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5 Top Tips for Writing Clear Instructions

5 Top Tips for Writing Clear Instructions

  • 5-minute read
  • 3rd March 2021

Instructions need to be easy to follow if they’re going to be useful. But how can you ensure this? We have five tips to help you write clear instructions:

  • Write an introduction explaining what the instructions will cover.
  • Break down the task into clear, logical steps.
  • Use the imperative mood when writing up your instructions for clarity.
  • Write instructions using simple, easy-to-understand language.
  • Get your instructions proofread to make sure they’re error free.

We will look at these tips for writing clear instructions in more detail below.

1. Write an Introduction

Start your instructions with a short introduction. This should detail:

  • Exactly what the instructions will cover and what the end result will be.
  • How the instructions are set out and how to use them.
  • Any equipment or prior knowledge needed to complete the task.
  • Any hazards the user should know about before starting.

The content of your introduction will depend on what your instructions are for, but the key idea is preparing your reader to follow your directions.

Imagine, for example, you were explaining how to put together a piece of furniture. You could begin your instructions with a short introduction that:

  • Briefly explains the aim of the instructions and illustrates the finished piece.
  • Explains how to use the instructions (e.g., how illustrations relate to text).
  • Lists the tools and skills needed for the job.
  • Warns that using the wrong tools could damage the furniture.

The reader would then be prepared to start doing the task described.

2. Break the Task Down into Steps

Clear instructions will break the process you are explaining down into logical steps. You can then present these steps as a numbered list made up of short sentences.

Each step should cover a single action. However, the detail you go into may depend on what your intended reader is likely to know. For instance, if we were writing a proofreading guide for experienced Microsoft Word users, we might start with:

1. Open the document and turn on the Track Changes mode.

But if we were writing for someone new to Word, we might break this down more:

1. Double click the document icon to open it in Microsoft Word. 2. Go to the Review tab on the main ribbon. 3. Find the “Tracking” section and click the “Track Changes” button. Find this useful? Subscribe to our newsletter and get writing tips from our editors straight to your inbox. Your e-mail address Subscribe Thank you for subscribing to our newsletter!

For more complex instructions with many steps, you might also want to break them down into sections. In a recipe for an especially elaborate cake, for instance, you could group instructions under headings for different parts (e.g., one set of instructions for the main cake, then separate sections for the filling and icing).

This allows the reader to take on one short set of instructions at a time, thus ensuring they don’t become confusing or overwhelming.

3. Write Clearly and Concisely

As well as breaking down the task into steps, each instruction should be clear and concise in itself. A few tips for ensuring clarity when writing instructions include:

  • Address the reader directly in the imperative mood . This means phrasing each instruction as a command or request.
  • Watch out for repetition, redundancy, and other forms of wordiness .
  • Avoid unnecessary jargon and use everyday language where possible.

The key is to adapt the complexity of the language in your instructions to suit the needs of your intended reader. If you think the reader will be unfamiliar with any technical terms you do use, moreover, define them clearly when they’re introduced.

4. Use Visuals to Back Up the Text

Visuals, such as technical illustrations , can give a point of reference that purely text-based instructions never can, thus making them easier to use.

Visuals also transcend language barriers, so the more you can get across visually, the more people will be able to use your instructions.

If appropriate, then, consider adding images at key points. Focus on steps that might be difficult to understand otherwise, and make sure to label images clearly.

For digital or online instructions, you could even embed or link to a video. This could be for the entire process. Or it could just be to clarify specific steps (e.g., a video demonstrating a technique used during a single step).

An example of a technical illustration.

5. Proofread Your Instructions

When you have a draft of your instructions, it’s time for quality control! The best method for this is to ask someone to follow your instructions in practice.

If they complete the task based on your instructions alone, then you have a good, clear set of instructions! But if they struggle with anything, revisit the problem step(s) and redraft for clarity. Don’t forget to ask your test user for feedback, too.

Once you are happy with your draft, you can move on to proofreading. This will ensure your instructions are error free and clearly phrased throughout. It is a good idea to use a professional proofreading service for this, as it is easy to miss errors in your own work. And our expert proofreaders are always on hand to help!

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How to Use English Grammar for Writing Instructions

  • An Introduction to Punctuation
  • Ph.D., Rhetoric and English, University of Georgia
  • M.A., Modern English and American Literature, University of Leicester
  • B.A., English, State University of New York

In business writing , technical writing , and other forms of composition ,  instructions are written or spoken directions for carrying out a procedure or performing a task. It is also called  instructive writing .

Step-by-step instructions typically use the second-person point of view ( you, your, yours ). Instructions are usually conveyed in the active voice and the imperative mood: Address your audience directly .

Instructions are often written in the form of a numbered list so that users can clearly recognize the sequence of the tasks.

Effective instructions commonly include visual elements (such as pictures, diagrams, and flowcharts) that illustrate and clarify the text . Instructions intended for an international audience ​may rely entirely on pictures and familiar symbols . (These are called wordless instructions .)

Observations and Examples

"Good instructions are unambiguous, understandable, complete, consistent, and efficient." (John M. Penrose, et al., Business Communication for Managers: An Advanced Approach , 5th ed. Thomson, 2004)

The Lighter Side of Instructions:  Handbook for the Recently Deceased

Juno:  Okay, have you been studying the manual? Adam:  Well, we tried. Juno:  The intermediate interface chapter on haunting says it all. Get them out yourselves. It's your house. Haunted houses aren't easy to come by. Barbara:  Well, we don't quite get it. Juno:  I heard. Tore your faces right off. It obviously doesn't do any good to pull your heads off in front of people if they can't see you. Adam:  We should start more simply then? Juno:  Start simply, do what you know, use your talents, practice. You should have been studying those lessons since day one. (Sylvia Sidney, Alec Baldwin, and Geena Davis in  Beetlejuice , 1988)

Basic Features

"Instructions tend to follow a consistent step-by-step pattern, whether you are describing how to make coffee or how to assemble an automobile engine. Here are the basic features of instructions:

  • Specific and precise  title
  • Introduction  with background information
  • List of parts, tools, and conditions required
  • Sequentially ordered steps
  • Safety information
  • Conclusion  that signals completion of task

Sequentially ordered steps are the centerpiece of a set of instructions, and they typically take up much of the space in the document." (Richard Johnson-Sheehan, Technical Communication Today . Pearson, 2005)

Checklist for Writing Instructions

  • Use short sentences and short paragraphs.
  • Arrange your points in logical order.
  • Make your statements specific .
  • Use the imperative mood .
  • Put the most important item in each sentence at the beginning.
  • Say one thing in each sentence.
  • Choose your words carefully, avoiding jargon and technical terms if you can.
  • Give an example or an analogy , if you think a statement may puzzle a reader.
  • Check your completed draft for logic of presentation.
  • Don't omit steps or take shortcuts.

(Adapted from Writing With Precision by Jefferson D. Bates. Penguin, 2000)

Helpful Hints

"Instructions can be either freestanding documents or part of another document. In either case, the most common error is to make them too complicated for the audience. Carefully consider the technical level of your readers. Use white space , graphics, and other design elements to make the instructions appealing. Most important, be sure to include Caution, Warning, and Danger references before the steps to which they apply." (William Sanborn Pfeiffer, Pocket Guide to Technical Communication , 4th ed. Pearson, 2007)

Testing Instructions

To evaluate the accuracy and clarity of a set of instructions, invite one or more individuals to follow your directions. Observe their progress to determine if all steps are completed correctly in a reasonable amount of time. Once the procedure has been completed, ask this test group to report on any problems they may have encountered and to offer recommendations for improving the instructions.

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7. COMMON DOCUMENT TYPES

7.7 Writing Instructions

One of the most common and important uses of technical writing is to provide instructions, those step-by-step explanations of how to assemble, operate, repair, or do routine maintenance on something. Although they may seems intuitive and simple to write, instructions are some of the worst-written documents you can find. Most of us have probably had many infuriating experiences with badly written instructions. This chapter will show you what professionals consider the best techniques in providing instructions.

An effective set of instruction requires the following:

  • Clear, precise, and simple writing
  • A thorough understanding of the procedure in all its technical detail
  • The ability to put yourself in the place of the reader, the person trying to use your instructions
  • The ability to visualize the procedure in detail and to capture that awareness on paper
  • Willingness to test your instructions on the kind of person you wrote them for.

Preliminary Steps

At the beginning of a project to write a set of instructions, it is important to determine the structure or characteristics of the particular procedure you are going to write about. Here are some steps to follow:

1. Do a careful audience and task analysis

Early in the process, define the audience and situation of your instructions. Remember that defining an audience means defining the level of familiarity your readers have with the topic.

2. Determine the number of tasks

How many tasks are there in the procedure you are writing about? Let’s use the term procedure to refer to the whole set of activities your instructions are intended to discuss. A task is a semi-independent group of actions within the procedure: for example, setting the clock on a microwave oven is one task in the big overall procedure of operating a microwave oven.

A simple procedure like changing the oil in a car contains only one task; there are no semi-independent groupings of activities. A more complex procedure like using a microwave oven contains several semi-independent tasks:  setting the clock; setting the power level; using the timer; cleaning and maintaining the microwave, among others.

Some instructions have only a single task, but have many steps within that single task. For example, imagine a set of instructions for assembling a kids’ swing set. In my own experience, there were more than a 130 steps! That can be a bit daunting. A good approach is to group similar and related steps into phases, and start renumbering the steps at each new phase. A phase then is a group of similar steps within a single-task procedure. In the swing-set example, setting up the frame would be a phase; anchoring the thing in the ground would be another; assembling the box swing would be still another.

3.  Determine the best approach to the step-by-step discussion

For most instructions, you can focus on tasks, or you can focus on tools (or features of tools).  In a task approach (also known as task orientation) to instructions on using a phone-answering service, you’d have these sections:

  • Recording your greeting
  • Playing back your messages
  • Saving your messages
  • Forwarding your messages
  • Deleting your messages, and so on

These are tasks—the typical things we’d want to do with the machine.

