How to Start a Technical Writing Business
A technical writer works with technical information to fulfill a number of company objectives. Their job may include writing manuals, official documentation, or how-to guides. They may work for technical companies and write for technical audiences, or they may work with everyday businesses and write for lay people.
You may also be interested in additional side hustle ideas.
Learn how to start your own Technical Writing Business and whether it is the right fit for you.
Ready to form your LLC? Check out the Top LLC Formation Services.
Start a technical writing business by following these 10 steps:
- Plan your Technical Writing Business
- Form your Technical Writing Business into a Legal Entity
- Register your Technical Writing Business for Taxes
- Open a Business Bank Account & Credit Card
- Set up Accounting for your Technical Writing Business
- Get the Necessary Permits & Licenses for your Technical Writing Business
- Get Technical Writing Business Insurance
- Define your Technical Writing Business Brand
- Create your Technical Writing Business Website
- Set up your Business Phone System
We have put together this simple guide to starting your technical writing business. These steps will ensure that your new business is well planned out, registered properly and legally compliant.
Exploring your options? Check out other small business ideas.
STEP 1: Plan your business
A clear plan is essential for success as an entrepreneur. It will help you map out the specifics of your business and discover some unknowns. A few important topics to consider are:
- What will you name your business?
- What are the startup and ongoing costs?
- Who is your target market?
- How much can you charge customers?
Luckily we have done a lot of this research for you.
What will you name your business?
Choosing the right name is important and challenging. If you don’t already have a name in mind, visit our How to Name a Business guide or get help brainstorming a name with our Technical Writing Business Name Generator
If you operate a sole proprietorship, you might want to operate under a business name other than your own name. Visit our DBA guide to learn more.
When registering a business name, we recommend researching your business name by checking:
- Your state's business records
- Federal and state trademark records
- Social media platforms
- Web domain availability.
It's very important to secure your domain name before someone else does.
What are the costs involved in opening a technical writing business?
There are very few costs involved to open a technical writer business, especially if a person isn’t planning to take additional classes to prepare for their job. Writers can work out of their home with the help of a computer and internet connection. Technical writers should invest in an online presence, but they don't necessarily need to spend money on online advertising. Sites such as SquareSpace offer DIY websites that can be completed for less than $200 a year.
What are the ongoing expenses for a technical writing business?
Much like start-up costs, ongoing costs for technical writers can be kept very low. Standard wi-fi, computer maintenance, and website costs can all be kept to the bare minimum.
Who is the target market?
Most companies need some type of technical writer to document official processes, which makes the target market fairly wide. Even a non-profit may hire a technical writer to create reference resources for employees. This could be anything from simple SOPs (standard operating procedures) to complex style guides to instruction manuals for using a robot. Technical writers may work as an independent entity for one company, but most will freelance their services across different companies.
How does a technical writing business make money?
Technical writers will either charge by the word based on the amount of research necessary or by flat rate for a document. Highly specialized technical writers (e.g., those who write solely for PHP developers) may charge a flat rate per word based on their level of expertise.
How much can you charge customers?
In-demand technical writers can charge the going rates are for their field. A person writing about complex computer concepts can easily make $2 a word or more. However, most technical writers start off making $.20 a word or less. It all just depends on the complexity of the material and the company who’s hiring.
How much profit can a technical writing business make?
A technical writer would need to write about 33,000 words to make $50,000 a year if they're charging $1.50 per word. Technical writer make an average of $70,000 a year or so, but this number can go up significantly for someone who’s willing to put in extra work.
How can you make your business more profitable?
Writers can consider offering marketing services to their clients in an effort to bring highly technical work to a larger audience. For example, they may begin developing an advertising campaign to introduce complex robotics to a lay audience.
STEP 2: Form a legal entity
The most common business structure types are the sole proprietorship, partnership, limited liability company (LLC), and corporation.
Establishing a legal business entity such as an LLC or corporation protects you from being held personally liable if your technical writing business is sued.
Form Your LLC
Read our Guide to Form Your Own LLC
You can form an LLC yourself and pay only the minimal state LLC costs or hire one of the Best LLC Services for a small, additional fee.
Recommended: You will need to elect a registered agent for your LLC. LLC formation packages usually include a free year of registered agent services. You can choose to hire a registered agent or act as your own.
STEP 3: Register for taxes
You will need to register for a variety of state and federal taxes before you can open for business.
In order to register for taxes you will need to apply for an EIN. It's really easy and free!
