; you check every fact.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 74% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as a technical writer. Part of my job is to maintain records and files of work and revisions.

Context: We use Epic Systems and Microsoft SharePoint.
Records: [paper, electronic]
Users: [describe]

Draft a filing structure and naming rules. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Filing system

Step 1Pick a real example: the next time you maintain records and files of work and revisions.
Step 2Fill in [Records] and [Users] with the real details, then run the prompt.
Step 3Check every fact, name and number against your source before it goes anywhere.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.7/5 · core task · O*NET work activity: Maintain records, documents, or other files..

Organize material and complete writing assignment according to set standards regarding order, clarity, conciseness, style, and terminology.

Several times a day

AI writes the first draft from your notes; you check every fact.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 46% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as a technical writer. Part of my job is to organize material and complete writing assignment according to set standards regarding order, clarity, conciseness, style, and terminology.

Context: We use Epic Systems and Microsoft SharePoint.
Text: [paste]
Audience and purpose: [who reads it and why]

Edit for clarity, structure and tone. Show changes as a list with reasons, then the clean version.

10-minute exercise: Edit for clarity

Step 1Pick a real example: the next time you organize material.
Step 2Paste it into [Text] and fill in [Audience and purpose].
Step 3Accept only the edits you agree with and check facts weren't changed.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.8/5 · core task · O*NET work activity: Edit written materials.. Also involves: Compile technical information or documentation..

Edit, standardize, or make changes to material prepared by other writers or establishment personnel.

Daily

AI writes the first draft from your notes; you check every fact.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 35% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as a technical writer. Part of my job is to edit, standardize, or make changes to material prepared by other writers or establishment personnel.

Context: We use Epic Systems and Microsoft SharePoint.
Text: [paste]
Audience and purpose: [who reads it and why]

Edit for clarity, structure and tone. Show changes as a list with reasons, then the clean version.

10-minute exercise: Edit for clarity

Step 1Pick a real example: the next time you edit, standardize, or make changes to material (today). Leave out names and identifying details.
Step 2Paste it into [Text] and fill in [Audience and purpose].
Step 3Accept only the edits you agree with and check facts weren't changed.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.7/5 · core task · O*NET work activity: Edit written materials..

Review published materials and recommend revisions or changes in scope, format, content, and methods of reproduction and binding.

Weekly

AI writes the first draft from your notes; you check every fact.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 29% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as a technical writer. Part of my job is to review published materials and recommend revisions or changes in scope, format, content, and methods of reproduction and binding.

Context: We use Epic Systems and Microsoft SharePoint.
Text: [paste]
Audience and purpose: [who reads it and why]

Edit for clarity, structure and tone. Show changes as a list with reasons, then the clean version.

10-minute exercise: Edit for clarity

Step 1Pick a real example: the next time you review published materials (this week).
Step 2Paste it into [Text] and fill in [Audience and purpose].
Step 3Accept only the edits you agree with and check facts weren't changed.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.2/5 · core task · O*NET work activity: Edit written materials..

Analyze developments in specific field to determine need for revisions in previously published materials and development of new material.

Monthly

AI maps out the topic and options; confirm with real sources.

Show prompt & steps

AI is a fast research assistant. Ask it to map out a topic, compare options or list what to check. Use a tool with web search and ask for its sources.

Ready-to-use prompt

I work as a technical writer. Part of my job is to analyze developments in specific field to determine need for revisions in previously published materials and development of new material.

Context: We use SAS and Hypertext markup language HTML; the work draws on computers and electronics, administrative and communications and media.
Field: [craft, art, design, industry]
Why: [new work, marketing, buying]

List current trends with examples, what's fading, and where to watch for new ones. Give sources I can check and say clearly when you're unsure.

10-minute exercise: Trend scan

Step 1Pick a real example: the next time you analyze developments in specific field to determine need.
Step 2Fill in [Field] and [Why] with the real details, then run the prompt.
Step 3Sketch one idea inspired by a trend.

AI can invent sources and citations. Open every link and confirm it says what the AI claims.

Importance 4.4/5 · core task · O*NET work activity: Monitor current trends..

Develop or maintain online help documentation.

