What are README files and how to use them properly

If you work with digital projects, sooner or later you're going to come across a file called READMEAlthough it may seem like a simple text document, it is much more important than it appears: it is the cover letter for your project, the first point of entry for anyone who wants to know what you've done, how to use it, and whether it's worth their time.

In the world of software development, data science, or even in academic work and collaborative projects, a README well written It saves you time, prevents mistakes, and makes it easier for others (or even yourself in a few months) to quickly understand the project's purpose. Let's take a closer look at what README files are, what they're for, what they should include, and how to get the most out of them.

What exactly is a README file?

A README file is a text document that accompanies a digital project Its main objective is to clearly explain what the project contains, what it's for, and how to use it. Literally translated, it would be something like "read me," and that's precisely its function: to be the first thing someone reads when they open a repository, a data folder, or a software package.

This type of file can be saved in different text formats: from the classic readme.txt (plain text) up to readme.doc, readme.1st or less common extensions such as . MeThe specific format is usually adapted to operating system and the program with which it will be displayedso that any user can open and read the file without any complications.

Today, especially in software projects and code repositories, the most common format is README.mdThe .md extension indicates that the file is written in MarkdownHTML is a very simple markup language that allows you to convert text into HTML using just a few symbols for formatting. This makes it easier to format the content. easy to read both in raw and rendered form on a webin addition to allowing titles, lists, links, tables, images and more without complications.

A well-structured README offers the user or contributor a complete and understandable summary of the projectIt is not intended to be an exhaustive document, but a practical guide: what the project does, why it is useful, how to start using it and where to find more information if needed.

In the field of data, for example in dataset repositories, it is very common for the README (sometimes in format) to be readme.txt) collect General information, authorship, keywords, geographical and temporal coverage, usage license and methodology used to generate or collect the data, as well as the Recommended software for working with them.

A brief history and standard use of README files

Although today we mostly associate them with platforms like GitHub, the practice of including a README file in software packages comes from decades agoThere are documented examples dating back to mid-70s, when programs were already being distributed with a small document explaining their content and use.

Over time, the practice became so established that in the GNU Coding Standards (GNU coding standards) the README file is considered to be a requirementThese standards greatly influenced the free software ecosystem and contributed to making the README file almost mandatory in any serious software package.

When the web became the standard platform for distributing softwareMany projects began moving some of the information that was previously in the README (manuals, license, news, etc.) to websites, wikis, or the source code tarball packageEven so, the README file never disappeared: in many cases it remained as local summaryalthough sometimes it remained somewhat incomplete compared to the online documentation.

The popularity of platforms such as GitHub And the efforts of more established free software communities have brought README files back to the forefront. On GitHub, for example, if a repository contains a README file in the root directory, the system will automatically add it. It automatically converts to HTML and displays it on the home page of the project, so it's the first thing you see when you enter.

Furthermore, the notion of a “readme file” is sometimes used in a generic To refer to any short document that explains the contents of a folder or project, even if the file isn't exactly named README. Many free software projects distribute a standard set of files along with the README, each with a well-defined function.

Typical files that accompany a README

In projects that follow standards such as Gnits Standards or those generated with tools such as GNU AutotoolsIn addition to the main README, it's common to find other text files that supplement the project information. Some of the most typical are:

• README: general information about the project, purpose and overall vision.
• AUTHORS: list of main authors or collaborators.
• THANKS: acknowledgments to people or institutions that have helped.
• CHANGELOG: detailed change log, designed primarily for developers.
• NEWS: a more concise and understandable change log for end users.
• INSTALL: specific installation instructions and technical requirements.
• COPYING / LICENSE: text of the software license for use and distribution.
• BUGSKnown errors and ways to report them correctly.
• FAQFrequently asked questions and their answers.
• ALL: list of pending tasks and planned future improvements.

All these documents, together with the README, form the skeleton of the basic documentation of many packages. In some cases, some of this information is duplicated both in the repository and on the project website to facilitate access from different channels.

The role of README on GitHub and similar platforms

On GitHub, the README file plays a particularly prominent role. To begin with, it is usually the first thing anyone sees that visits your repositoryIf the file is well done, in a few seconds it will be clear what the project does, why it might be of interest, how to get it up and running, and who is behind it.

GitHub automatically recognizes the README file when it's placed in certain repository locations. If you put it in the folder .github, in the root directory or in the folder docsthe platform detects it and prominently displays to visitors. When there are multiple README files, GitHub follows a order of priority: first search in .github, then at the root and finally at docs.

Additionally, if you create a public repository whose name exactly matches your Username And if you add a README file to the root directory, that file automatically becomes your README file. Profile READMEIt is displayed on your user page, allowing you to create a custom presentation section using GitHub Flavored Markdown.

