INSTRUCTIONS

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What is a set of instructions?

A set of instructions tells how to do something.

To write clear instructions, writers must break down processes into a sequence of steps.

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Process Descriptions Vs. Instructions

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What to Include in a Set of Instructions?

Introduction

Definitions

List of materials, tools, or ingredients

Visuals

Explanations of Each Step

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Formatting Instructions

Work hard to make it easy for readers to read your set of instructions.

Use plenty of white space to make instructions look accessible.

Number the steps and align steps in a list.

Provide introduction.

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STEPS

A step is the action a reader performs, what he or she actually does.

Steps have a consistent and unique structure.

If needed, group steps under task headings.

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Guidelines for writing steps:

1. Make sure steps proceed forward, with no backtracking to pick up a step that was forgotten.

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Example:Incorrect: 1. Insert the key into the ignition

switch.

2. Turn the key forward until you hear

the engine hum.

3. Buckle your seat belt before you insert the key.

Correct: 1. Buckle your seat belt.

2. Insert the key….

3. Turn the key forward….8

Guidelines for writing steps:

2. Begin each step with an active voice verb in imperative mood

Incorrect (No verb to start):

1. The system needs to be cleaned with

a tape cleaner.

Correct (Action verb to start):

1. Clean the system with a tape cleaner.

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Guidelines for writing steps:

3. Use short sentences.

4. Write only one instruction for each step.

EXCEPTION: If two steps are so closely tied to each other in time, write them in the same step: 2. Release the clutch and at the same time, press the accelerator.

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Example:

Incorrect : Buckle your seat belt and depress the brake.

Correct : 1. Buckle your seat belt.

2. Depress the brake.

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Guidelines for writing steps:

5. Make sure each step is truly a step, something to do.

Example: Incorrect: The rope will come back to

you.

Correct: Grasp the rope when it comes back to you.

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Guidelines for writing steps:

6. Emphasize Cautions, Warnings, and

Dangers

Caution - Possibility of damage to equipment or materials

Warning - Possibility of injury to peopleDanger - Probability of injury or death to people

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Guidelines for writing steps:

7. Place explanations after the step (if you need an explanation).

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Rewrite these steps to begin each with verbs in active voice and imperative mood. The “You” means the reader.

 i.You should touch the AUTO DEFROST pad in order to begin the defrosting process. ii. Excess mounting tissue is trimmed off using the ruler. iii. A flux is then applied to clean the area for soldering.

iv.We want you to come to the front of the room and use the podium.

v.You need to use a tack cloth is used to remove loose dust and dirt.

EXPLANATIONS

An explanation is an extension of the step it explains.

Explanations use the same number as the step they follow .

Explanations are always written immediately after the step.

The number and type of explanations depend on the reader’s prior experience with the set of instructions.

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Typical explanations include:

Significant details to help reader understand why something is important.

Example:

2. Rinse the boiled egg with cold water as soon as you remove it from boiling water.

NOTE: The cold water will cause the egg

to contract from the shell, making it

easier to peel the shell off the egg.17

Typical explanations include:

How to make decision.

Example:

5. Wrap a small section of hair around the wand.

a. If you want curls to flip up, wrap the hair

backwards.

b. If you want curls to curve under, wrap the hair down.

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Typical explanations include:

What will happen when the reader does something

Example:

1. Press PROGRAM on the remote control.

RESULT: The MENU will appear on the TV screen.

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PRECISE DETAILS

Make sure to include enough precise, specific details to show the reader what to do.

Details might include distances, sizes, places or time.

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FIELD TEST

Always field test your instructions by asking several people to try them out .

Your field testers can provide you with valuable feedback by noting words that isn’t clear, steps out of sequence, or steps left out.

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- THE END -

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Rewrite the following passage on ringing up a sale into a set of instructions.

First, take the piece of merchandise from the customer and read what the price tag states. Always take the lowest price on the ticket. Then, type the price stated ticket into the register. If the item costs RM 2.00, simply type 200 and the decimal point will automatically register. If an error has been made in the price, hit the clear button and start over with the next step. Look at the price ticket again. In the upper left-hand corner there will be a classification number. The 4 stands for the classification, and the 52 refers to the sub-classification. Type the classification into the register.

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