Writing INSTRUCTIONS

Goal: Get the reader to follow instructions and get same result

Must be clear and accurate

Clear and simple instructions will never disappoint

4 Must-Have Sections

Introduction

List of Materials/Equipment

Steps

Conclusion

INTRODUCTION

necessary background reader feels more comfortable/prepared

You can do one or all of the following in your Introduction…

State why they are useful

“The purpose of this procedure…”

“These instructions will serve as…”

Indicate how machine/procedure works

“These instructions will teach you how to operate…”

“This experiment will demonstrate the movement of water…”

Establish how long it should take

Rdr will better be able to judge if he/she is doing it correctly

“It should take about three and one-half hours from the time …to ….”

Stress advantages or benefits

how it will save time; save money; allow rdr to accomplish task with fewer mistakes

“As long as you follow these step-by-step instructions, you will…”

Inform user of special circumstances

some instructions precede others or are used only on special occasions

rdrs must know of changes for emergency situations

“The following policy has been formulated to aid in maintaining …during periods of…”

List of EQUIPMENT orMATERIALS

Place immediately after Intro

Be precise: size/model/quantity Screwdriver– Phillips head

Explanation of why certain equip/material is needed goes in (Parentheses) after item alcohol (used to clean stethoscope

headphone) NOTICE: not Sandpaper (1/2 grade)

STEPS in Instructions

Put in correct order

Group closely related activities in one step those done simultaneously … “while” …

Give hints on how best to accomplish “several thin coats will give better finish than

one heavy one”

STEPS in Instructions

State whether one step directly influences another “Step Two: Tighten fan belt. Failure to tighten fan belt will cause

it to loosen and come off when lever is turned in Step 5 below.”

Insert warnings/cautions only when absolutely necessary graphically set apart:

cap letters, bold type, box, color

WARNINGS

to prevent serious injury to SOMEONE

WARNING: Handle carefully when opening— contains hot air and steam

CAUTION

to prevent damage to EQUIPMENT

CAUTION!wiping with damp clothe

will ruin screen

insert NOTE

include a NOTE box with additional information to aid reader’s understanding

Place immediately after step it relates to

NOTE: Allow an extra 5 minutes to cook if you desire

crispier cookies

When writing Steps…

LABEL with numbers

USE Imperative (ACTION) verbsdelete “You” or “The user”start with action word

1. “Apply…”2. “Cut…”3. “Rotate…”

When writing Steps…

Clear, Short sentences

Precise terms for measurements, distances, and times

Not “Turn a little” / Yes “Turn a three-quarters of an inch”

Not “Let stand for awhile” / Yes “Let stand for 10 minutes”

adding VISUALS

Place close to step

Assign each a number & Refer to it IN text Figure 1 Figure 2

Exploded drawing– label parts

Set off with white space

4. Reach over his/her neck with your left arm and firmly grasp the elbow of the leg closest to the table. See Figure 1.

NOTE: Always hold the leg close to the elbow, NOT close to the toes.

5. Keep your left elbow on his/her neck to prevent him/her from picking up his/her head.

6. Use the fingers of your right hand to pull back the ear flap to expose the inner side of the ear. (If the ear flaps are long, you can tuck the ear flap under your left elbow.)

Figure 1

CONCLUSION

Short: 2-3 sentencesProvides…

what to expect once finished how equipment is to operatehow to maintain