How to Write a Training Manual: Writing & Design Guide

Training manuals are effective tools for onboarding, upskilling and keeping your team aligned. And when done well, training manual writing makes training more consistent, cuts down on one-on-one sessions and gives people the confidence to learn at their own pace.

Here’s how to create a training manual design that actually works, and training manual examples from what to include to how to design it for maximum clarity and impact.

Why are training manuals important

Training manuals are a simple and effective way to teach people the ins and outs of their jobs. They help new starters learn the ropes and give current team members something to refer back to when taking on new tasks.

They’re also great for keeping things consistent. Everyone gets the same information, which means less time spent repeating training and fewer mixed messages. Whether printed or digital, a good manual helps your team learn faster and work smarter.

When you put that knowledge into a clear manual, you don’t have to rely so much on in-person training. That makes it easier to grow your team or support staff in different locations. It also means what people learn sticks around, even if the person who first taught it has moved on.

The benefits of training manuals

Clear, well-designed training manuals can make a big difference in how effectively your team learns. Here’s how:

Streamlines learning and development

A good training manual lays out everything in a clear and step-by-step manner. It gives structure to your sessions and helps learners follow along without missing key details.

Reduced costs on training sessions

With a detailed manual in place, businesses can rely less on ongoing in-person training. This means fewer resources are spent on repeat sessions and more focus is placed on high-level coaching or support.

Improves employee confidence

When employees have access to clear training resources, they feel more confident tackling new tasks. This leads to better performance and fewer errors.

Useful for compliance and onboarding

Training manuals can also help with compliance. They document standard procedures and ensure everyone receives the same instructions, reducing the risk of mistakes or liability.

Encourages self-paced learning

People learn at different speeds. A training manual lets them go through the material in their own time, spend more time on tricky parts and skip what they already understand.

Easy to update as things change

Unlike static training sessions, manuals can be quickly updated when procedures, tools or policies evolve. This makes them a flexible tool for keeping teams informed.

Training manual examples and types

Different businesses have different training procedures. Here are a few types of manuals that are commonly used:

Employee onboarding playbooks

These help new employees learn about your company’s values, how things work and what’s expected of them. They usually include checklists, FAQs and simple how-tos to help people get started with confidence.

Product and software training manuals

Product and software manuals help users learn how to use new tools or systems. They usually include visuals, step-by-step instructions and tips for solving common issues.

Process and policy manuals

Great for internal operations, these documents outline workflows, safety protocols and organisational policies. They’re useful for ongoing reference.

Customer training manuals

Some companies also create manuals to help their customers learn how to use a product or service. These can reduce support requests and improve user satisfaction.

Training workbooks

These are designed to be used alongside a workshop or online course. They often include space for note-taking, reflection exercises and quizzes for continuous learning.

Training manual writing guide: what to include in a training manual

Creating a training manual starts with careful planning. When you know what to include and how to organise it, writing the manual becomes much easier and more effective.

Define your objectives and scope

The best way to begin a training manual design is to set out the learning objectives. What is the purpose of the manual? Is it to teach new employees about processes in your company? What can the reader expect to get out of it? 

You should also include any specific actions you want people to take during or after reading the training manual. This could be passing a written or oral assessment, or sharing what they've learnt with other staff.

Gather and organise the information you need to include

Before you start writing, collect the information you need. Speak with subject matter experts and review existing materials. Organising your content early makes it easier to structure later.

Create a rough outline or content plan before diving into the writing. This step helps identify any gaps in knowledge or areas that need further explanation.

Break down content into chapters

Breaking your training manual design down into sections makes it more digestible. A table of contents, for example, can help readers find a specific topic faster. To make navigation even easier, present your manual in a custom binder and add coloured tab dividers.

In each chapter of your training manual, tell people what's coming up at the beginning and add a bullet-point summary of what's been covered at the end. This can help with comprehension and knowledge retention. 

Write clear and concise instructions

Keep your language simple and direct. Use active voice and short sentences so it’s easier for readers to follow and remember what they’ve learned.

Use examples or scenarios to help explain complex steps or decisions. If a process has exceptions, be sure to cover those clearly.

You may also add prompts for readers to take action or reflect. This could include reviewing a policy, completing a short task or answering a question. 

Training manual design guide: tips and best practices

The design of your training manual is just as important as what goes into it. A clear, well-organised layout helps readers navigate the content, absorb information faster and stay focused. 

Below are some design tips and best practices on how to write a training manual that is easy to use and supports learning at every step.

Colours, graphics, and images

To boost reader engagement, break up your content with colour, graphics and images. Research shows that our brains process visual content 60,000 times faster than text. Thus, combining graphics and text tends to improve the overall learning experience as one complements the other.

Diagrams and flowcharts work well for showing step-by-step processes. You can also use coloured boxes to highlight key points and simple graphics to make the content easier to follow. For instance, you could use a light bulb when asking questions or providing useful tips.

Our graphic design services can provide you with expert tips to create a manual that works for your company. 

Interactive elements

Interactive features can help make your training manual more engaging. Quizzes, exercises and real-life scenarios help trainees practise what they’ve learned and revisit anything that’s unclear.

If you're putting together a digital version, you can add things like progress trackers, badges or links to videos and other resources to help support learning as people move through the material.

Check our online printing services and explore your options. 

Feedback request

Make space for employees to share feedback. Training is a big part of how your business runs, so it’s worth improving the manual over time to keep it useful and relevant.

Include a section at the back of your manual or add a separate form that people can fill in and return. If you’re unsure what questions to ask,  review your objectives, course structure, content, outcomes and overall learning experience.

Choosing the right material

If you're building a physical training manual, the materials you choose will affect how long it lasts, its functionality and efficiency. Consider the following:

• Binding options: Ring binders allow for easy updates, and perfect binding gives a more polished look.

• Paper type: Matte finishes reduce glare, while heavier stock improves durability.

• Size: Select a size that fits how the manual will actually be used. A4 is great for desk-based training, while A5 is easier to carry around.

Snap Print Solutions offers a range of commercial printing services to help you produce durable, professional-looking training manuals.

Creating a Training Manual Made Easy 

By including these key elements in your training manual writing and designing it for clarity, you can build a valuable resource that supports long-term learning and performance.

Need help printing your training manuals? Talk to your local Snap Print Solutions Centre or explore our marketing print solutions to get started.