Weekly

AI turns complex material into plain-language handouts.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 53% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

AI is great at turning complicated material into plain-language guides, handouts, FAQs and how-tos for a specific audience. You check it's accurate.

Ready-to-use prompt

I work as a technical writer. Part of my job is to develop or maintain online help documentation.

Context: The work draws on computers and electronics, administrative and communications and media.
Subject: [property, layout, item]
Details: [paste notes]
Reader: [describe]

Write a clear description for the reader. Use plain language, one everyday analogy, and the questions people are most likely to ask with short answers.

10-minute exercise: Informational write-up

Step 1Pick a real example: the next time you develop or maintain online help documentation (this week).
Step 2Fill in [Subject], [Details] and [Reader] with the real details, then run the prompt.
Step 3Check every answer is right for your workplace before you share it.

Rules, prices and policies change. Make sure AI is working from your current official version.

Importance 4.2/5 · O*NET work activity: Write informational material..

AI can help you prep these 9

AI speeds up the prep, drafting or thinking. The core of the task is still yours.

Assist in laying out material for publication.

Weekly

AI generates options and references; taste and the final call are yours.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 54% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Use AI to generate lots of options, references and rough mock-ups fast. The craft, the taste and the final call are what make it yours.

Ready-to-use prompt

I work as a technical writer. Part of my job is to assist in laying out material for publication.

Context: We use Adobe Photoshop and Adobe Creative Cloud software; the work draws on computers and electronics, administrative and communications and media.
Publication: [type, size]
Content: [text, images]

Suggest a layout grid, typography and hierarchy. Give 10 quite different options from safe to bold, then develop the best 2.

10-minute exercise: Print layout

Step 1Pick a real example: the next time you assist in laying out material (this week).
Step 2Fill in [Publication] and [Content] with the real details, then run the prompt.
Step 3Lay it out in your design tool.

Check the usage rules for AI images and text in your field, and make sure the final work is original.

Importance 3.8/5 · core task · O*NET work activity: Design layouts for print publications..

Study drawings, specifications, mockups, and product samples to integrate and delineate technology, operating procedure, and production sequence and detail.

Daily

AI gives you a first-pass summary; you still read the key parts.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 62% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

AI can pull out the key points and questions to look for. Use it as a first pass, then look closely yourself.

Ready-to-use prompt

I work as a technical writer. Part of my job is to study drawings, specifications, mockups, and product samples to integrate and delineate technology, operating procedure, and production sequence and detail.

Context: The work draws on computers and electronics, administrative and communications and media.
Drawings or plans: [type the key dimensions, notes and specs]
Standards to meet: [codes, quality plan, client requirements]

Check the details against the standards. Make a table of item, requirement, OK or issue, and the exact detail it refers to. List questions for the contractor or designer.

10-minute exercise: Review drawings in detail

Step 1Take a drawing set or quality plan waiting for review.
Step 2Fill in [Drawings or plans] and [Standards to meet] with the real details, then run the prompt.
Step 3Do your normal review and compare. Note what AI missed so you know its blind spots.

Remove names and private details before pasting, and check your employer's rules on what you can share with AI tools.

Importance 4.4/5 · O*NET work activity: Review details of technical drawings or specifications..

Arrange for typing, duplication, and distribution of material.

Daily

AI lays out options and timelines to react to.

Show prompt & steps

AI can lay out options, timelines and checklists to react to. Fitting it to your people, budget and situation is your call.

Ready-to-use prompt

I work as a technical writer. Part of my job is to arrange for typing, duplication, and distribution of material.

Context: We use Atlassian Confluence and Microsoft Project; the work draws on computers and electronics, administrative and communications and media.
Production or event: [describe]
Resources: [crew, equipment, budget]

Plan logistics, schedule and budget. Lay it out as a table with steps, owner, timing and what could go wrong, then list the decisions I still need to make.

10-minute exercise: Production logistics plan

Step 1Pick a real example: the next time you arrange for typing, duplication and distribution of material (today).
Step 2Fill in [Production or event] and [Resources] with the real details, then run the prompt.
Step 3Cross out anything that won't work on the ground and ask AI to revise with your corrections.

AI doesn't know your people, your site or your history. Treat its plan as a starting point to react to.