On the other hand, in a tools approach to instructions on using a photocopier, there likely would be sections on how to use specific features:

  • Copy button
  • Cancel button
  • Enlarge/reduce button
  • Collate/staple button
  • Copy-size button, and so on

If you designed a set of instructions on this plan, you’d write steps for using each button or feature of the photocopier. Instructions using this tools approach are hard to make work. Sometimes, the name of the button doesn’t quite match the task it is associated with; sometimes you have to use more than just the one button to accomplish the task. Still, there can be times when the tools/feature approach may be preferable.

4.  Design groupings of tasks

Listing tasks may not be all that you need to do. There may be so many tasks that you must group them so that readers can find individual ones more easily. For example, the following are common task groupings in instructions:

  • Unpacking and setup tasks
  • Installing and customizing tasks
  • Basic operating tasks
  • Routine maintenance tasks
  • Troubleshooting tasks.

Common Sections in Instructions

The following is a review of the sections you’ll commonly find in instructions. Don’t assume that each one of them must be in the actual instructions you write, nor that they have to be in the order presented here, nor that these are the only sections possible in a set of instructions.

For alternative formats, check out the example instructions .

Introduction:  plan the introduction to your instructions carefully. It might include any of the following (but not necessarily in this order):

  • Indicate the specific tasks or procedure to be explained as well as the scope (what will and will not be covered)
  • Indicate what the audience needs in terms of knowledge and background to understand the instructions
  • Give a general idea of the procedure and what it accomplishes
  • Indicate the conditions when these instructions should (or should not) be used
  • Give an overview of the contents of the instructions.

General warning, caution, danger notices :  instructions often must alert readers to the possibility of ruining their equipment, screwing up the procedure, and hurting themselves. Also, instructions must often emphasize key points or exceptions. For these situations, you use special notices —note, warning, caution, and danger notices. Notice how these special notices are used in the example instructions listed above.

Technical background or theory:  at the beginning of certain kinds of instructions (after the introduction), you may need a discussion of background related to the procedure. For certain instructions, this background is critical—otherwise, the steps in the procedure make no sense. For example, you may have had some experience with those software applets in which you define your own colors by nudging red, green, and blue slider bars around. To really understand what you’re doing, you need to have some background on color. Similarly, you can imagine that, for certain instructions using cameras, some theory might be needed as well.

Equipment and supplies:  notice that most instructions include a list of the things you need to gather before you start the procedure. This includes equipment , the tools you use in the procedure (such as mixing bowls, spoons, bread pans, hammers, drills, and saws) and supplies , the things that are consumed in the procedure (such as wood, paint, oil, flour, and nails). In instructions, these typically are listed either in a simple vertical list or in a two-column list. Use the two-column list if you need to add some specifications to some or all of the items—for example, brand names, sizes, amounts, types, model numbers, and so on.

Discussion of the steps:  when you get to the actual writing of the steps, there are several things to keep in mind: (1) the structure and format of those steps, (2) supplementary information that might be needed, and (3) the point of view and general writing style.

Structure and format:  normally, we imagine a set of instructions as being formatted as vertical numbered lists. And most are in fact. Normally, you format your actual step-by-step instructions this way. There are some variations, however, as well as some other considerations:

  • Fixed-order steps are steps that must be performed in the order presented. For example, if you are changing the oil in a car, draining the oil is a step that must come before putting the new oil. These are numbered lists (usually, vertical numbered lists).
  • Variable-order steps are steps that can be performed in practically any order. Good examples are those troubleshooting guides that tell you to check this, check that where you are trying to fix something. You can do these kinds of steps in practically any order. With this type, the bulleted list is the appropriate format.
  • Alternate steps are those in which two or more ways to accomplish the same thing are presented. Alternate steps are also used when various conditions might exist. Use bulleted lists with this type, with OR inserted between the alternatives, or the lead-in indicating that alternatives are about to be presented.
  • Nested steps may be used in  cases when individual steps within a procedure are rather complex in their own right and need to be broken down into sub-steps. In this case, you indent further and sequence the sub-steps as a, b, c, and so on.
  • “Step-less” instructions . can be used when you really cannot use numbered vertical list or provide straightforward instructional-style directing of the reader. Some situations must be so generalized or so variable that steps cannot be stated.

Supplementary discussion: often, it is not enough simply to tell readers to do this or to do that. They need additional explanatory information such as how the thing should look before and after the step; why they should care about doing this step; what mechanical principle is behind what they are doing; even more micro-level explanation of the step—discussion of the specific actions that make up the step.

The problem with supplementary discussion, however, is that it can hide the actual step. You want the actual step—the specific actions the reader is to take—to stand out. You don’t want it all buried in a heap of words. There are at least two techniques to avoid this problem: you can split the instruction from the supplement into separate paragraphs; or you can bold the instruction.

Writing Style

Placing the key user steps in bold can a very helpful way to signal clearly what the reader needs to do.  Often the command verb is bolded; sometimes bold font highlights the key component being discussed.

Use of the passive voice in instructions can be problematic. For some strange reason, some instructions sound like this: “The Pause button should be depressed in order to stop the display temporarily.” Not only are we worried about the pause button’s mental health, but we wonder who’s supposed to depress the thing ( ninjas ?). It would be more helpful to indicate when the reader must “ press the Pause button.”   Consider this example: “The Timer button is then set to 3:00.” Again, one might ask, “is set by whom?  Ninjas ?” The person following these instructions might think it is simply a reference to some existing state, or she might wonder, “Are they talking to me?” Using the third person can also lead to awkwardness: “The user should then press the Pause button.” Instructions should typically be written using command verb forms and using “you” to make it perfectly clear what the reader should do.

Illustrating Your Instructions

Perhaps more than in any other form of technical writing, graphics are crucial to instructions. Sometimes, words simply cannot explain the step. Illustrations are often critical to the readers’ ability to visualize what they are supposed to do.  Be sure that the graphics represent the image from the reader’s perspective.

Formatting Your Instructions

Since people rarely want to read instructions, but often have to, format your instructions for reluctant readability. Try to make your reader want to read them, or at least not resistant to the idea of consulting them.  Highly readable format will allow readers who have figured out some of the instructions on their own to skip to the section where they are stuck.  Use what you have learned about headings , lists , visuals , and passive space to create effective and readable instructions:

Headings : normally, you’d want headings for any background section you might have, the equipment and supplies section, a general heading for the actual instructions section, and subheadings for the individual tasks or phases within that section.

Lists : similarly, instructions typically make extensive use of lists, particularly numbered vertical lists for the actual step-by-step explanations. Simple vertical lists or two-column lists are usually good for the equipment and supplies section. In-sentence lists are good whenever you give an overview of things to come.

Special Notices :  you may have to alert readers to possibilities in which they may damage their equipment, waste supplies, cause the entire procedure to fail, injure themselves or others—even seriously or fatally. Companies have been sued for lack of these special notices, for poorly written special notices, or for special notices that were out of place. See special notices for a complete discussion of the proper use of these special notices as well as their format and placement within instructions.

As you reread and revise your instructions, check that they do the following:

  • Clearly describe the exact procedure to be explained
  • Provide an overview of content
  • Indicate audience requirements
  • Use various types of lists wherever appropriate; in particular, use numbered lists for sequential steps
  • Use headings and subheadings to divide the main sections and subsections in a logical, coherent order
  • Use special notices as appropriate
  • Use graphics to illustrate key actions and objects
  • Provide additional supplementary explanation of the steps as necessary
  • Create a section listing equipment and supplies if necessary.

Technical Writing Essentials by Suzan Last is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Writing step-by-step instructions

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Follow these guidelines to help you create clear, easy-to-follow instructions, whether you're writing simple, single-step procedures or complex procedures that consist of multiple steps.

See also Formatting text in instructions Formatting punctuation

Complex procedures

Complex instructions often consist of multiple steps formatted as a numbered list. For multiple-step procedures in numbered lists:

Format procedures consistently so customers can find them easily by scanning.

Consider using a heading to help customers find instructions quickly. Use the heading to tell customers what the instructions will help them do. Examples To add an account Add an account

Choose one phrasing style for the headings, and write them all the same way (in parallel structure).

Use a separate numbered entry for each step. It's OK to combine short steps that occur in the same place in the UI.

Most of the time, include actions that finalize a step, such as OK or Apply buttons.

Use complete sentences.

Use imperative verb forms . In instructions, customers really want you to tell them what to do.

Use consistent sentence structures. For example, always use a phrase when you need to tell the customer where to start. The rest of the time, start each sentence with a verb. Examples On the ribbon, go to the Design tab. Open Photos. For Alignment , choose Left .

Capitalize the first word in each step.

Use a period after each step. Exception When instructing customers to type input that doesn't include end punctuation, don’t use a period. Try to format the text so that the user input appears on a new line.

Limit a procedure to seven steps, and preferably fewer. Try to fit all the steps on the same screen. Examples

To create a group of tiles

  • On the Start screen, select the tiles you want to group together.
  • Drag them to an open space. When a gray bar appears behind them, release the tiles to create the new group.

To schedule sprints

  • In the Backlogs view, select the first sprint under Current . Or, open your sprint backlog from the following URL: https://AccountName/DefaultCollection/TeamProjectName/\_backlogs/iteration Several predefined sprints are listed under Current and Future . Actual sprint titles vary based on the process template used to create your team project. However, calendar dates haven’t been assigned.
  • To set the calendar dates, select the first sprint under Current , and select dates.

Screenshot of the Visual Studio Online screen's Sprint 1 option being highlighted and the Set Dates option opening the Edit Iteration pane.

Single-step procedures

If you're using a consistent format for step-by-step instructions, use the same format for single-step instructions, but replace the number with a bullet. Example To move a group of tiles

  • On the Start screen, zoom out and drag the group where you want.

Tips for writing steps

Make sure the customer knows where the action should take place before you describe the action.

If the instruction appears in the same UI where the action occurs, it’s usually not necessary to provide location details.

If you need to make sure the customer begins in the right place, provide a brief phrase at the beginning of the step. Example On the Design tab, select Header Row .

