Workplace Writing Guide

How to Write Clear Instructions

Break a task into logical, specific, easy-to-follow steps.

The essential idea

Clear instructions let a person complete a task safely and correctly without guessing. They define the result, required preparation, ordered steps, and a way to check success.

Test instructions from the reader's point of view. Familiar steps may feel obvious to the writer but be completely new to the person doing the task.

What makes it effective?

Specific

Name the exact action, location, value, and expected result.

Sequential

Put prerequisites first and keep steps in the order they must happen.

Consistent

Use the same term for the same button, file, or concept.

Verifiable

Tell the reader what success looks like and what to do if it differs.

A step-by-step method

    1

    Define the outcome

    Start with one sentence explaining what the reader will complete.

    2

    State prerequisites

    List access, files, tools, warnings, and estimated time.

    3

    Use numbered actions

    Begin each step with a strong verb and keep one main action per step.

    4

    Add detail where needed

    Give exact names, paths, values, examples, or screenshots at the relevant step.

    5

    Show the result

    Describe the confirmation message, file, or visible change the reader should see.

    6

    Test with a reader

    Ask someone unfamiliar with the process to follow the instructions and note every uncertainty.

Worked workplace example

Situation: A team member explains how to submit a monthly expense form.

Title: Submit your monthly expense form

Before you begin: Download your receipts as PDF or image files. You will need about five minutes.

1. Open Finance Portal > Expenses and select New report.

2. Enter the report name in this format: Surname — Month Year.

3. Select Add expense. Enter the date, amount, and category, then attach the matching receipt.

4. Repeat step 3 for each expense.

5. Check that the total matches your records, then select Submit for approval.

Success: The report status changes to Submitted and your manager receives a notification.

Why this example works

  • Preparation is stated before the steps.
  • Menu names and the naming format are exact.
  • Each numbered step begins with an action.
  • The final state confirms success.

Useful phrases

Start actions

  • Open…
  • Select…
  • Enter…
  • Confirm that…

Add conditions

  • If the total does not match, …
  • Before continuing, check that…
  • Do not select Submit until…

Describe success

  • You should now see…
  • The status will change to…
  • The task is complete when…

Common mistakes to avoid

Improve this wording

Avoid: Process the document as usual.

Use: Open the document and select Approve.

Do not assume the reader knows an unwritten process.

Improve this wording

Avoid: Click here.

Use: Select Save changes at the bottom of the page.

Name the control and its location.

Improve this wording

Avoid: Set it up, upload the file, and submit it.

Use: Use three numbered steps.

Separate actions so none are missed.

Before you send

  • The purpose is obvious from the opening.
  • Only useful context and details are included.
  • The tone suits the reader and situation.
  • Names, dates, figures, links, and attachments are correct.
  • Steps are complete, ordered, and use consistent terms.
  • The reader can recognise a successful result.

Continue building your practical workplace writing skills.

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