A collection of professional documentation templates to help veterans in tech communicate effectively, document their work, and advance their careers.
This repository contains battle-tested templates for software engineering documentation, inspired by Tongue and Quill communication principles. Whether you're proposing a new feature, documenting a design, tracking your accomplishments, or preparing for a 1-on-1, these templates provide a structured starting point.
- Tongue and Quill Inspired: Apply Air Force communication principles (BLUF, bullet statements, active voice) to tech documentation
- BLUF-Focused: Bottom Line Up Front approach for busy decision-makers
- Veteran-Friendly: Military terminology and communication styles veterans understand
- Production-Ready: Comprehensive sections with practical guidance
- Learning-Oriented: Help troops develop professional communication skills
Use this for detailed technical specifications and architectural planning.
When to use:
- Planning a significant feature or system change
- Need buy-in from multiple stakeholders
- Want to document technical decisions for future reference
Key sections:
- BLUF and executive summary
- Context and goals
- High-level approach and alternatives considered
- Detailed design with APIs, data models, and diagrams
- Risks, test plan, and milestones
A lightweight template for pitching new ideas before committing to full implementation.
When to use:
- Suggesting a new feature or improvement
- Need approval before investing time in detailed design
- Comparing multiple approaches
Key sections:
- BLUF and executive summary
- Problem statement (SITREP) and impact
- Proposed solution with alternatives
- Risks and open questions
Track your weekly accomplishments, challenges, and wins.
When to use:
- Weekly progress tracking
- Preparing for performance reviews
- Building a record of your contributions
- Keeping managers updated
Key sections:
- Planned goals for the week
- Accomplished items with impact
- Challenges and blockers
- Team collaboration and shoutouts
Structure your pull requests for better code reviews.
When to use:
- Every code contribution
- Ensuring reviewers have context
- Documenting testing and deployment notes
Key sections:
- BLUF (What/Why/Impact)
- Type of change (bugfix, feature, etc.)
- Testing performed
- Checklist for review
Maximize the value of one-on-one meetings with your manager or mentees.
When to use:
- Preparing for manager 1-on-1s
- Organizing mentorship sessions
- Ensuring important topics are discussed
Key sections:
- Wins and progress updates
- Challenges and blockers
- Career development discussions
- Action items and follow-ups
Provide constructive, actionable feedback to colleagues.
When to use:
- Peer reviews
- Performance feedback
- Recognizing great work
- Addressing areas for improvement
Key sections:
- Context and situation
- Observed behavior
- Impact
- Suggestions for improvement
- Copy the template you need into your project or documentation system
- Replace placeholder text (often marked with
{{ }}or[brackets]) with your specific information - Delete optional sections that don't apply to your use case
- Customize as needed - these are starting points, not rigid requirements
These software development templates are inspired by Air Force communication principles from the Tongue and Quill (AFH 33-337). We've adapted these proven communication techniques for the tech world:
- What it is: Lead with the most important information
- Why it matters: Decision-makers are busy; give them the bottom line first
- How to use it: First paragraph states purpose, recommendation, or key takeaway
- What they are: Concise, parallel-structured points
- Why they matter: Easy to scan, digest, and remember
- How to use them: Start with action verbs, maintain parallel structure, one idea per bullet
- What it is: Subject performs the action ("The team completed the project")
- Why it matters: Clearer, more direct, and assigns responsibility
- How to use it: Avoid passive constructions ("The project was completed")
- What it is: Writing for your reader's knowledge level and needs
- Why it matters: Communication only works if the audience understands
- How to use it: Know who will read this and what they need to know
- What it is: Similar ideas in similar grammatical forms
- Why it matters: Makes lists and comparisons easier to process
- How to use it: Keep verb tenses, sentence structures consistent within lists
- Be concise: Respect your readers' time
- Use clear headings: Make documents scannable
- Include visuals: Diagrams and screenshots help clarify complex ideas
- Link to resources: Reference related docs, PRs, or tickets
- Keep it updated: Documentation is only useful if it's current
- Ask for feedback: Share drafts with colleagues before finalizing
- Start with BLUF: Most important information first
- Use bullet statements: Make it easy to scan
- Be specific: Vague language doesn't help ("ASAP" vs "by end of sprint" or "NLT March 15")
- Define acronyms: Spell out on first use
- Verify facts: Accuracy is non-negotiable
- Get early feedback: Give reviewers adequate time
- Maintain professional tone: Objective, factual, respectful
Found a bug in a template? Have a suggestion for improvement? Want to add a new template?
- Fork this repository
- Create a feature branch (
git checkout -b improve-design-doc-template) - Make your changes
- Submit a pull request with a clear description of the improvement
Vets Who Code is a veteran-led and operated 501(c)(3) nonprofit that focuses on teaching veterans how to program free of charge so they can find gainful employment after service.
Our mission is to fill the nation's technical skills gap with America's best: our veterans.
The Tongue and Quill (AFH 33-337) is the Air Force's handbook for effective communication. While these templates aren't official Air Force documents, they apply proven communication principles from military writing to software development documentation:
- BLUF (Bottom Line Up Front) - Busy tech leads and managers appreciate getting the key info first, just like commanders do
- Bullet Statements - Engineers scan documentation; bullets make information digestible
- Active Voice - "The service crashed" is clearer than "The crash was experienced by the service"
- Parallel Structure - Consistent formatting helps readers process lists and options
- Audience Focus - Write for your reader's knowledge level, whether they're junior devs or CTOs
These principles make technical documentation clearer, more scannable, and more actionable - helping veterans bring their communication training into their tech careers.
These templates are provided as-is for use by the Vets Who Code community and others. You are welcome to adapt them to fit your organization's needs.
Please attribute Vets Who Code when sharing or redistributing these templates. Aim High, Fly-Fight-Win!