When a README (or any .md file) is viewed on GitHub, the platform automatically generates a Table of Contents based on the document titles. You can view this index by clicking on the "Outline" icon, which makes it much easier to navigate long README files with multiple sections.

GitHub also allows link directly to specific sectionsEach heading automatically generates an anchor; simply hovering over the title will reveal the link icon. This allows you to share URLs that point directly to the specific section of the README you want to highlight (for example, the installation or contributions section).

There is one important practical detail: for performance reasons, if your README exceeds the 500 KiB of size, GitHub will truncate the content From that point onwards in the rendered view. Therefore, it is recommended to reserve the README for essential information and move long tutorials or manuals to wikis or separate documentation.

Format and links within a README

To make the README easy to maintain and work well both on GitHub and local clones, it is recommended to use relative links and image paths relative to the file where they are located. So, for example, if you have a README file in the root directory and a document docs/CONTRIBUTING.mdThe link within the README would look something like this: (docs/CONTRIBUTING.md).

This type of relative link means that when switching branches or cloning the repository, the routes continue to function correctly without needing to modify them. GitHub internally transforms these paths to point to the correct file version based on the displayed branch. Paths starting with /which are interpreted relative to the repository root, as well as common operators such as ./ o ../.

It is important that the link text Keep the link on a single line, as splitting it across multiple lines may cause it to malfunction. Additionally, avoid absolute links to internal repository files, as these can break if the base URL changes or a fork is created.

Regarding the scope of the document, it is worth remembering that the README should only contain the essential information to start using and contributing to the project. For extensive documentation (user manuals, complete API guides, etc.), it is cleaner to use a wiki or a separate documentation system, linking it from the README itself.

What is the actual purpose of a README file?

Beyond theory, the README file functions in practice as initial guide and reference pointIt is not intended to replace extensive formal documentation, but rather to offer an orderly and practical explanation of the most important aspects of the project.

Among its most common uses are: explain the objective of the project, describe what data or files it includes, indicate how to start using it, and specify key technical requirements and avoid errors caused by improper useWhen multiple users are working on the same code or data, a clear README saves endless repeated questions.

In shared projects, especially in large teams or open source communities, the README is almost a communication infrastructure componentIt serves to align expectations, indicate the project's maturity level, define how one contributes, and clarify what support is offered (if any).

Even in personal projects, even if only you will be working on them, a well-written README acts as a long term memoryOver time it's easy to forget decisions, dependencies, or installation steps; having it documented saves you from having to "rediscover" your own project months later.

Therefore, the README is not just a formality: it is a practical tool that improves organization, communication and maintainability of any type of digital project.

When is it appropriate to create a README file?

The short answer is that it's a good idea to create a README file. whenever there is a project that is going to be used, reviewed, or maintained by someone other than the original creator… and that includes your future self. It doesn't have to be a massive open-source repository: it just needs to have some complexity or for the content to raise questions.

Some examples where a README file is especially useful are the web or programming projectswhere it's advisable to explain requirements, development processes, startup commands, and the runtime environment. It's also very interesting in folders with important datato clarify what that data represents, its origin and possible limitations.

Other typical contexts are the websites hosted on a hostingwhich often include a README with deployment instructions, or the academic and technical works, in which the README can describe scripts, experiments, versions of tools used, or how to reproduce results.

En collaborative projectsWhether internal or public, the README is almost mandatory. It helps new people join the project more smoothly and acts as a shared reference to maintain consistent usage and contribution standards among all stakeholders.

What information should a good README contain?

An effective README doesn't have to be long, but it does need to be well organized and very clearThere is some basic information that should almost always be included, and other optional content that adds a lot of value depending on the type of project.

At a minimum, most well-documented repositories and packages include the project's namea whirlpool bath, brief description of the objectivea summary of the repository's contents, the Instructions for using or installing it and the essential requirements (dependencies, minimum language version, operating system, etc.).

It is also highly recommended to add some contact or support methodEven if it's just an email or a link to the "Issues" section of the repository, this guides anyone who encounters problems on where and how to report them, instead of leaving them lost and unsure of who to contact.

In addition to the basics, it is often helpful to include information about the creation date or version current, the list of authors or responsible parties, the License and any relevant notices regarding the use of the data or code (for example, if it is an experimental version or not suitable for production).

Order also influences readability: the most critical information (what the project is, what it is for, how it is used) should appear first. at the beginning of the documentleaving secondary details, extended credits, or historical notes for later. This way, someone just browsing can get a clear idea with a quick glance.

