How To Write Release Notes: Basic Principles
Documentation that highlights changes, updates, and improvements in software or product releases, is called release notes. We can easily say it is a report.
It informs users about new features, bug fixes, and known issues. Release notes are distributed alongside the launch of new software or its updates. They might be accompanied by other instructions, such as setup instructions, feature descriptions, and user interface changes.
Typically, release notes are prepared by technical writers and/or product management.
Here are the most important principles to focus on when writing release notes:
1. Identify Your Target Audience
Consider whether you are addressing end-users, developers, system administrators, or a combination of these groups. Understanding their technical expertise and needs will help you tailor the content appropriately.
2. Gather Information
Collaborate with development and testing teams, as well as with product management to gather comprehensive information about the changes in the release. This includes new features, enhancements, bug fixes, and any known issues. Make sure you understand the changes clearly as it is essential for accurate documentation.
3. Choose a Clear Format
Decide on a consistent format for your release notes. A common format includes the following sections: New Features, Enhancements, Bug Fixes, and Known Issues. You can create your own template, use an already approved one, or be inspired by what you find online.
4. Write Clearly and Concisely
Provide clear headings: Use descriptive headings for each section to clearly indicate the type of change being discussed. For example, "New Features" should highlight the new features introduced in the release.
Write concise description: For each change, write a concise description that explains what has been added, fixed, or improved. Use simple language and include relevant context to help users understand the impact of the change. Additionally, we don't want to complicate a non-technical user's life with specific abbreviations and technical jargon - avoid it as much as possible.
Include impact and benefits: Explain how each change will benefit users. Highlight the value they will gain from the new features or bug fixes. This helps users understand why the update is relevant to them. Provide mitigations or workaround for known issues.
Include links and references: If applicable, provide links to additional resources such as user guides, tutorials, or relevant documentation. This helps users access more detailed information if needed.
5. Provide Version Information
Clearly state the version number of the release. This helps users identify which version they are using and allows them to track updates.
6. Review and Approve
Proofread and review the release notes for accuracy and clarity. You can ask other team members for peer review. Make sure the information is presented in a logical order and that the language is user-friendly. If possible, involve other teams in the review and approval process.
7. Distribute Your Release Notes
Release notes are distributed at the same time as the new product or its upgrade is released. You can choose from different distribution channels:
- Website and online help: You can include the release notes on your website.
- App notifications: You can use app notifications or messaging to be displayed to customers while using the app.
- Email list: You can inform users by email.
- App store: Display your release notes in an app store if the product is offered there.
What's Next? Release Notes Template