Importance 4.3/5 · O*NET work activity: Coordinate logistics for productions or events..

Select photographs, drawings, sketches, diagrams, and charts to illustrate material.

Weekly

AI generates options and references; taste and the final call are yours.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 36% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Use AI to generate lots of options, references and rough mock-ups fast. The craft, the taste and the final call are what make it yours.

Ready-to-use prompt

I work as a technical writer. Part of my job is to select photographs, drawings, sketches, diagrams, and charts to illustrate material.

Context: We use Adobe Photoshop and Adobe Creative Cloud software; the work draws on computers and electronics, administrative and communications and media.
Program or production: [show, season, schedule]
Audience and constraints: [length, budget]

Suggest content ideas and a schedule. Give 10 quite different options from safe to bold, then develop the best 2.

10-minute exercise: Choose content

Step 1Pick a real example: the next time you select photographs, drawings and sketches (this week).
Step 2Fill in [Program or production] and [Audience and constraints] with the real details, then run the prompt.
Step 3Pick the idea that sparks something and develop it yourself for 5 minutes.

Check the usage rules for AI images and text in your field, and make sure the final work is original.

Importance 4.1/5 · core task · O*NET work activity: Determine presentation subjects or content..

Confer with customer representatives, vendors, plant executives, or publisher to establish technical specifications and to determine subject material to be developed for publication.

Monthly

AI helps you prepare questions; the listening is yours.

Show prompt & steps

Use AI to prepare better questions and to organize your notes afterward. Listening to the person in front of you is yours.

Ready-to-use prompt

I work as a technical writer. Part of my job is to confer with customer representatives, vendors, plant executives, or publisher to establish technical specifications and to determine subject material to be developed for publication.

Context: We use Microsoft Publisher; the work draws on computers and electronics, administrative and communications and media.
Project: [design, craft, presentation]
What I need to know: [goals, budget, audience, constraints]

Write brief-taking questions and a summary template. Order the questions sensibly, add follow-ups for vague answers, and give me a note-taking template.

10-minute exercise: Client brief interview

Step 1Pick a real example: the next time you confer with customer representatives and vendors. Leave out names and identifying details.
Step 2Fill in [Project] and [What I need to know] with the real details, then run the prompt.
Step 3Read the summary back to the client to confirm.

Don't record people or paste their answers into AI without consent and your employer's approval.

Importance 4.1/5 · core task · O*NET work activity: Confer with clients to determine needs..

Review manufacturer's and trade catalogs, drawings and other data relative to operation, maintenance, and service of equipment.

Weekly

AI gives you a first-pass summary; you still read the key parts.

Show prompt & steps

AI can pull out the key points and questions to look for. Use it as a first pass, then look closely yourself.

Ready-to-use prompt

I work as a technical writer. Part of my job is to review manufacturer's and trade catalogs, drawings and other data relative to operation, maintenance, and service of equipment.

Context: The work draws on computers and electronics, administrative and communications and media.
Drawings or plans: [type the key dimensions, notes and specs]
Standards to meet: [codes, quality plan, client requirements]

Check the details against the standards. Make a table of item, requirement, OK or issue, and the exact detail it refers to. List questions for the contractor or designer.

10-minute exercise: Review drawings in detail

Step 1Take a drawing set or quality plan waiting for review.
Step 2Fill in [Drawings or plans] and [Standards to meet] with the real details, then run the prompt.
Step 3Do your normal review and compare. Note what AI missed so you know its blind spots.

Remove names and private details before pasting, and check your employer's rules on what you can share with AI tools.

Importance 3.8/5 · O*NET work activity: Review details of technical drawings or specifications..

Interview production and engineering personnel and read journals and other material to become familiar with product technologies and production methods.

Monthly

AI gets you up to speed; confirm findings with records or people.

Show prompt & steps

AI can get you up to speed fast and suggest where to look, but you need to confirm findings against real sources, records or people.

Ready-to-use prompt

I work as a technical writer. Part of my job is to interview production and engineering personnel and read journals and other material to become familiar with product technologies and production methods.

Context: We use SAS; the work draws on computers and electronics, administrative and communications and media.
Field: [my craft or work area]
What I want: [new tools, techniques, trends]

List current trends and techniques with examples, how to try each, and where to learn more.

