Section 4.1 A Guide for Writing Your Instructions

Guidelines for Writing Instructions

This is a set of guidelines for writing instructions. Please realize you may not find every bullet point applicable to the instructions you will write as these guidelines are relatively comprehensive.

Overall 

• The title of the instructions begins with “How To . . . .”
• The instructions provide any necessary definitions.
• The instructions have consistent terminology.
• Terminology that an audience may not understand is defined using technical definitions and/or descriptions within the instructional document.

Introduction 

• The introduction states the purpose of the process.
• The introduction tells who usually performs the process.
• The introduction tells when the process usually occurs.
• The introduction tells where the process is usually performed.
• The introduction includes any safety information needed before the reader begins the process. The safety information tells specifically what can happen if the information is ignored. The safety information is positioned in the most appropriate place.
• The safety information is emphasized to call attention to it.
• Different levels of safety information are emphasized appropriately. Note: You may have this in a specific step.
• The introduction names the tools (hammers, screwdrivers, saw, paintbrush, etc.) necessary for the  process.
• The introduction names the materials (glue, nails, screws, paint, etc.) necessary for the process.

Safety information that precedes the numbered steps 

• Before the steps begin, the instructions state any safety information needed before the reader begins  the process.
• The safety information tells specifically what can happen if the information is ignored.
• The safety information is positioned in the most appropriate place.
• The safety information is emphasized to call attention to it.
• Different levels of safety information are emphasized appropriately.

Safety Level and Its definition 

Danger: An immediate and serious hazard that will likely be fatal.

Warning: A hazard that could result in serious injury or death or in serious damage  to equipment.

Caution: A hazard that could result in moderate injury or serious equipment  damage.

Note: A tip or suggestion to help the readers carry out the procedure  successfully.

Numbered Steps 

• The steps are formatted in a way that conforms to best practices of design principles and design  elements.
• The steps are numbered.
• In steps that run longer than one line of text, all lines after the first one align with the first letter of the  first line, not with the number.
• Each step begins with an imperative verb unless conditional information must be provided first  (Attach the wood with the screw. Press the button located above the handle.)
• In any step that specifies a tool for that step, the imperative verb refers to the tool first.  Each step includes only one imperative verb unless two actions are required to complete the step.
• The result of an action is stated at the end of the step that produced the result, not as a separate step.
• If the process has more than 10 steps, the steps should be divided into groups, and each group has a heading. The steps include the articles a, an, and the, avoiding telegraphic language.
• Safety information for each step tells what might happen if the information is ignored.  Safety information is emphasized as appropriate for the task.
• Different levels of safety information are emphasized appropriately.
• The safety information is positioned before the related step or steps.

Visuals 

• Each step includes any necessary visual.
• The visual, textual information, and the background have sufficient contrast.
• The visual has adequate lighting.
• The visual shows the appropriate view of the object.
• The visual shows the appropriate distance for the view.
• All the visuals are approximately the same size, or close to the same size.
• The visuals have any necessary arrows, circles, or other devices to emphasize specific areas. Readers can easily tell which text belongs with which visual.
• The visuals are labeled as figures (e.g., Figure 1: Starting the Document Camera) to make referencing to the visual intuitive.

Conclusion / Troubleshooting / Important Tips 

The conclusion provides one or more of the following kinds of information:

• How users will know they have completed the process successfully.
• How users will benefit from the process.
• What users should do to try to resolve any problems they encounter.
• What users should do if they cannot resolve any problems they encounter.

While a brief set of instructions, the infographic below shares a sample for written instructions. They do not include visuals, but provide a good example of written instructions.

_{United Soybean Board, CC BY 2.0 <https://creativecommons.org/licenses/by/2.0>, via Wikimedia Commons}

Writing Style Tips for Instructions

Generally, people try to avoid reading instructions. They try to figure out for themselves how to complete the task, build the machine, or put the table together. People often only read instructions after their own efforts fail. A simple design, plain wording, and clear structure will ensure your audience pays attention to your instructions and understand the instructions.