Typical content of a README in software

In software projects, README files often go a step further and include several additional thematic blocks. In many cases, the file briefly summarizes setup instructions, installation instructions, basic usage instructions, a file manifesto (explain what each important folder is for) and a summary of the license.

It is also common to include a section with information about the developer or team, possible ways to contribute to the project, a list of known errors, and a brief troubleshooting guide for common problems. All of this helps anyone visiting the repository to have a global and practical vision without needing to search elsewhere.

In some cases, the README may contain a small Change Log or point to an external CHANGELOG file. It is also quite common to include a "News" or "What's New" section highlighting relevant changes between versions, especially when the target audience is end users rather than developers.

In the context of academic or data repositories, in addition to the content description, many templates recommend describing the methodology for collecting or generating the data, the variables included, the temporal and geographical range of the information, and any relevant limitations on use or interpretation.

The README as a communication tool on GitHub

When you upload a project to GitHub, the README becomes not only documentation, but also a communication and presentation elementIn fact, the platform itself recommends adding a README to any public repository to help visitors quickly understand what the project is about.

You can use the README to explain what the project doesWhy it might be useful, how to get started (for example, with a "Getting started" section), where to get help (issues, forums, chat, etc.), and who actively maintains the code. All of this influences the perceived quality and the trust the repository generates.

In many cases, developers use their GitHub repositories as professional portfolioIn this context, well-crafted READMEs make a huge difference: they allow recruiters or other interested parties to see, at a glance, the scope of the project, the technologies used, and the author's working methods.

If your intention isn't to attract contributions or promote the repository (for example, if it's a private or very internal project), a very detailed README isn't mandatory. Even so, it's usually practical to maintain at least one minimum basic documentation for personal and team use.

GitHub also offers some specific utilities related to the README: it automatically generates an index, supports badges and icons, and allows you to insert images, GIFs, or videos to showcase the project. Used effectively, all these elements can make the README more effective. more attractive and easier to navigate.

How to structure and improve your README

When analyzing popular repositories (for example, projects from large technology organizations or space agencies), it is observed that their README files usually share a number of common patternsalthough each project maintains its own visual and content identity.

It is common to find a clear title and a possible cover image (such as a logo or banner for the project), followed by some badges summarizing the project's status, license, current version, or testing status. Then there is usually a Project description, a section on the status (stable, under development, experimental, etc.) and a section with demonstrations or screenshots.

It is also very common to find a block with access to the project (links to the deployed version, documentation, and published packages), a list of technologies used, sections dedicated to contributors, developers, and, of course, the licenseThese elements help the README function both as a quick guide for users and as a business card for potential contributors.

Regarding the design, although we are talking about a text file, there is plenty of room to make it more readable: use well-structured headings, ordered and unordered lists, tables where appropriate, and Bold text to highlight key ideasIn Markdown, you can also insert images, GIFs, and small decorations (like emojis) to make it more user-friendly, always keeping clarity in mind.

A little-discussed trick is to always write thinking about someone who He knows absolutely nothing about the project.This means avoiding assumptions about prior knowledge, using clear and direct language, and clarifying technical terms the first time they appear. And, of course, keeping the README updated whenever something relevant changes in the project.

License, contributions and authorship

In open source projects, a particularly important section of the README is the one dedicated to the licensePublishing code in a public repository does not automatically make it free software; it is necessary to explicitly state under what conditions it can be considered free software. to be used, modified, and redistributed.

The most common practice is to use well-known licenses (MIT, Apache, GPL, Creative Commons for documentation, etc.) and link from the README file to the repository's LICENSE or COPYING file. This way, anyone interested knows immediately what they can do with the code and what their obligations are (for example, attribution, share alike, limitations of liability, etc.).

Another key block in a mature README is the contribution guideThis section explains how others can contribute to the project: style guidelines, the process for submitting pull requests, how to report bugs, what types of contributions are accepted, and where work is coordinated. Sometimes this information is contained in a separate CONTRIBUTING.md file linked from the README.

It is also good practice to make visible the contributing individuals and developersSome projects include tables with avatars and names linked to their profiles, while others simply list the main users. This gesture not only acknowledges the work but also facilitates direct contact if someone needs to speak with a specific team member.

Finally, it is worth dedicating a few lines to explaining how to get help And what channels exist: GitHub issues, forums, mailing lists, chats, etc. If the project does not offer official support, it is also valid to clearly indicate this to avoid misunderstandings.

With all of the above, the README file becomes a central piece of any digital project: It explains what it is, how it works, who maintains it, and under what conditions it can be used.Taking care of your content and keeping it up to date is a small investment that makes a big difference in how other people perceive and use your work.