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Business & Workplace Languagenoun · /ˌdɒk.jə.men.ˈteɪ.ʃən/

documentation

In simple English

Documentation is one of the most critical outputs in software development. It includes README files, API guides, user manuals, architecture diagrams, code comments, and process guides. Good documentation helps new team members onboard faster, reduces support tickets, and makes code maintenance easier. In most tech companies, documentation is considered part of the development process itself — not something added after the fact. When engineers say 'the documentation is incomplete,' they mean there are gaps in the written explanations or guides that should exist. Documentation can be internal (for your team only) or external (for end users or customers).

What is documentation and why is it important in software development?

At a glanceCEFR B2
Commonness5/5
Versatility5/5
FormalityCasualFormalNeutral
Spoken ↔ WrittenSpokenWrittenBoth
Directness ↔ DiplomaticDirectDiplomaticDirect
RegionUS and UK
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Say it like this

✓Check the documentation for more details
✓We need to improve our documentation
✓The documentation is out of date

Real examples

in a standup

"I spent yesterday updating the API documentation so other teams can integrate with our service."

in a code review

"This function is complex—we should add better documentation explaining what parameters it expects."

in a team meeting

"Our documentation hasn't been updated in six months. Let's make it a priority this sprint."

Don't say this

Handle with care. Do not use as a verb form like 'to documentation' — use 'to document' instead. Documentation is a noun referring to written materials.

✕We need to documentation this feature.
✓We need to document this feature.— Documentation is a noun. Use 'document' as the verb. 'We need to create documentation for this feature' also works.
✕The documentation are unclear.
✓The documentation is unclear.— Documentation is an uncountable noun and takes the singular verb 'is', not 'are'.
✕I read a documentation about microservices.
✓I read the documentation about microservices. OR I read a guide about microservices.— Use 'the documentation' (specific collection) or use a countable noun like 'guide' or 'article' with 'a'.

Other forms

noun

documentation

"The documentation for this API is very thorough."

verb

document

"Please document all the changes you made to the codebase."

adjective

documented

"The documented requirements are in the specification file."

Often used with

write documentationUsed to describe creating or authoring documentation for a project or system
update documentationUsed when documentation needs to be revised or kept current with code changes
documentation stringCode comments or docstrings that explain functions or modules (often abbreviated as 'docstring')
technical documentationDetailed documentation aimed at developers and engineers (as opposed to user documentation)
missing documentationWhen required documentation has not been written yet

Similar words

documentation string (docstring)Refers specifically to inline code comments that explain what code does
guideMore general; can refer to one document whereas documentation is a collection
manualInstruction document for users; more specific than the broad term documentation
specificationDetailed requirements document; narrower scope than documentation

Opposites

undocumentedlack of documentation

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Practice

Try it

4 quick exercises

Pick the most natural phrasing

1. Your team completed a new feature. What do you say?

Complete the sentence

2. The old _______ for the payment system is completely outdated and confusing.

Spot the mistake

3. Which sentence uses 'documentation' incorrectly?

Rewrite naturally

4. Rewrite this in natural tech English: 'We have to write down all the information about how this system works so people can read it later.'

Questions

Quick poll

Have you said "documentation" in a standup this week?

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