How do you write instructions

Discussion of the steps: when you get to the actual writing of the steps, there are several things to keep in mind: 1 the structure and format of those steps, 2 supplementary information that might be needed, and 3 the point of view and general writing style.

Structure and format: normally, we imagine a set of instructions as being formatted as vertical numbered lists. And most are in fact. Normally, you format your actual step-by-step instructions this way. There are some variations, however, as well as some other considerations:. Supplementary discussion: often, it is not enough simply to tell readers to do this or to do that.

They need additional explanatory information such as how the thing should look before and after the step; why they should care about doing this step; what mechanical principle is behind what they are doing; even more micro-level explanation of the step—discussion of the specific actions that make up the step. The problem with supplementary discussion, however, is that it can hide the actual step.

You want the actual step—the specific actions the reader is to take—to stand out. There are at least two techniques to avoid this problem: you can split the instruction from the supplement into separate paragraphs; or you can bold the instruction. Placing the key user steps in bold can a very helpful way to signal clearly what the reader needs to do.

Often the command verb is bolded; sometimes bold font highlights the key component being discussed. Use of the passive voice in instructions can be problematic. Perhaps more than in any other form of technical writing, graphics are crucial to instructions.

Sometimes, words simply cannot explain the step. Since people rarely want to read instructions, but often have to, format your instructions for reluctant readability. Try to make your reader want to read them, or at least not resistant to the idea of consulting them. Highly readable format will allow readers who have figured out some of the instructions on their own to skip to the section where they are stuck.

Use what you have learned about headings , lists , visuals , and passive space to create effective and readable instructions:. Lists : similarly, instructions typically make extensive use of lists, particularly numbered vertical lists for the actual step-by-step explanations. Number of tasks : An important consideration is how many tasks there are in the procedure for which you are writing instructions. The term procedure can be used to refer to the whole set of activities your instructions discuss, while task can be used to define a semi-independent group of actions within the procedure.

For example, setting up your modem is one task in the overall procedure of connecting a computer to the internet. A more complex procedure, like using a microwave oven, contains plenty of semi-independent tasks, such as setting the clock, setting the power level, using the timer, cleaning and maintaining the microwave, and more.

Some instructions have only a single task but have many steps within that single task. One effective approach would be to group similar and related steps into phases , and then renumber the steps at each new phase. A phase is a group of similar steps within a single-task procedure. In the swing set example, setting up the frame would be one phase; anchoring the thing in the ground would be another; and assembling the box swing would be still another. For most instructions, you can focus on the tasks involved , or you can focus on the tools needed.

Include the following items:. Also, instructions must emphasize key points or exceptions. Technical background or theory: At the beginning of some instructions usually after the introduction , you may need a discussion of background related to the procedure.

For certain instructions, this background is critical—otherwise, the steps in the procedure make no sense. Vancouver is a referencing style used in the sciences and other subject areas. But how When you apply for a grant to fund a community project, you have to include Find this useful? Your e-mail address Subscribe Thank you for subscribing to our newsletter! Share this article: Link to facebook Link to linkedin Link to twitter. Sign up for our newsletter.

Comments 0. Upload a document Instant Quote. Instant Quote Need more help perfecting your writing? Proofed has the perfect editor! Get An Instant Quote. Get Started. More Writing Tips? Learn why people trust wikiHow. Download Article Explore this Article parts. Related Articles. Article Summary. Part 1. Gather the materials needed. When you're writing instructions, you must first be familiar with the task personally.

Get all the tools and supplies you'll need and lay them out in roughly the order you'll need them. When you write your instructions, you may want to include a list of tools or materials that are necessary to complete the task.

Perform the task yourself. Even if you've successfully completed the task several times, it's still a good idea to walk yourself through it before you write your instructions, so you don't forget anything. Make a detailed outline. As you perform the task, take a moment to write down what you've done.

This helps you keep the instructions in logical order. If you're doing the task as you write down the steps, you know exactly what needs to be done and when. Define your audience. Instructions for the same task may be written in different ways depending on who will be reading and attempting to follow your instructions.

Career Coach. You'll write differently for teenagers than you will for adults. The instructions for kids working on a project will be different from the instructions for parents helping their kids with a project. Draft a short introduction. The introduction tells your readers what your instructions will enable them to do and what the final outcome will be if they complete all instructions. Keep in mind that most people will skip the introduction, or at most skim it, so don't include vital information or key warnings in the introduction.

For example, if you're explaining how to make a peanut butter and jelly sandwich, you could mention that peanut butter and jelly is a wholesome, simple option that kids love for lunch or an afternoon snack.

Part 2. Divide the task into baby steps. Each step should have a single action, not several, so it's more clear what the person needs to do. If you have more than one or two sentences per step, it probably can be broken up into smaller, less complex steps.

Start each step with an action word. Every step you write should be actionable. Use verbs that show your readers exactly the action they must take to complete that step of the task.

For example, if you're writing dog-walking instructions, "Check the collar's fit" is more actionable than "Know the dog's collar size. Follow a logical progression. Assume that your reader is going to jump right in and start working on the task as soon as they read the first step.

Typically they aren't going to read your instructions through all the way to the end. If there's something your readers need to know to complete a step, include that information with the step itself. Include guides to let your reader know when they've performed the step correctly.