How to hire a documentation writer

How to hire a documentation writer, step by step

Here's a step-by-step documentation writer hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a documentation writer job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new documentation writer
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your documentation writer job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a documentation writer for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect documentation writer also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list shows salaries for various types of documentation writers.

   Type of Documentation Writer	Description	Hourly rate
   Documentation Writer	Technical writers, also called technical communicators, prepare instruction manuals, how-to guides, journal articles, and other supporting documents to communicate complex and technical information more easily. They also develop, gather, and disseminate technical information through an organization’s communications channels.	$25-43
   Technical Writer And Editor	A technical writer and editor is primarily responsible for producing written content that defines and explains technical concepts to inform and educate readers. As a writer, it is essential to research and fact-check details to ensure the material's accuracy and value... Show more	$24-39
   Technical Writer/Trainer	As a Technical Writer or Trainer, you will be responsible for conducting specific tasks that pertain to technical writing, technical training, and instructional design and development. Your duties will include creating and developing some basic procedures or instructions for paper, multimedia, and web-based publication... Show more	$21-41

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Technical Documentation
   • Subject Matter Experts
   • SharePoint
   • Software Development
   • User Manuals
   • GMP
   • Training Materials
   • HTML
   • User Guides
   • Version Control
   • SMEs
   • Design Specifications
   • Installation Guides
   • R

   Check all skills

   Responsibilities:

   • Manage content uploads through SharePoint.
   • Manage the EDMS system as a super user for the organization.
   • Manage, and perform administrative QC of electronic clinical submission modules within the Documentum document management system.
   • Help company achieve ISO registration by determining best practices, writing ISO compliant manufacturing instructions and teaching best manufacturing processes.
   • Update and QC collateral file inventory.
   • Analyze technical design documents and work closely with SMEs.

3. Make a budget

   Including a salary range in your documentation writer job description is a great way to entice the best and brightest candidates. A documentation writer salary can vary based on several factors:

   • Location. For example, documentation writers' average salary in mississippi is 45% less than in district of columbia.
   • Seniority. Entry-level documentation writers earn 41% less than senior-level documentation writers.
   • Certifications. A documentation writer with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a documentation writer's salary.

   Average documentation writer salary

   $69,677yearly

   $33.50 hourly rate

   ---

   Entry-level documentation writer salary

   $53,000 yearly salary

   Updated December 14, 2025

4. Writing a documentation writer job description

   A documentation writer job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a documentation writer job description:

   Documentation writer job description example

   We can't predict what the future holds, but we know Texas Instruments will have a part in shaping it.
   
   Are you the type of person that loves getting into technical details of technology, grammar and sentence structure or the way systems are constructed? Do you want to work for and help grow a top-tier technology company? TI's Technical Documentation development program is a 12-month program designed to accelerate your evolution from new college graduate to a strong technical editor that businesses rely upon and collaborate closely with in order to meet and exceed goals.
   
   The Technical Documentation Development Program is a challenging and competitive program that offers real-world experience in several roles, providing an excellent foundation for career growth and advancement. This program is designed to teach technical writers the critical documentation tools, the backend processes used to process and publish documents, and the requirements for different documents created to support TI's growing semiconductor portfolio.
   Learning Tools/Processes/Standards
   Learn creation tools - Web and Oxygen editors, DITA based content Learn processes from getting new requests, to setting up content, working with subject matter experts, editing, and publication of content Learn illustration, writing and content specific standards
   Execute while learning
   Execute short form docs from request to publish For documents you own - go through full process from request to publish, update and create illustrations, learn translation process (shadow translation team)
   Backend knowledge
   Help test and troubleshoot issues Assist with data analysis and competitive analysis
   Upon successful completion of the development program, rotators are welcomed as Technical Writers on TI's Technical Documentation team.
   
   Technical Writer Principal Responsibilities
   Act as an expert with Tech Docs creation tools and quickly find answers to questions or tool issues. Demonstrate expert detail-oriented, up-to-date knowledge, and application of documentation standards and writing guidelines. Maintain up-to-date knowledge on TI products to enable expert use of technical language to consistently and effectively communicate. Understand illustration standards and provide consultations to engineers to ensure illustration standards are applied appropriately. Share best practices and lessons learned to enhance team performance. Build and maintain strong working relationships with engineers. Demonstrate solid interpersonal communication skills and timely responsiveness to maintain open dialogue with engineers and team. Provide effective 1:1 and small group instruction, consultation, and troubleshooting regarding content creation tools and overall technical documentation workflow. Manage and be accountable for end-to-end logistics, including tools to track progress, content, and documentation histories. Follow-up regularly with engineers on feedback with documentation issues.
   
   Minimum requirements
   Bachelor's Degree in Technical Communications, Technical Writing, Rhetoric & Writing or a technical degree with writing experience or writing courses. Minimum Cumulative GPA 3.0/4.0
   Preferred qualifications
   Excellent communication skills and ability to effectively interact with multiple stakeholders Ability to learn new tools and process Ability to take initiative and drive for results Strong attention to detail Results and deadline oriented; Customer-service oriented Ability to build strong, influential relationships Project management skills Basic understanding of engineering concepts and verbiage
   Why TI?
   Engineer your future. We empower our employees to truly own their career and development. Come collaborate with some of the smartest people in the world to shape the future of electronics. We're different by design. Diverse backgrounds and perspectives are what push innovation forward and what make TI stronger. We value each and every voice, and look forward to hearing yours. Meet the people of TI Benefits that benefit you. We offer competitive pay and benefits designed to help you and your family live your best life. Your well-being is important to us.
   About Texas Instruments
   
   As a global semiconductor company, we design, manufacture, test and sell analog and embedded processing chips to nearly 100,000 customers. Our products enable electronics everywhere and in things you experience every day - from health care, smart homes and connected cars to drones, smart phones and more. Our passion to create a better and more sustainable world by making electronics more affordable through semiconductors drives us to make our technology smaller, more efficient, more reliable and more affordable.
   
   Texas Instruments is an equal opportunity employer and supports a diverse, inclusive work environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, disability, genetic information, national origin, gender, gender identity and expression, age, sexual orientation, marital status, veteran status, or any other characteristic protected by federal, state, or local laws.
   
   If you are interested in this position, please apply to this requisition.

   Copy this example

   

5. Post your job

   To find the right documentation writer for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with documentation writers they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit documentation writers who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your documentation writer job on Zippia to find and recruit documentation writer candidates who meet your exact specifications.
   • Use field-specific websites such as problogger, media bistro, journalismjobs.com, content writing jobs.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with documentation writer candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new documentation writer

   Once you've found the documentation writer candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   After that, you can create an onboarding schedule for a new documentation writer. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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