If there’s a chance of confusion, provide an introductory step. Example On the ribbon, go to the Design tab.

Simple instructions with right angle brackets

Abbreviate simple sequences by using right angle brackets. Include a space before and after each bracket, and don't make the brackets bold.

Example Select Accounts > Other accounts > Add an account .

Accessibility tip Screen readers may skip over brackets and read instructions such as Menu > Go To > Folders as Menu Go To Folders, which might confuse customers. Check with an accessibility expert before using this approach.

Coming soon: Throughout 2024 we will be phasing out GitHub Issues as the feedback mechanism for content and replacing it with a new feedback system. For more information see: https://aka.ms/ContentUserFeedback .

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How to Write a Manual

Last Updated: November 11, 2023 Fact Checked

wikiHow is a “wiki,” similar to Wikipedia, which means that many of our articles are co-written by multiple authors. To create this article, 34 people, some anonymous, worked to edit and improve it over time. There are 9 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 242,388 times. Learn more...

Writing an instruction manual may seem like a daunting task, but it’s easier than you think! These steps apply to any written instruction, from the very simple (How to Clap) to the intensely complicated (How to Build a Semiconductor.)

Get to Know the Subject

Step 1 This is key.

  • Look for similarities among the writers, which indicates both common functionality and common approaches to describing something.
  • Look for differences that stand out. Those are likely to be functions that are unique to a given product. Your product may or may not include those functions, or may have alternate ways of solving the problem that you can describe, enhancing the value of your product. While your job may be writing a how-to, showing the customers the value of their purchase is a great way to encourage them to continue reading.
  • Devour trade magazines. Find out how the people who use the products work with them day-to-day. They may wish there was a function that solved their particular problem, and if your product is the solution, that needs to be highlighted.

Plan Your Manual Layout

Step 1 Break it down.

  • It lets you focus on individual parts of the whole. Your goal is to familiarize the user with how to learn the process. How to perform the function can be left for a tutorial at the end, if desired, or left for the user to discover on their own.

Step 2 Follow a logical sequence.

Start Writing

Step 1 Write the introduction.

  • If, for some reason, it isn't feasible to do the steps, think them through thoroughly and consult somebody who is an expert.

Step 3 Number the steps.

  • If you’re writing on paper, be sure to leave space for additions between each step. Remember to renumber your steps if you add more in.

Step 4 Include tips and warnings.

  • Conversely, if there is some bit of knowledge that will make the user’s task easier or more interesting, add it in.

Step 5 Test it out.

  • Consider having a friend or two use the manual. Watch them closely when they learn how to use the product. See where they zip through it. See where they get lost, confused, or fail at the task. Listen to what they have to say, then adjust your manual accordingly.

Step 6 Proofread your manual.

  • Title them, and note their locations.

Step 2 Write a Table of Contents, if applicable.

  • For a more comprehensive manual, you can also take this opportunity to note all the small topics, and use that information to create an index.

Step 4 Select a title.

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Create a User Manual

Community Q&A

Community Answer

  • Writing each section on a separate page (or on a computer) will make editing easier. You can more easily rearrange if you have room to work and can find your edit marks. On the computer, leave 3 or 4 lines (by hitting enter several times) between each step so you can easily find the breaks. Thanks Helpful 0 Not Helpful 1
  • Even if something seems obvious to you, write out the steps! It will help you avoid glossing over something your user doesn't know. It's better to put in extra information rather than leave out important steps. Thanks Helpful 0 Not Helpful 0
  • If you are writing a very detailed manual that requires chapters, such as How to Play the Flute , your first step might actually be to list all the chapters, such as Selecting a Flute, Assembly and Care , Tone Production, Methods of Fingering, Your First Piece, etc. You would then apply the basic rules for writing a manual to each chapter because each chapter is like a separate manual in itself! Thanks Helpful 0 Not Helpful 0

written instruction how to

  • ↑ https://www.csus.edu/campus-safety/police-department/_internal/_documents/rwm.pdf
  • ↑ https://files.eric.ed.gov/fulltext/EJ1086006.pdf
  • ↑ https://www.ucop.edu/local-human-resources/_files/performance-appraisal/How%20to%20write%20SMART%20Goals%20v2.pdf
  • ↑ https://www.oclc.org/content/dam/oclc/dewey/versions/print/intro.pdf
  • ↑ https://pressbooks.bccampus.ca/technicalwriting/chapter/writinginstructions/
  • ↑ https://writing.wisc.edu/handbook/grammarpunct/proofreading/
  • ↑ https://writingcenter.unc.edu/tips-and-tools/editing-and-proofreading/
  • ↑ https://www.aphl.org/aboutAPHL/publications/Documents/QS-2017May-QA-Manual.pdf
  • ↑ https://www.writersdigest.com/write-better-nonfiction/write-a-how-to-article-in-6-easy-steps

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To write a manual, break the process you're trying to outline down into easy, digestible chunks so that readers can follow along step-by-step. Also, make sure your manual follows a logical sequence so that readers can do everything in order without having to skip around between sections. To help organize your manual, include a table of contents at the beginning so readers know exactly where to find the information they're looking for. For tips on how to research the topic of your manual, read on! Did this summary help you? Yes No

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How to Write Good Work Instructions: 10 Easy Steps

By: Ben Baldwin

July 15, 2021

How to Write Good Work Instructions

When looking at how to write good work instructions, your main goal should be focused on the people reading the document. If the document is hard to read, inaccurate, or not well-defined, your workers will likely find process knowledge elsewhere; perhaps from less desirable sources.

When writing instructions, it’s helpful to remember: Anyone can write a set of work instructions, but are they suited to the needs of the workforce?

In this case, fast comprehension and wide accessibility are the keys to providing your workers with the best work instructions possible.

So, How Do You Write Good Work Instructions?

When it comes to good work instructions, the standard for “good” is reliant on the ability of others to read and perpetually use your document.

With this in mind, let’s explore the 10 steps to writing good work instructions. We’ll define some fundamentals, discover tips, and outline features beneficial to your operation.

1. Who is Your Audience?

When beginning to create a process or write a document, the first thing you need to consider is your audience. Good work instructions are written for the people performing the work, not for the person writing the instructions.

who is your audience

Ask yourself these 2 questions:

  • Who will be reading these work instructions?
  • What are their capabilities and knowledge levels?

These 2 questions are paramount when considering how to write good work instructions. Even though process engineers and/or management create the processes, they are not the people who perform the work. For this reason, your work instructions need to match your workers’ level of expertise and knowledge. Once this is done, anything is possible.

People of all skill levels can perform amazing and complex tasks given the right guidance and well-crafted instructions.

As Gabrielle Dumouchel, CMP Manufacturing Quality Inspector, noted in A Manufacturing Quality Inspector Shares His Experience : “You need to put yourself in the operator’s shoes. Evaluate the process from their perspective. You might know the ins and outs of a process but that's not the same for everyone. Every author should examine the skill levels of their employees and write it from their vantage point.”

Pro Tip : An easy way to provide the best work instructions for a variety of skill levels is to use Expert Mode within VKS. With Expert Mode access on specific guidebooks, your most experienced operators skip steps that are laid out for employees with less experience.

2. Define the Process

Beyond writing for a specific audience, you need to clearly define the task at hand. If the operator doesn’t have a defined goal, then errors are more likely to occur. Imagine putting a puzzle together without the larger picture for reference. Wouldn't the puzzle be much harder to build?

In the same way, it is advantageous to give your workers a clear understanding of where the process begins and ends. This is accomplished in a few ways:

  • Add a checklist of the parts required at the beginning of the instructions.
  • Provide a picture of the final product to help workers visualize the end goal.
  • Avoid relying on work order numbers by outlining what will be done in the title or a small text box.

By following these steps, you will accurately define the task, the reason for accomplishing it, and what the completed product will be.

3. Use Strong Visuals

People assimilate knowledge with their eyes first. Visualization is one of the fastest ways for people to quickly recognize problems and find solutions. With pictures, graphics, and videos, written process descriptions can be much shorter. The picture has already provided a lot of information.

“A picture is worth a thousand words” is especially true when it comes to learning and instruction. Here are 4 tips to get the most out of your visuals.

  • Take the picture or video from the perspective of the operator : This will help the operator quickly orient themselves between what is on the screen and what is in the workstation.
  • Tell the reader when the perspective changes : If the component or device needs to be flipped over or turned around, add an arrow indicating the movement. You can also add a note such as: “turn 180 degrees” or “turn upside down”.
  • Use the tools you have to quickly get the shots you need : Taking photos or videos for work instructions doesn’t require state-of-the-art equipment. Use your phone, tablet, or any point a shoot camera. By using simple equipment that you already have on hand, documenting your process becomes faster and more efficient.
  • Add context when zooming : If you only provide a zoomed-in perspective of a specific part or component, then the operator may lose track of where that area is. Instead, provide a larger picture and then place a zoomed-in picture above it. This way, you have both the context and the specificity you need.

zooming in

Read More: Do You Need to Modernize Your Hardware?

4. Be Clear and Concise

A key factor in how to write good work instructions is to avoid using verbose language. You’ll want to relay the task in the simplest way possible. It may sound pretty to add colorful language - it could even be seen as a good way to get your point across in a deeply descriptive manner - but workers can get lost in overly long descriptions. Your visuals will provide more context than your words ever could.

To explain what I mean, imagine you are an operator following a set of instructions. You are building a small electrical box. Alongside a picture providing visual context, which statement would you prefer?

Grasp the top and bottom cover in your hands. Then affix them together on the horizontal x-axis of the top cover by turning the screws in a clockwise fashion.

Take the top and bottom cover and close them together.

You would choose the second one right? It’s clean, simple, and to the point. Rely on the visuals and keep your text clear and concise.

concise instructions

Additionally, use specific language to hone in on what exactly needs to be done. Instead of using words like “until tight”, use accurate measurement techniques like torque values. This way, your instructions are less ambiguous and more fine-tuned to the needs of your customers.

Pro Tip : Use VKS ToolConnect to enhance quality and process control. With smart tools like a torque wrench connected to your work instructions, the correct torque values are applied in the right areas and all values are automatically recorded for quality assurance.

