How to write instructions

Instructions are usual in the world of work. Examples are fire drills, grievance procedures, and instructions for using equipment.

Here are some guidelines to help you to write clear instructions:

Prefix the instructions with a clear heading that summarises the task.
Show clearly who does what. If a process involves more than one person, write a different set of instructions for each person.
Start each instruction with a verb that tells the reader to do something. Examples: "Open the valve…", "Press the emergency button…", "Tell your supervisor…"
Use a numbered list when the order is important. Use a bulleted list (like this list) when the order is not important (for example, when the reader can choose between different options).
Put notes and warnings at the start of the instructions, or before the list item to which they refer.
Specify conditions before the primary part of the instructions. For example, at step 5 of some stocktaking instructions, do not write, "Before you start the stocktake, make sure that…" (This type of problem frequently occurs.)
Do not mix instructions with conceptual information. Give the necessary background information before the instructions.
Write for your audience and use a level of detail that is suitable to their skill level.
Avoid lists of more than approximately ten steps. If possible, divide a long list of instructions into two or more different tasks.
Specify what the reader does when the task is complete. If a reader asks, "Now what?", the instructions are not complete.