10-minute exercise: New technique scan

Step 1Pick a real example: the next time you interview production and engineering personnel. Leave out names and identifying details.
Step 2Fill in [Field] and [What I want] with the real details, then run the prompt.
Step 3Try one technique it suggests this week.

AI can invent sources and citations. Open every link and confirm it says what the AI claims.

Importance 3.8/5 · O*NET work activity: Research new technologies..

Observe production, developmental, and experimental activities to determine operating procedure and detail.

A few times a year

AI drafts the structure and wording; the specifics and sign-off are yours.

Show prompt & steps

AI can draft the structure and standard wording. The specifics, the judgment calls and the sign-off are yours.

Ready-to-use prompt

I work as a technical writer. Part of my job is to observe production, developmental, and experimental activities to determine operating procedure and detail.

Context: We use Epic Systems and Microsoft SharePoint.
Area: [security, IT, operations]
Goals: [what needs to happen reliably]
Constraints: [staff, budget, rules]

Draft an operating procedure with steps, responsibilities, checks and escalation. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Operating plan or procedure

Step 1Pick a real example: the next time you observe production, developmental and experimental activities.
Step 2Fill in [Area], [Goals] and [Constraints] with the real details, then run the prompt.
Step 3Revise and publish the version that matches reality.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 3.6/5 · O*NET work activity: Develop operating strategies, plans, or procedures.. Also involves: Develop detailed project plans..

Draw sketches to illustrate specified materials or assembly sequence.

Monthly

AI generates options and references; taste and the final call are yours.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 56% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Use AI to generate lots of options, references and rough mock-ups fast. The craft, the taste and the final call are what make it yours.

Ready-to-use prompt

I work as a technical writer. Part of my job is to draw sketches to illustrate specified materials or assembly sequence.

Context: We use Adobe Photoshop and Adobe Creative Cloud software; the work draws on computers and electronics, administrative and communications and media.
Subject: [device, fixture, product]
Purpose: [manual, plan, marketing]

Suggest views, labels and style. Give 10 quite different options from safe to bold, then develop the best 2.

10-minute exercise: Technical illustration plan

Step 1Pick a real example: the next time you draw sketches.
Step 2Fill in [Subject] and [Purpose] with the real details, then run the prompt.
Step 3Pick the idea that sparks something and develop it yourself for 5 minutes.

Check the usage rules for AI images and text in your field, and make sure the final work is original.

Importance 3.1/5 · O*NET work activity: Draw detailed or technical illustrations..

These stay human 0

They need your hands, your presence or your accountable judgment. Lean into them: they get more valuable as routine work is automated.

📏 Measured in this job (O*NET work context): Face-to-face discussions: once a week or more but not every day · Contact with others: contact with others most of the time · Frequency of decisions: once a week or more but not every day · Using hands on tools and objects: more than half the time

None of this job's tasks are here.

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Your next moves

Skills to build

From O*NET's ratings of how important each skill is in this job, matched to which part of the work it supports.

With AI Use these to work with AI

When AI does the first draft, these are the skills you use to brief it and check what comes back.

  • Critical Thinkingimportance 3.6/5
    Used in: Making Decisions and Solving Problems
  • Active Listeningimportance 3.8/5
    Used in: Making Decisions and Solving Problems
  • Reading Comprehensionimportance 4.1/5
    Used in: Making Decisions and Solving Problems
  • Writingimportance 4.9/5
    Used in: Documenting/Recording Information

Getting into this job

Associate's degree is most common (35% of workers)

  • Certificate or some college 23%
  • Associate's 35%
  • Bachelor's 36%
  • Graduate degree 6%
  • On-the-job training: 6–12 months
  • Related experience: 2–4 years

What workers in this job report, from O*NET surveys (typical values).

Software in this job

In-demand tools from O*NET. Many now have AI built in, so check what yours can do before adding a new tool.

Adobe AcrobatAdobe Creative Cloud softwareAdobe IllustratorAdobe InDesignAdobe PhotoshopAtlassian ConfluenceAtlassian JIRAAutodesk AutoCADCascading style sheets CSSDassault Systemes SolidWorksEpic SystemsExtensible markup language XML

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