5. Break the Process Down into Specific Tasks

It can be tempting to create one long process guidebook for an entire product. Every instruction is located in one file and workers find their stage within the process. But unsurprisingly, this does not simplify the operation.

Besides needlessly complicating your workers’ tasks and goals, you are also hindering your ability to track the fine details of your operation.

A better idea would be to break your process down into smaller guidebooks. You want task-oriented instructions, not necessarily instructions oriented around the final product .

To explain what I mean, imagine you are a kitchen stove manufacturer and every component is assembled in-house. This includes the motherboard, the heating coils, the insulated metal sides, and more. Each of these components requires assembly and they come together to make the standard kitchen stove.

Just as it would be inefficient to build one stove at a time from start to finish, it is inefficient to have only one guidebook for the whole stove building process. Instead, break the whole process into smaller procedures and assembly steps. This will enable your workers to quickly access the specific instructions they need instead of scrolling to find the appropriate section.

Pro Tip : By breaking the process into smaller procedures with VKS Pro , you can track the productivity and performance of each individual component. With this data, you receive in depth knowledge of your operation, its capabilities, and ways to continuously improve.

6. Make It Accessible

When you go through the work to create an awesome set of work instructions, don't hide them away in a lost computer file, or worse, a physical binder. This completely negates the purpose of work instructions.

Your work instructions need to be available all the time, with quick and easy access for the people who use them .

From employee badges and barcodes to accessing your work instructions through an MES, there are numerous quick, easy, and autonomous ways for your employees to access the right instructions at the right time .

Pro Tip : Make accessing training documents easy by linking them to your guidebook. Do employees need a quick reference on how to use a machine? Instead of making everyone go through the explanation every time, provide workers with a link to the necessary guidebook or video. Then the information is available whenever they need it without slowing down the process.

7. Use a Consistent Format

As you create more work instructions, you’ll want to settle on one specific format. This way, workers will quickly become familiar with one format across multiple processes. They’ll instinctively know where to find information, how to access forms, and input additional data.

It will also make writing good work instructions even easier for you. With a standard format and style, writing work instructions will take less time.

In our case study Watchfire Signs Achieved Their Goals in 1 Year with VKS , Watchfire Signs Project Admin Engineer, Justin Hart noted: “The bigger the instruction, the more VKS helps us. Just formatting a Word document to look professional and spaced correctly takes time. This is all removed by using VKS. So the larger and descriptive the document, the more helpful VKS is to our purpose and the more time we save.”

Pro Tip : To speed up work instruction creation, use templates for similar procedures. This will provide you with a ready made structure to easily build on.

8. Provide Safety Information

PPE

A key part of writing good work instructions is providing knowledge about how to perform a job safely. Look out for your workers by providing information on best practices, how to safely handle dangerous materials, and more.

  • Does the operator need to wear PPE?
  • Does the operator have to lift anything heavy?
  • Does the operator need to use any dangerous chemicals?

If any of the answers are yes, then provide instructions that inform workers of the potential risks and how they can stay safe. Within the guidebook, provide reminders to wear their hard hat, lift with their legs, and keep dangerous chemicals far away from each other.

Just as the instructions are primarily used to ensure the quality of the work, leverage them to also ensure the safety of the people performing the work.

Pro Tip : You can also link safety and maintenance information within your guidebooks. This way, all the necessary safety and maintenance knowledge is readily available at every step of the way.

9. Collaborate with Workers

A big part of how to write good work instructions is finding the best methods available. Your workers on the shop floor have years of hands-on experience. They collectively know the ins and outs of the operation, the errors that occur, and the solutions to specific problems. Sadly this knowledge is often not documented.

A key way to gather information and connect with workers is to perform regular gemba walks . This will create a dedicated time and place for you to gather your facility’s tribal knowledge and input.

But as useful as Gemba walks are, they can’t be done all the time. For this reason, it is beneficial to set up a way for workers to make suggestions while they are working.

suggestion box

Our work instruction software provides users with a fast and easy way to make suggestions while not disturbing their workflow. With built-in suggestion forms, users can immediately inform the appropriate people about issues and possible improvements. This is all done directly within the guidebook. No need to call anyone over or open another system.

Read More: VKS: The Agile Enterprise and You

10. Make Your Guidebooks Match Reality

And our last but essential step on how to write good work instructions is to make sure your guidebooks match the work being done on the shop floor. If the instructions are not in line with the reality of the shop floor, then your work instructions will lose credibility.

As our Partner Manager, Mat Samson stated in Creating Step-By-Step Instructions with Pictures & Videos : “Your work instruction will be a tool used by operators. If it does not convey the exact method they employ, there is a high chance that your facility will experience process dissonance. If the steps can’t be followed as displayed, how can your employees trust the rest of the instruction or new methods that you will eventually implement?”

Don't write the instruction based on what you think should be done, write it based on what your experts are doing .

After the process and the instructions are in line with each other, implement a continuous improvement plan such as the DMAIC approach .

Good Work Instructions are Written for the People

What makes a work instruction good is determined by how well your workers use it. Every step in the preceding list is geared towards making your work instructions valuable and accessible for the worker on the shop floor. Strengthening their process and knowledge leads to strengthening the whole organization.

Here at VKS, we are proud to provide work instruction software that is easy to use and suited for people of any age, occupation, and experience.

To learn more about how to write good work instructions, check out our guidebook of the week video series . It’s a great place to find new and innovative ways to use and create good work instructions that truly benefit your organization.

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Writing Instructions

One of the most common and important uses of technical writing is instructions—those step-by-step explanations of how to do things: assemble something, operate something, repair something, or explain a personal process (enrolling in college, for example) so that readers may better understand it and possibly use it themselves.

Process texts are extremely common in school and professions. In school, teachers frequently assign process assignments. For example, humanities professors may ask for a description of how an artistic or literary period evolved; history professors, the contributions of a culture’s leaders over time; social science professors, the chronology of inventions; engineering professors, explanations of how sound is changed into electrical signals; business professors, how the Federal Reserve works or how to sell a product.

On a daily basis, we read descriptive processes, including recipes, user manuals for new software, or advice columns on how to lose weight or how to succeed in school or a profession. These texts focus on answering one of the following questions:

  • “How is this done?”
  • “How can I do this?”

While the topics of a process report or a set of instructions may vary, many share similarities: most are written to explain how something works, most are structured in chronological order using numbered steps, and most rely extensively on visuals . In writing instructions for learning a new software program, for example, writers might use screenshots and/or screen videos to walk users through the tutorial.

Generally, it is good to have both text and visuals in your instructions since your audience is likely comprised of people with different learning styles. However, the use of visuals can vary depending on your audience and the intended use of the instructions. Visuals help to clarify a concept that is difficult to explain using only words. Graphics may be used to show how something looks, how something should look once the step has been completed, how something is done or constructed, show trends or relationships, add liveliness to the project, or simply help to organize information. Graphics are useful since almost everyone (including children and others of a different language) can understand visual instructions and see exactly what they need to complete.

Types of Instructions

There are three main types of process texts:

  • Descriptive processes : these answer the question, “How is this done?” These texts describe how a process occurs so that readers can understand it better. For example, writing a descriptive process about how you registered for a course online rather than in person might be useful to someone who has never done online registration.
  • Prescriptive processes : these are explanatory in nature; they prescribe how something is done (or should be done) so that readers can do it themselves. These are the most common type of instructional documents. For example, you might write a prescriptive process guide for users explaining how to perform basic maintenance on their cars, such as changing their own oil, checking spark plugs, or replacing brake pads. *The samples listed below are examples of prescriptive processes.
  • Blended descriptive and prescriptive processes make the main thrust of the document a descriptive process while having a few sections summarizing how the readers can perform the process. In other words, writers may address both “How can I do this?” and “How is this done?” in different parts of one text. Alternatively, they might develop different versions of the same document for two audiences–an audience of users and an audience of interested parties.

Getting Started

written instruction how to

At the beginning of an instruction-writing project or assignment, it’s important to consider your audience and determine the characteristics (the number of tasks and steps) of the particular procedure you intend to write about.

Audience and situatio n: Early in the process, define the audience and situation of your instructions. Remember that defining an audience means defining its level of knowledge and familiarity with the topic. It is sometimes helpful to describe your audience to yourself first, and then use that to assess your message at the end to be certain it’s appropriate for your audience.

Number of tasks :  An important consideration is how many tasks there are in the procedure for which you are writing instructions. The term  procedure can be used to refer to the whole set of activities your instructions discuss, while task can be used to define a semi-independent group of actions within the procedure. For example, setting up your modem is one task in the overall procedure of connecting a computer to the internet.

As another example, a simple procedure like changing a car’s oil contains only one task; there are no semi-independent groupings of other activities. A more complex procedure, like using a microwave oven, contains plenty of semi-independent tasks, such as setting the clock, setting the power level, using the timer, cleaning and maintaining the microwave, and more.

Some instructions have only a single task but have many steps within that single task. For example, imagine a set of instructions for assembling a children’s swing set. One effective approach would be to group similar and related steps into phases , and then renumber the steps at each new phase. A phase is a group of similar steps within a single-task procedure. In the swing set example, setting up the frame would be one phase; anchoring the thing in the ground would be another; and assembling the box swing would be still another.

Focusing Instructions

Another consideration, which maybe you can’t determine early on, is how to focus your instructions. For most instructions, you can focus on the tasks involved , or you can focus on the tools needed .

  • In a  task approach to instructions on using a phone-answering machine, you’d have sections on recording your greeting, playing back your messages, saving your messages, forwarding your messages, and deleting your messages. These are tasks—the typical things users would want to do with the machine.
  • On the other hand, in a  tools approach to instructions on using a photocopier, there would be sections on the copy button, the cancel button, the enlarge/reduce button, the collate/staple button, the paper tray, the copy-size button, and so on. If you designed a set of instructions on this plan, you’d likely write steps for using each button or feature of the photocopier.