You can acquire your EIN through the IRS website. If you would like to learn more about EINs, read our article, What is an EIN?
There are specific state taxes that might apply to your business. Learn more about state sales tax and franchise taxes in our state sales tax guides.
STEP 4: Open a business bank account & credit card
Using dedicated business banking and credit accounts is essential for personal asset protection.
When your personal and business accounts are mixed, your personal assets (your home, car, and other valuables) are at risk in the event your business is sued. In business law, this is referred to as piercing your corporate veil.
Open a business bank account
Besides being a requirement when applying for business loans, opening a business bank account:
- Separates your personal assets from your company's assets, which is necessary for personal asset protection.
- Makes accounting and tax filing easier.
Recommended: Read our Best Banks for Small Business review to find the best national bank or credit union.
Get a business credit card
Getting a business credit card helps you:
- Separate personal and business expenses by putting your business' expenses all in one place.
- Build your company's credit history, which can be useful to raise money later on.
Recommended: Apply for an easy approval business credit card from Divvy and build your business credit quickly.
STEP 5: Set up business accounting
Recording your various expenses and sources of income is critical to understanding the financial performance of your business. Keeping accurate and detailed accounts also greatly simplifies your annual tax filing.
Make LLC accounting easy with our LLC Expenses Cheat Sheet.
STEP 6: Obtain necessary permits and licenses
Failure to acquire necessary permits and licenses can result in hefty fines, or even cause your business to be shut down.
State & Local Business Licensing Requirements
Certain state permits and licenses may be needed to operate a technical writing business. Learn more about licensing requirements in your state by visiting SBA’s reference to state licenses and permits.
Most businesses are required to collect sales tax on the goods or services they provide. To learn more about how sales tax will affect your business, read our article, Sales Tax for Small Businesses.
Technical writing businesses should consider requiring clients to sign a services agreement before starting a new project. This agreement should clarify client expectations and minimize risk of legal disputes by setting out payment terms and conditions, service level expectations, and so on.
STEP 7: Get business insurance
Just as with licenses and permits, your business needs insurance in order to operate safely and lawfully. Business Insurance protects your company’s financial wellbeing in the event of a covered loss.
There are several types of insurance policies created for different types of businesses with different risks. If you’re unsure of the types of risks that your business may face, begin with General Liability Insurance. This is the most common coverage that small businesses need, so it’s a great place to start for your business.
Another notable insurance policy that many businesses need is Workers’ Compensation Insurance. If your business will have employees, it’s a good chance that your state will require you to carry Workers' Compensation Coverage.
FInd out what types of insurance your Technical Writing Business needs and how much it will cost you by reading our guide Business Insurance for Technical Writing Business.
STEP 8: Define your brand
Your brand is what your company stands for, as well as how your business is perceived by the public. A strong brand will help your business stand out from competitors.
If you aren't feeling confident about designing your small business logo, then check out our Design Guides for Beginners, we'll give you helpful tips and advice for creating the best unique logo for your business.
Recommended: Get a logo using Truic's free logo Generator no email or sign up required, or use a Premium Logo Maker.
If you already have a logo, you can also add it to a QR code with our Free QR Code Generator. Choose from 13 QR code types to create a code for your business cards and publications, or to help spread awareness for your new website.
How to promote & market a technical writing business
The best way to promote yourself is to get in touch with as many people who are hiring freelance writers or looking for independent contractors. You can also consider getting in touch with a recruiter to see if there are companies who might be willing to hire you as an independent contractor rather than a full-time employee. In this way, you can still keep your own business while building relationships that will eventually net you additional clients.
How to keep customers coming back
Technical writers need not only to fulfill the requirements of each job but also to find a way to connect with the reader on a deeper level. In other words, technical writing doesn’t have to be Shakespeare, but it shouldn’t bore a person to tears either.
STEP 9: Create your business website
After defining your brand and creating your logo the next step is to create a website for your business.
While creating a website is an essential step, some may fear that it’s out of their reach because they don’t have any website-building experience. While this may have been a reasonable fear back in 2015, web technology has seen huge advancements in the past few years that makes the lives of small business owners much simpler.
Here are the main reasons why you shouldn’t delay building your website:
- All legitimate businesses have websites - full stop. The size or industry of your business does not matter when it comes to getting your business online.
- Social media accounts like Facebook pages or LinkedIn business profiles are not a replacement for a business website that you own.
