Writing Functional Documentation

Functional documentation explains concepts, guides users through workflows, and helps them understand "why" and "how" things work. This differs from API reference, which documents "what" each endpoint does.

Document Types

Type Purpose Key Sections

Conceptual Explains core concepts and how things work Definition → Key characteristics → How it works → Related concepts

Getting Started First task with the product Intro → Prerequisites → Numbered steps → Next steps

How-To Task-focused for specific goals Context → Before you begin → Steps → Verification → Troubleshooting

Best Practices Optimal usage patterns Intro → Practice sections (Mistake/Best practice) → Summary

Writing Patterns

Lead with Value

Start every document with what the reader will learn or accomplish.

✅ This guide shows you how to create your first transaction in under 5 minutes.

❌ In this document, we will discuss the various aspects of transaction creation.

Use Second Person

Address the reader directly.

✅ You can create as many accounts as your structure demands.

❌ Users can create as many accounts as their structure demands.

Present Tense

Use for current behavior.

✅ Midaz uses a microservices architecture.

❌ Midaz will use a microservices architecture.

Action-Oriented Headings

Indicate what the section covers or what users will do.

✅ Creating your first account

❌ Account creation process overview

Short Paragraphs

2-3 sentences maximum. Use bullets for lists.

Visual Elements

Element Usage

Info box

Tip: Helpful additional context

Warning box

Warning: Important caution

Code examples Always include working examples for technical concepts

Tables For comparing options or structured data

Section Dividers

Use --- to separate major sections. Improves scannability.

Linking Patterns

• Internal links: Link concepts when first mentioned: "Each Account is linked to a single Asset"

• API reference links: Connect to API docs: "Manage via API or Console"

• Next steps: End guides with clear next steps

Quality Checklist

• Leads with clear value statement

• Uses second person ("you")

• Uses present tense

• Headings are action-oriented (sentence case)

• Paragraphs are short (2-3 sentences)

• Includes working code examples

• Links to related documentation

• Ends with next steps

• Follows voice and tone guidelines

Standards Loading (MANDATORY)

Before writing any functional documentation, MUST load relevant standards:

• Voice and Tone Guidelines - Load ring:voice-and-tone skill

• Documentation Structure - Load ring:documentation-structure skill

• Document Type Patterns - Review patterns for specific document type (conceptual, how-to, tutorial)

HARD GATE: CANNOT proceed with functional documentation without loading these standards.

Blocker Criteria - STOP and Report

Condition Decision Action

Feature not implemented STOP Report: "Cannot document non-existent feature"

Feature behavior unclear STOP Report: "Need confirmed feature behavior"

Target audience undefined STOP Report: "Need audience definition for appropriate depth"

Prerequisite knowledge undefined STOP Report: "Need to know what readers should know first"

No working examples available STOP Report: "Need working examples to include"

Cannot Be Overridden

These requirements are NON-NEGOTIABLE:

• MUST lead with clear value statement

• MUST use second person ("you")

• MUST use present tense for current behavior

• MUST include working code examples

• MUST end with clear next steps

• CANNOT use passive voice for actions

• CANNOT use title case for headings

Severity Calibration

Severity Criteria Examples

CRITICAL Missing core sections, incorrect information No examples, wrong feature behavior described

HIGH Missing value statement, no next steps Reader doesn't know why they're reading or what to do next

MEDIUM Voice/tone violations, structure issues Third person, long paragraphs, title case

LOW Minor clarity improvements Could flow better, additional context helpful

Pressure Resistance

User Says Your Response

"Skip examples, explain the concept" "CANNOT skip examples. Examples make concepts concrete. I'll include working examples."

"We'll document later, feature is done" "Documentation is part of the feature. CANNOT ship undocumented features. I'll write the docs now."

"Just a quick README overview" "README is not functional documentation. MUST create proper guide with examples and next steps."

"Developers don't need handholding" "Good documentation helps ALL developers. I'll write clear, complete guides."

"Copy from the design doc" "Design docs are not user docs. MUST rewrite for user audience with examples."

Anti-Rationalization Table

Rationalization Why It's WRONG Required Action

"Feature is intuitive, minimal docs needed" Intuitive to you ≠ intuitive to users MUST write complete documentation

"Design doc already explains this" Design docs serve different audience Rewrite for user audience

"Examples are extra work" Examples are the most valuable part MUST include working examples

"Users can figure out next steps" Users shouldn't have to guess MUST include clear next steps

"Quick overview is enough" Overviews don't enable task completion Write task-oriented guides

"Code comments are documentation" Comments serve developers, not users Write separate user documentation

When This Skill is Not Needed

Signs that functional documentation already meets standards:

• Document leads with clear value statement

• Consistently uses second person ("you")

• Uses present tense throughout

• Action-oriented headings in sentence case

• Short paragraphs (2-3 sentences max)

• Working code examples included

• Links to related documentation present

• Ends with clear next steps

• Follows voice and tone guidelines

If all above are true: Documentation is complete, no changes needed.