Instructions Content

Be sure to read the section on “ Document Design ” before creating your instructions. Include the following items:

Introduction : In carefully planning your instructions’ introduction, be sure to:

  • Indicate the specific tasks or procedure to be explained.
  • Indicate what the audience needs in terms of knowledge and background to understand the instructions.
  • Give a general idea of the procedure and what it accomplishes.
  • Indicate the conditions when these instructions should (or should not) be used.
  • Give an overview of the contents of the instructions.

General warning, caution, danger notice s: Instructions must also alert readers to the possibility of ruining their equipment, screwing up the procedure, and/or hurting themselves. Also, instructions must emphasize key points or exceptions. For these situations, you should use special notices , such as Note , Warning , Caution , and/or Danger .

Technical background or theory: At the beginning of some instructions (usually after the introduction), you may need a discussion of background related to the procedure. For certain instructions, this background is critical—otherwise, the steps in the procedure make no sense. In some cases, writers of instructions may need to spend significant time explaining things to readers before moving on to the actual steps involved in the process.

Equipment and supplies :  Most instructions include a list of the things you need to gather before you start the procedure. This includes  equipment , the tools you use in the procedure (such as mixing bowls, spoons, bread pans, hammers, drills, and saws) and  supplies , the things that are consumed in the procedure (such as wood, paint, oil, flour, and nails). In instructions, these are typically listed either in a simple vertical list or in a two-column list at the start of the instructions. Use the two-column list if you need to add specifications to some or all of the items—for example, brand names, sizes, amounts, types, model numbers, and so on.

Discussion of the steps : When you get to the actual writing of the steps be certain to carefully consider the structure and format of those steps, any supplementary information that might be needed, and the point of view and general writing style of the instructions. One point of view used in technical writing is the second person, which is addressing the audience as you .

*Generally speaking, writers of instructions should strive to do the following:

  • Use clear, simple writing whenever possible.
  • Have a thorough understanding of the process in all its technical detail.
  • Work toward putting yourself in the place of the reader who will be using your instructions.

written instruction how to

Student instruction samples

  • Welding Instructions Sample   (student sample)
  • Mechatronics Instructions Sample – Testing Diodes & Transistors (student sample)
  • Auto/Diesel Instructions – How to Replace A Rear Sway Bar on A Toyota Corolla   (student sample)
  • Assembling A PC   (student sample)
  • How to Change Guitar Strings (student sample)

Professional instruction samples

  • Welding Instructions Sample 1   (professional sample)
  • Barbie Dreamhouse (professional sample)
  • Trampoline Assembly (professional sample)

Additional Resources

  • “ Writing Instructions , ”  Technical Writing Essentials
  • “ Instructions ” Online Technical Writing

Technical Writing for Technicians Copyright © 2019 by Will Fleming is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Jerz's Literacy Weblog (est. 1999)

Instructions: how to write procedures for busy grouches.

Jerz > Writing > Technical & Professional  >

People hate reading instructions , and will only glance at them after they are already frustrated and behind schedule. Write for busy grouches who want to jump directly to the section that they think will help them solve their specific problem. (Omit the warm and fuzzy introductions.)

written instruction how to

This document introduces  five basic principles about writing instructions . Any professional writing textbook will have a long section on writing how-to guides, checklists, and manuals, but the basics are:

  • Know your audience .
  • Provide a brief introduction .
  • Write each step as a command .
  • Use numbers for commands, bullets for options .
  • Plan to test and revise .

1. Know your audience.

Most college assignments are written for an ideal reader — an expert whose job includes scrutinizing and pondering everything that you write.

Don’t expect your audience to read your document as carefully as you or your English teacher would. People in the real world read instructions when they are  impatient, fatigued, or even terrified .

Your writing must be clear enough that readers can understand with minimal effort. This does not mean using baby language or avoiding complex details; it does mean using vocabulary appropriate to your audience, and including details that your readers need to perform the immediate task. (How do you know whether you have included enough detail? Conduct a usability test .)

2. Provide a brief introduction.

Help your readers determine, even before opening the brochure or downloading the web page, whether this document will help them do whatever it is they want to do.

State in plain language, what task your document describes: “Installing and Operating the Canon BJ-200ex Bubble Jet Printer.”

In a few sentences, state the  purpose of the document;  who should read it, and under what  circumstances ? If it will help your reader, you might also explain what your document does  not do.

Practically speaking, most users will skip the introduction and go right to the first numbered step. (Don’t put anything vital in the intro!)

If you wish, you may place extended background information in a subordinate position (a marginal note, a sidebar, or a completely different document) that does not interfere with the user’s access to the list of required actions.

Note: Technical support documents are no place for marketing slogans — the reader has already got the product, and is probably annoyed with it at the moment.

3. Write each step as a command.

Use the the imperative mood — that is, phrase each step as if your reader has just asked, “What should I do next?” Answer by giving a direct command: “Add two cups of flour.”

Think of the Introduction as Optional

Most readers will skip the introduction and start reading at the first numbered step. If your user will have to know a lot of background information before beginning, put the vital information into the form of a checklist, rather than a long, discursive essay.

Number the Steps

You would be surprised to learn how many of my students describe steps out of order.

Use headings to let readers skip to the step they need, but organize your document by numbering the steps within each section.

The most obvious sequence is chronological, but you might instead sort tasks by level of urgency, or some other principle. 

Use Bullet Points for Options and Details

4. use numbers for commands, bullets for options..

Since some readers will only need help for one section of a larger operation, divide up your instructions according to discrete subtasks.  If you want your reader to perform tasks in a specific sequence, number the steps. If you want your reader to choose from among a list of options, bullet the options (otherwise the reader won’t know when to stop). Write brief introductions to each section, to clarify whether a list of steps is supposed to be sequential or optional.

Making A Lime and Coconut Drink These instructions describe how to make one serving of the beverage described in the “Lime in the Cocoanut” song.  It also explains what to do if the drink makes you sick, and suggests ways you might try to get the annoying tune out of your head. You will need one (1) lime and one (1) coconut. I. Preparing the Drink Take lime. Take coconut. Put the lime in the coconut. Drink it right up. II. If You Get Sick Drinking the lime and the coconut may result in indigestion. In case of a bellyache, do the following: Call the doctor. Wake him up, if necessary. Say, “Doctor! Is there nothing I can take, I say Doctor! To relieve this belly ache!” III. Suggestions for Getting the Tune Out of Your Head You might try any or all of the following.  Repeat as necessary, until the ringing in your ears drowns out the song, or until you lose consciousness. Hit yourself on the head with the coconut, or Listen to a Britney Spears album, or Dwell in misery upon your misguided, sinful life.

5. Plan to Test and Revise.

Instead of investing your resources into polishing your first draft,  create a  prototype and conduct  usability testing on it . You’ll be surprised at how much you can learn.

  • As closely as is practical, simulate the environment in which you intend your audience to follow your instructions.
  • Find a volunteer who represents the intended audience, and ask him or her to follow your instructions.
  • Keep quiet and take careful note of any problems.
  • Revise your document, and then try again with another volunteer.
  • Repeat until you are satisfied with the results.

For larger, more complex projects, use five test subjects for each trial run. See: Usability Testing .

MLA Style: Using MS-Word to Format a Paper (example of detailed instructions)

Dennis G. Jerz

28 Apr, 2000 — first posted 23 May, 2000 — minor edits 10 Nov, 2002 — minor update 16 July, 2011 — refreshed and tweaked 28 May, 2020 — added new graphic; tweaked intro 19 Feb, 2021 — tweaked subtitle (added reference to “procedures”) 17 Oct 2022 — minor adjustments

40 thoughts on “ Instructions: How to Write Procedures for Busy Grouches ”

Pingback: Ako písať pokyny (s obrázkami)

Pingback: People hate reading instructions, and will only glance at them after they are already frustrated and behind schedule. | Jerz's Literacy Weblog (est. 1999)

Have you considered updating this site to have a modern feel to it? The current 90s era design makes it difficult to read.

Retro is in.

I am taking a course in Advanced Technical Writing or WRTG 393 and our first writing assignment is an instruction manual.

I find the information contained in this particular blog exceedingly useful. The information is clear, concise, and easy-to-follow from the introduction through each of the five points he covers. The five points he covered included : Know your audience, provide a brief introduction, write each step as a command, use numbers for commands, bullets for options, and plan to test and revise. Not only are each of these useful for what I am expected to accomplish in this course, but he even goes deeper into detail with each point allowing easy comprehension. The examples are thorough enough, I can directly apply them to the information in this blog and what I am learning in class right.

Thus, this blog piece serves a great purpose in helping me prepare for the instruction manual as well as other technical writing in the future.

Thanks for sharing Professor Jerz.

I’m so glad to know you found this page helpful. It’s one of my favorite.

I really appreciate your note thanks

This has been on the internet for 17 years and people are still posting on it. That’s pretty cool.

Stay Savage

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So simple and direct. No mess, no fuss, just do it instruction!

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I use this in my ENGL 101 at IUP. It is very helpful for our informative sequence.

For the past several semesters, I’ve used your article (credited, for sure) as supplementary reading for a class I teach at Missouri State University. Not only is it a fine example of well-written instructions, it’s also such a fun read…and acquaints my scholars with that fine musical classic “Lime in the Coconut.” Thank you for helping me show my students how much fun technical writing can be!

Thanks so much for your kind note!

well you see im in communications right now and this article kinda sucks you should update it

Ironic comment is ironic.

How to write instructions for busy, grouchy people http://t.co/LTZ4hbImWP

Pingback: Writing Instructions That Lead to Action | DOUG TOFT

Dennis, I agree with your points as they match my experience. I’m developing a training class and I’m trying to find quantitative research to reference that supports my observations. Do you know of any research studies that have tested reading comprehension of lists versus narratives/essays?

http://www.nngroup.com/articles/how-users-read-on-the-web/

This is from 1997. I’m sure there are more recent studies, and I am sure there are studies that cover reading in general (this one covers online reading). I have not taught technical writing for some time, but here is a 2003 article that argues that bullet lists are shallow and make us dumber. http://www.units.miamioh.edu/technologyandhumanities/tuftebullets.htm

White papers, annual reports, vision statements, and other important big-picture documents really do need narrative, so I won’t say that bullet points are superior to narrative in all cases. In the case of online writing and the specific case of writing instructions, the context of the reading act means that putting your ideas into bullet points can often increase the chances that your readers will actually read what you write, but I’d say that most important things probably should be written as narrative first, for the small audience that really needs to know all the details, but for the general public or for people who only need to get the general idea, bullet points are ways that the writer can make best use of the limited attention that general audiences will give.