- Website builder tools like the GoDaddy Website Builder have made creating a basic website extremely simple. You don’t need to hire a web developer or designer to create a website that you can be proud of.
Recommended: Get started today using our recommended website builder or check out our review of the Best Website Builders.
Other popular website builders are: WordPress, WIX, Weebly, Squarespace, and Shopify.
STEP 10: Set up your business phone system
Getting a phone set up for your business is one of the best ways to help keep your personal life and business life separate and private. That’s not the only benefit; it also helps you make your business more automated, gives your business legitimacy, and makes it easier for potential customers to find and contact you.
There are many services available to entrepreneurs who want to set up a business phone system. We’ve reviewed the top companies and rated them based on price, features, and ease of use. Check out our review of the Best Business Phone Systems 2023 to find the best phone service for your small business.
Recommended Business Phone Service: Phone.com
Phone.com is our top choice for small business phone numbers because of all the features it offers for small businesses and it's fair pricing.
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Is this Business Right For You?
Technical writers should be excited to explain complicated concepts to readers quickly without patronizing them. They should be able to boil down a lot of information into a helpful document that a reader will retain. Ideally, it’s for someone who has an interest in engineering or technology who craves flexibility beyond a standard 9 to 5 and a touch of creativity.
Want to know if you are cut out to be an entrepreneur?
Take our Entrepreneurship Quiz to find out!
What happens during a typical day at a technical writing business?
Technical writers won’t necessarily spend the whole day writing and may actually put more time into researching their topics and organizing their ideas. Additional activities may include invoicing clients, advertising their services, or estimating the amount of time needed for each assignment. As technology changes, writers may also need to get continuing education to ensure they continue to meet company objectives.
What are some skills and experiences that will help you build a successful technical writing business?
Technical writers don’t necessarily need formal education, but they may have difficulty scoring higher paying jobs if they don’t at the very beginning. Writers are more likely to be hired based on their previous work rather than their credentials, so they should budget in some time to learn the ropes at the beginning. It will be more difficult (though not impossible) to learn technical concepts on-the-fly without the help of a trained instructor.
What is the growth potential for a technical writing business?
There isn’t a lot of competition for technical writers, as most writers prefer to do something on the more creative side. People who are able to grasp high-level technical information will either choose real-world applications for their skills or do independent consulting for a living. Someone who loves to write and can easily adapt and conform to a company’s style can have unlimited growth potential.
Not sure if a technical writing business is right for you? Try our free Business Idea Generator and find your perfect idea.
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Take the Next Step
Find a business mentor
One of the greatest resources an entrepreneur can have is quality mentorship. As you start planning your business, connect with a free business resource near you to get the help you need.
Having a support network in place to turn to during tough times is a major factor of success for new business owners.
Learn from other business owners
Want to learn more about starting a business from entrepreneurs themselves? Visit Startup Savant’s startup founder series to gain entrepreneurial insights, lessons, and advice from founders themselves.
Resources to Help Women in Business
There are many resources out there specifically for women entrepreneurs. We’ve gathered necessary and useful information to help you succeed both professionally and personally:
If you’re a woman looking for some guidance in entrepreneurship, check out this great new series Women in Business created by the women of our partner Startup Savant.
What are some insider tips for jump starting a technical writing business?
Technical writers will need plenty of samples to show clients when they get started. Preferably, these samples should span across several topics if a technical writer isn't planning to specialize in one particular topic. If they don’t have any formal writing online or in an academic journal, they should at least have a blog or an online portfolio where clients can peruse their particular writing style.
Even though it’s not the most competitive field, technical writers may want to consider lower-paying jobs if they’re having difficulty attracting the bigger fish. Some company owners are hesitant to hire someone without a lot of experience, which means a technical writer may want to focus on the breadth of their sample size before doing anything else. Studying style guides can also help you be more adaptable as you start getting more clients. Every company will have their own preferences when it comes to how their writing is formatted and presented.
Everyone knows what it’s like to be given an instruction manual that is so complicated, it’s essentially useless. Technical writers should prove to companies that they can deliver crisp, clean sentences that don’t overwhelm or confuse the reader. Consider specializing in one particular type of technical writing so you can really build your craft and make connections in the right circles.
How and when to build a team
Technical writers don’t necessarily need to build a team immediately, if at all. For those who don’t want to handle the administrative tasks associated with technical writing, they can consider hiring a part-time secretary or an assistant to help manage their calendar, invoicing, and deadlines. You can also consider hiring additional writers to pick up the slack if your workload becomes unmanageable.