This is going to help me greatly in a couple hours: http://t.co/dW0VPDA1n5 #writing #sprint #notthephones

I love your directions for making the Lime and Coconut Drink. Thank you for the giggle!

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I have shown this article to many people as a quick overview for technical writing, and it’s been a wonderful resource. I can’t thank you enough for this!

Thanks for letting me know you found it useful.

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May I please I use this example of writing instructions for a technical writing course I teach in for Harrisburg University?

As long as you cite it, be my guest.

language is kinda fun that y we should have more fun stuff

Hey Mrs. buckley hi!

this was great(:

Writing guidelines is usually the easiest and fastest thing to write. Writing instructions has to be very precise and exact.

Good point. Just in case the subtitle of this document might give the impression that instructions and guidelines are interchangeable, I’ll second what you wrote, Logan.

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How to Create Amazing Step-By-Step Instructions

A screen showing a chart with numbers indicated a process.

In today’s fast-paced business environment, providing employees and end-users with clear and concise instructions on how to perform a task or use a product is vital to every organization’s communication strategy. 

One of the best ways to give crystal-clear instructions is with step-by-step documents that provide contextual guidance while offering clarity into the details of a process. Step-by-step instructions are often the easiest way to help guide a person to complete a specific task successfully, especially if the task in question is complex or involves several steps. 

With the help of step-by-step guides, teams can collaborate effectively and achieve repeatable success. These guides also come in handy for training new employees, providing reinforcement training, and helping to document and share knowledge within an organization.

In this article, we’ll look at some of the best ways businesses can implement and create step-by-step instructions for internal and external communications. Whether you’re looking to streamline your business processes or improve productivity, this article will provide you with everything you need to create impactful step-by-step guides using visuals. 

Let’s get started!

What can I use step-by-step instructions for?

The beauty of step-by-step instructions is that there isn’t a limit to the ways they can be used, as their fundamental purpose is to break down a process into bite-sized directions. They can even be used as supplementary material to provide further context to instructional videos .   

It doesn’t matter what process you’re trying to explain. Whether it’s a short guide on how to take a screenshot or a longer one about how to make great training videos , step-by-step instructions can be really useful for sharing knowledge with your colleagues, employees, and your customers. 

Let’s take a look at some of the most popular and practical uses of step-by-step instructions:

Create amazing step-by-step instructions!

Snagit’s templates are the fastest way to create professional-looking step-by step instructions. Give people detailed instructions in minutes.

Snagit icon

Employee onboarding

No matter how excited someone might be to start a new job, there’s always a lot to take in when you move to a new company. Getting to know your new colleagues, adapting to a new work environment, and becoming familiar with new processes, can be overwhelming for even the most experienced employees. 

Moreover, when someone joins an organization, they need to learn how to perform various tasks as quickly as possible. By providing step-by-step instructions, organizations can make the onboarding process smoother and more efficient for new staff members, which will help them, their colleagues, and the business as a whole.  

With the series of clear directions that step-by-step instructions provide, employees will find it easier to navigate tools and complete tasks. Such instructions are also useful for providing clarity, promoting consistency, and making it easier to learn how to correctly perform standard operational tasks. 

As step-by-step instructions can help a new employee settle into an organization, you might also find that guides like this can help them quickly build confidence in their new role.

Customer onboarding

First impressions are everything, which is why it’s important to ensure that a customer’s first interaction with a product is as good as it can possibly be. To do this, you need to make sure that customers know how to use your product from the get-go. 

This is where the step-by-step instructions come in, which are especially useful with software. Providing clear directions on how to set up and use a product or service, whether it’s flat-pack furniture or screen recording software , can help customers get started quickly and easily. 

The best step-by-step instructions can even help to reduce the burden on customer support as they’ll be able to steer customers away from potential issues and answer the most common questions. This allows support staff to focus on helping customers with more complex issues and will help the customers get faster and more efficient support.

So while step-by-step instructions for end-users might seem like a “nice-to-have” to some, they can have a big impact on increasing customer satisfaction and loyalty. 

Promoting software adoption

Not everybody likes change, which is why it can be difficult to encourage and train an entire workforce to use new software. However, by shortening the learning curve, step-by-step guides make it easier for staff to fully understand the functionality of new software and the value they’ll gain from using it.

If you’re introducing new software to your employees or helping your client to do so, step-by-step instructions can help your team adapt to new processes faster and more efficiently. 

A few simple step-by-step instructions, or even screenshots, can go a long way in highlighting the software’s key features and capabilities. By showcasing these features in a way that’s clear and easy to understand, organizations can help users get the most out of the software to realize its full potential.

Improve knowledge sharing

Sharing knowledge is essential to the smooth running and success of all organizations, as it helps improve collaboration, efficiency, and overall success. While there’s more than one way a company can share knowledge, step-by-step guides cater to everyone’s understanding and comprehension levels. 

Whether the step-by-step directions are provided via a text document, a video tutorial , or even a series of screenshots — which are particularly easy to capture and share — these instructions play a vital role in sharing knowledge between teams and colleagues. 

By creating clear and detailed instructions on how to perform specific tasks, organizations can document their processes and procedures in a standardized way that’s structured and easy for everyone to understand. This can help ensure consistency in the way work is performed, reduce errors, and improve the overall quality and efficiency of a team’s output.

How step-by-step instructions affect your business

There are many different ways that a business can be transformed by simply implementing better knowledge sharing through the use of step-by-step instructions – and all of them are good! 

Whether you’re looking to cut down costs, increase productivity or promote better collaboration between teams and individuals, creating step-by-step instructions could be the answer. 

So let’s take a look at some of the ways in which clear and concise directions can optimize your business operations:

Time-saving

Research shows that employees spend “ nearly 20% [of the working week] looking for internal information or tracking down colleagues who can help with specific tasks. ” However, with clear and concise instructions readily available, employees can save themselves and their colleagues time by solving issues themselves. 

Cost saving

As the old saying goes, “time is money,” which means any time spent fixing problems that could be solved with good knowledge sharing is money wasted! 

In fact, the International Data Corporation estimates the average enterprise wastes $2.5 to $3.5 million per year due to ineffective knowledge systems . That’s a lot of time (and money!) that could be better spent when businesses find better ways to share knowledge among teams, such as with step-by-step instructional guides.

Better collaboration

Having specific instructions on how to complete a project can also support better collaboration between teams. Without clear direction, it can be all too easy for people to lose track of who’s responsible for what task and the project’s end goal. Such confusion can lead to a fall in productivity, missed deadlines, and a lower quality of work. 

This is why it’s really important to ensure that all team members are clear on objectives and what’s expected of them throughout the process. One of the easiest and most effective ways to achieve this is by creating clear step-by-step guides that outline and delegate all the steps in a process. 

Such documentation will help eliminate any ambiguity surrounding a project and will act as a guide that employees can refer back to if they ever lose sight of their responsibilities to the project. 

Better process documentation

A report by Panapto found that employees lose an average of five hours per week “waiting to get in touch with people that have the unique knowledge they need.” 

That’s why, when managing a large or growing team, it’s in a business’s best interests to provide staff with the best possible documentation for completing standard processes and operations. That means including clear, concise, and easy-to-follow instructions. 

This key documentation, often referred to as standard operating procedures (or SOPs), is crucial for ensuring every member of staff knows exactly how to complete a task. 

By having documentation on completing standard processes that are easy to access and understand, staff can spend less time searching for the information they need and get on with the task at hand.

Better quality control

In turn, having clear and well-thought-out SOPs will help guarantee a consistent level of quality and output among members of staff. Without such instructions, every team member could, in theory, take a different route to complete the same task, but with mixed results. 

With step-by-step instructions, every employee will know the standard way to complete a task and, more importantly, will know exactly what the end result should look like. 

How to create step-by-step instructions?

So now that you know the different ways in which step-by-step instructions can be used and you understand the benefits of using them, it’s time to take a closer look at actually creating them. 

While creating step-by-step guides is fairly simple and straightforward, there are some best practices to keep in mind when putting together your own directions for staff and end-users. 

So, without further ado (and without wanting to be too meta), here are some step-by-step instructions on creating step-by-step instructions:

Name the process or task

The first step is to clearly label the process or task that your step-by-step instructions refer to. This will make it easy for employees to find and refer to, both when they first use your instructions and again if they ever need their memory refreshed on the standard process. 

Establish the individuals responsible for the process

For projects that will only go on for a specific period of time, it’s always worth clearly delegating tasks to certain members of staff. This will help ensure everyone is aligned on each other’s responsibilities. 

However, even for more complex and long-term processes, such as how to apply for time off, it can still be useful to include the names and contact details of relevant people. Though it does become more important to keep the documentation up to date to ensure that the person using the instructions wastes no time contacting the wrong people.

Identify the ideal steps involved

Next, you’ll need to identify the most ideal steps involved in completing a task, process, or project. This step might require some input from members of staff who may be more familiar with — and better equipped to complete — certain objectives. 

You might also take this opportunity to consult managers and decide which steps do and don’t need to be mentioned. While it’s important to give detailed instructions, it’s just as important to be concise. 

Document the steps with all the details required

Now it’s time to actually write down each instruction and explain the details for each one. This presents a great opportunity to use visual elements, such as diagrams, flowcharts, videos, screenshots, and even GIFS, all of which can help boost comprehension. 

With tools like Snagit, you can turn video clips into animated GIFs , which are a great way to split a video into smaller and more digestible snippets. GIFs can also be used for relaying information when a screenshot isn’t quite enough but a video would be overkill. 

However, if a screenshot is all you need to make your instructions clearer, then Snagit’s step tool lets you add step numbers to a screenshot with nothing more than a click .

Determine if or when it’s ever appropriate to deviate from the process

As well as outlining detailed steps to complete a process, it’s just as important to identify if and when an employee will need to deviate from your step-by-step instructions and provide clear directions of what to do in such a situation. 

While you can’t plan for every potential scenario, you can have a plan in place to deal with the unexpected. That’s why it’s worth having fallback instructions to cover situations when something doesn’t go as planned. Even if the instruction is as simple as consulting a manager, the employee will waste no time trying to figure out the best course of action.  

By doing this, you’ll ensure your staff is aware of potential situations when something doesn’t go entirely to plan and equipped to make informed decisions on how to move forward. 

Put the process into practice 

Once you’ve finalized the actual step-by-step instructions, it’s time to put them into practice! Now’s your chance to test your instructions with the individuals or teams responsible for overseeing or completing a process. 

After implementing a new process, it’s important to assess the effectiveness and success of both the process and the instructions used to complete it. You should also welcome and listen to feedback from members of staff, as this will help identify the challenges they faced in completing the process or following your instructions.

As with most things, there’s always room for improvement, so be sure to update and refine both processes and step-by-step instructions to maximize your team’s efficiency and output over time.

Tips to create amazing step-by-step instructions

Now that you know the basics to create clear and concise step-by-step instructions, there are a few other things to keep in mind that will ensure your providing the best possible directions for your team. 

Remember, the better your instructions are, the easier it will be for employees to complete processes and projects successfully and efficiently.

By following these tips, you’ll be able to create step-by-step instructions that are tailored to the specific needs of your organization, which will drive long-term growth and success. 

Be super-organized

As we’ve already discussed, there’s really no limit to the breadth of topics, processes, and tasks that step-by-step instructions can help explain and simplify. The chances are that if you make a how-to document for one process, you’re going to do it for all your processes, which will leave you with a whole library of instructions covering a wide range of tasks. 

While having a big knowledge bank is great for collaboration and productivity, you need to be incredibly organized to ensure that every set of instructions is accessible to every employee. 

This means storing all your guides on one platform and having logical categories with a series of sub-divisions. You’ll also want to ensure that each set of instructions is well-labeled so that your staff can simply search for individual guides as and when they need to. 

Make your instructions easy to read

It might go without saying, but it’s imperative that all your instructions are easy to read and understand. While this isn’t usually a problem for shorter how-to guides, it can be easy to get lost in longer and more complex sets of instructions.

While the structure of your instructions is key to ensuring they’re easy to follow, using visuals can also help convey complex ideas.

To take this one step further, you can even simplify images and screenshots. With Snagit’s simplify tool, you can replace text and distracting visual elements in an image with simplified objects . This is perfect for when you want the reader to focus on only a portion of an image when cropping isn’t an option.

Give some context to your reader

People learn best when they’re shown (rather than told) how to do something, which is why contextual guidance can be much more effective than simply outlining the features of a tool or piece of software. 

For example, try to create instructions that help the reader solve a specific problem or reach a goal. So rather than telling someone how to do something, try demonstrating it through your instructions and encourage the reader to follow along in real-time. 

This approach will make the instructions much more engaging and will help end-users navigate a tool’s features to complete complex tasks with ease.

Use quality media

If you do decide to use visual media, such as images and videos, in your step-by-step instructions, you have to make sure it’s good quality. 

While that doesn’t mean you need to hire a film crew to create an employee training video , you should, at the very least, ensure the picture and sound quality aren’t distracting your audience. 

You also don’t need advanced equipment, as the built-in webcam and microphone on your computer are probably good enough to create videos, screencasts, and other visuals. 

Make your instructions easy to share

It’s important to remember how busy people are, and when it comes to figuring out how to do something, not everyone will have the time to download and read a large PDF document or presentation.

For this reason, it’s important to ensure that you present your instructions in a visual format that’s easy to share and access in a short amount of time. 

If you’re using Snagit, you can instantly generate a Screencast link to your content where viewers can leave comments or ask questions. Screencast also makes it easy to organize your images and videos into collections for easy access.

written instruction how to

Alexandra White

Alexandra is the Documentation Editor at Joyent, where she takes complicated technical content and makes it friendly for the average human being. She’s been a marketing manager, a web developer, and once upon a time she was the social media intern at TechSmith. She believes in the power of a strong women in tech community. Follow her on twitter for technical strategies and thoughts on women’s rights at @heyawhite. TechSmith is thrilled to work with talented guest bloggers to bring valuable and interesting content to readers. Have a topic suggestion? Tweet us @TechSmith!

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Blog Training and Development

Writing a Work Instruction: A Complete Guide

By Letícia Fonseca , Apr 21, 2022

work instruction

With clear, concise, and coherent work instructions, you can guide workers’ training, performance, and assessment, maintain quality standards and improve efficiency in the workplace.

In this guide, we will dive deep into the definition of a work instruction, its purpose and benefits, and how it should be written.

Then, using Venngage for  Training & Development , you will be able to create actionable and detailed work instructions that will benefit both workers and the company.

Click to jump ahead:

What is a work instruction, why are work instructions important, what should be included in a work instruction.

  • How to write work instructions in 8 steps

FAQs about work instructions

A work instruction is a written document that provides clear and precise steps to carry out a single instruction.

As an example, this work instruction outlines the specific steps on how to file and approve an employee expense claim:

work instruction

Work instructions describe the correct way to perform a certain task or activity. Each task is part of a larger process, so every step must be followed accordingly in order for the task to be performed properly, otherwise it will affect other aspects of the business.

Work instructions are sometimes called work guides,  job aids , or  standard operating procedures . However, work instructions actually differ from the three.

A work instruction is more detailed than a standard operating procedure and it is mandatory, unlike a work guide. Meanwhile, work instructions are just a category under job aids.

Return to Table of Contents

Work instructions are vital to a company’s success as they help in sustaining and supporting processes that make up the day-to-day activities of a business.

What is the purpose of a work instruction?

By creating work instructions, employers ensure that the best way of doing a specific task is clearly communicated, understood, and implemented. 

This guarantees a consistent outcome out of common tasks or projects, no matter who the task owner is. That way, business processes and operations will continue to run smoothly.

What are the benefits of a work instruction?

Work instructions enable companies to keep refining and streamlining their processes. Aside from that, here are other benefits of work instructions:

  • They help reduce risk and prevent errors or accidents. Most work instructions are prepared after multiple refinements, which means that they can establish the safest way to do a job correctly.
  • They save time in the long run. Work instructions help train employees thoroughly so there’s less chance of them wasting time correcting mistakes later on. 
  • They facilitate the continuous improvement of processes and systems so workers can do their jobs better over time.
  • By providing a reference for correct and ideal scenarios, work instructions help with workers’ problem-solving skills and serve as a guide for how workers can execute corrective actions.

Here’s an example of how a work instruction is used to streamline the process of onboarding new employees:

work instruction

The structure and content of work instructions vary depending on the job. However, most work instructions consist of these essential parts:

  • Title and short description of the task
  • Objectives or expected results
  • Purpose of the task
  • Scope of the task
  • Tools or skills required
  • Safety requirements
  • Step-by-step instructions for the task
  • Expected outcome for each step

Here’s an example of a work instruction to help employees learn to use Google Meet: 

work instruction

8 steps for writing an actionable and clear work instruction

Creating a work instruction can be a bit overwhelming especially when there are multiple, detailed steps that need to be dissected. Don’t worry; by following these easy steps, you will be able to write work instructions without any trouble.

Step 1: Choose a task or job for the work instruction

Before anything else, define which task you’re going to write the work instruction for and make sure that you know the exact steps on how to do it. This will give you an idea of what tools, materials, or references you will need for creating the work instruction.

Step 2: Choose a tool for creating your work instruction

Now, decide on a tool you will use to create a work instruction. It should provide you with the easiest way to format and edit your work.

Also, choose a medium that will be the most accessible to users. In this case, the best option is going paperless because a digital file can be accessed anywhere, anytime.

Venngage for  Training & Development  teams offers flexible and user-friendly features to help you create graphical work instructions even without any design experience. You can then conveniently download your work in different file formats or directly share with workers online.

work instruction

Step 3: Write a clear title and introduction

To proceed with writing, first give a background of the process that the task is part of. Then, briefly explain the purpose of the task and the output required from it. Identify who is responsible for carrying out the task, which in this case is the worker.

As for the title, it must refer to the task or job itself. For example, in this template, the title is ‘Responding to a Negative Customer Review:’

work instruction

Step 4: Break down the task into steps

Next, define the steps needed to complete the task and describe each extensively. List the materials that will be used for each step as well. One step is equivalent to one action, so if there is more than one action involved, it means another step is required.

If there are more than 10 steps, subdivide them into different topics, like in this example:

work instruction

Step 5 Enhance the steps

Once you have enumerated all the steps for the task, add images, graphics, icons, or illustrations to support the information you have provided and to better demonstrate each step.

Visual materials can not only capture attention, but they can also enhance learning, so including powerful visuals in your work instruction can help the reader absorb information better.

With Venngage, you can choose from thousands of graphic templates that you can easily customize. Using the smart editor, you can integrate images, colors, and backgrounds into your design with just a few clicks.

As an example, here is a template that effectively uses graphics to demonstrate the step-by-step procedure of navigating an employee management system:

work instruction

Step 6: Format your work instruction

After building and fleshing out the content, it’s time to work on the format. Be consistent and follow the same format throughout the entire document. If you start with middle alignment, then the rest of the text should be aligned at the center.

Make sure that the steps are displayed in a logical sequence, ideally in numerical order. 

Emphasize important information by bolding, italicizing, or using a different font color. Increase the font size for titles and headings for better distinction between sections.

This template is a great example that applies all of the above:

work instruction

Step 7: Proofread and simplify the document

At this point, your work instruction might as well be complete. However, you still need to proofread to catch any mistakes or gaps and simplify to trim down any unnecessary details and clarify ambiguous information.

Replace complicated and multisyllabic words with short and simple ones for better comprehension and readability. Keep sentences under 15 words.

If you shall use specific or technical terminologies, they should be defined within the document. You should also stick with a single term when describing similar things.

For instance, this example uses bullet points and sentence fragments instead of complete sentences to make the document more readable:

work instruction

Step 8: Test the work instruction

By now, your work instruction is finalized. All that’s left to do is to test the working document.

Testing is required to make sure that the work instruction is easy to understand and follow. To do that, have someone perform the task by following the work instruction you have created.

If they found that some parts needed further explanation or clarification, then you need to adjust and revise the document.

But if they were able to follow each step without any difficulty and were able to achieve the specified outcome at the end of the task, it means your work instruction is successful.

What is the difference between processes, procedures, and work instructions?

A process is a series of activities or events from which an output is produced. For example, a recruitment process leads to the employment of a new staff member.

A procedure, on the other hand, outlines how to perform a process. Let’s say in a recruitment process, sourcing, prepping, and converting applicants are some of the activities involved. These activities are outlined in a procedure.

Meanwhile, work instructions detail how an activity within a process is performed. Following the same example, it means the recruitment process may require a work instruction with steps on how to source an applicant, another on how to prep an applicant, and so on.

Processes, procedures, and work instructions are all part of a quality management system. Quality management systems are formalized systems that document business processes with the goal of enhancing customer satisfaction.

What is a standard work instruction?

A standardized work instruction explains how to carry out a procedure and turn it into an action plan through step-by-step guidelines. It is different from a standard operating procedure that provides a guide for what actions to take to fulfill a process.

In conclusion: Writing work instructions can help standardize and improve business processes.

Work instructions ensure that tasks are accurately and efficiently accomplished, therefore preserving quality and continuity in business processes. Use Venngage for  Training & Development  to create your company’s work instructions easily and more creatively.

written instruction how to

A Guide to Effective Writing Instruction

Teacher providing individualized writing support to two students seated at a table, engaging in one-on-one instruction and collaborative writing guidance."

In this blog post, Dr. Gary Troia explores the world of effective writing instruction, linking structured literacy practices with the art of teaching writing effectively to provide valuable insights for educators. Throughout this post, readers will gain a deep understanding of the essential elements of effective writing instruction and how to seamlessly incorporate them into the structured literacy classroom.

Table of Contents

  • Understanding Structured Literacy

The Writing Rope by Joan Sedita

Characteristics of effective writing curriculum, references and further reading, introduction to structured literacy, understanding structured literacy and its role in reading and writing education.

In structured literacy classrooms in which principles associated with the science of reading are employed, teachers use comprehensive, systematic, and explicit instruction to address the fundamental building blocks of successful reading—phonological awareness, phonics patterns, reading fluency, vocabulary knowledge, and reading comprehension (which is addressed primarily through the development of topic and discourse knowledge). Of course, reading is only one aspect of literacy that requires teachers’ expertise and focus; writing development and instruction also benefit from a structured literacy approach. However, many teachers may be unfamiliar with teaching writing using this approach, in part because most teachers have little preparation to teach writing and because there has been a dearth of high-quality writing curricula and instructional materials available for teachers to use. 

?  Download Free Lesson Plans:  Bridge to Writing is a comprehensive writing curriculum for K-5 classrooms that develops strong writers through research-based instruction, making writing instruction easy for teachers and engaging for students.

The Essential Components of Writing Instruction

The Writing Rope by Joan Sedita (2022) offers a convenient way of remembering the critical building blocks of writing in a structured literacy classroom. These are: (1) transcription skills, namely spelling, handwriting, and keyboarding; (2) text structures, including types of writing genres and their main structural elements (e.g., narratives have a setting, a plot with a climax, and character reactions), varied discourse patterns within genres (e.g., compare-contrast versus cause-effect, flashbacks, and flashforwards, haiku versus sonnet), paragraph organization, and vocabulary used to signal linkages and transitions between ideas; (3) syntax, which includes awareness and use of appropriate grammatical structures to most effectively convey meaning; sentence elaboration and combining; and punctuation used to signal syntactic elements; (4) writing craft, namely precise and varied word choice, literary devices (e.g., allusion, symbolism, onomatopoeia), and awareness of task, audience, and purpose; and (5) critical thinking, which includes gathering information through reading source materials and/or performing their own investigations, generating and organizing ideas (i.e., planning), drafting text by hand or through digital means in manageable segments, and revising and editing a text for communicative effectiveness.

All these building blocks in the structured writing classroom must be thoughtfully coordinated to form a comprehensive writing program for students, which is necessary across grades and across disciplines taught in schools to help all students become competent writers. An exemplary writing program also will typically have the following characteristics (see Troia, 2013 for more information):

• Meaningful writing experiences and authentic writing tasks that promote personal and collective expression, reflection, inquiry, discovery, and social change whenever possible to motivate students.      

• A sense of community in which risks are encouraged, children and teachers are both viewed as and engage as writers, personal ownership is expected, and collaboration is a cornerstone so that students are willing to experiment with their writing. 

• Predictable routines that involve both explicit instruction (i.e., modeling with teacher think-aloud, guided collaborative practice with feedback, and independent practice opportunities with feedback) and sustained student practice; in kindergarten, at least 30 minutes daily is recommended, while beyond kindergarten at least one hour daily is recommended, with half the time allocated to explicit instruction (see Graham et al., 2012).     

• A common language for shared expectations and feedback regarding writing quality, which might include the use of traits (e.g., organization, ideas, sentence fluency, word choice, voice, conventions, and presentation).

• Procedural supports such as anchor charts, student-teacher and peer conferences, graphic organizers, checklists for revision/editing, “booster” lessons to help students attain mastery, and computer tools for removing transcription barriers when necessary.

• Integration of writing instruction with reading instruction and content-area instruction (e.g., use of touchstone or mentor texts to guide genre study used for all literacy activities, use of common themes across the curriculum, maintaining learning notebooks in math and science classes as source material for writing, teaching decoding  and  spelling of the same phonics patterns, teaching letter formation while introducing letter-sound correspondences).

• Intentional adjustments to emphasis on teaching the writing process, form, and meaning to meet learners’ needs.          

• Differentiated instruction for struggling learners, multilingual learners, and advanced learners.

• Resident writers and guest authors who share their expertise, struggles, and successes so that children and teachers have positive role models and develop a broader sense of writing craft.

• Opportunities for teachers to upgrade and expand their own conceptions of writing, the writing process, and how children learn to write, primarily through professional development activities but also through being active members of a writing community (e.g., the National Writing Project).

?  Blog Post : Read “11 Science of Reading Resources Every Educator Should Know About” blog post here! Our literacy specialists curated a list of 11+ NEW resources for educators who wish to further their knowledge about the Science of Reading.

Empowering Writers Through Self-Regulation

To assist students with navigating all the complex aspects of writing, teachers should consider the role of self-regulation in writing, as successful writers are highly aware of themselves as writers, of factors that influence their writing performance, and of how to use diverse strategies to manage these factors effectively. Self-regulation in writing includes at least three coordinated components: (1) goal setting, (2)self-talk, and (3) self-evaluation. Incorporating self-regulation components in writing instruction has been shown to positively affect both strong and weak writers’ composing abilities (e.g., Graham, Harris, & Mason, 2005; Graham & Perin, 2007).

The Power of Goal Setting in Writing

Setting goals enhances attention, motivation, and effort and facilitates strategic behaviors (e.g., planning before drafting) through the valuation of goal attainment. In other words, if a goal is sufficiently important, a student will do all that is necessary to attain it. Research has demonstrated that goal setting improves writing skills (e.g., De La Paz, 2007; Page-Voth & Graham, 1999). For goals to have the most beneficial impact on writing behavior and performance and to encourage the student to marshal sufficient effort, they should be challenging (i.e., just beyond the student’s current level of writing skill), proximal (i.e., attainable within a short period of time), concrete, and self-selected or collaboratively established (because real or perceived control boosts achievement motivation). Goals can focus on a writing process (e.g., “I will use my graphic organizer to help me write”; “I will have my writing partner check my paper for mistakes before I put it in my portfolio”) or an aspect of the product (e.g., “I will be sure to have at least three main ideas and, for each idea, two supporting details in my informative paper”; I will include at least five action helpers, descriptive words, or transition words to improve my word choice”).

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The Magic of Self-Talk for Young Writers

Self-talk (instructions, questions, affirmations, or exhortations directed to oneself) helps orient attention to relevant information, organize thoughts, plan actions, and execute behaviors. In addition, self-talk helps one cope with anxiety, frustration, self-doubt, and impulsivity, which tend to plague struggling writers and even those who are more accomplished writers. Self-talk has been widely investigated for several decades by researchers in many areas of psychology—sports, counseling, psychotherapy, and education—with promising results (e.g., Dobson, 2010; Manning & Payne, 1996). With respect to teaching young writers to use self-talk, it is most effective when (1) the content is tailored to the demands of the task and the individual’s needs; (2) it is rehearsed aloud to automaticity and then used as a form of “inner speech” to control thoughts, feelings, and actions; and (3) it is monitored for fidelity of use by the teacher. Examples of self-talk include, “Have I used my revising checklist to check my work?,” “This is hard, but I can do it if I try my best,” “I am good at coming up with ideas, so I will turn in a good paper,” and “Keep concentrating so you do not get distracted!”

Encouraging Self-Evaluation and Growth in Young Writers

Self-evaluation consists of self-monitoring and self-recording behavior and can be used to assess attention, strategy use, and task performance. Frequently, self-evaluation is accomplished through the graphic representation of a target behavior’s occurrence with a goal (thus, these two aspects of self-regulation are functionally interdependent). For instance, students might quantify their use of story structure elements in fictional narratives produced over time on a chart with the maximum score at the top (the goal). Likewise, students can track how many words they have written per time interval, with the goal of increasing their productivity by 25% over baseline. Self-evaluation has been found to positively affect behavior and academic performance (e.g., Lloyd, Bateman, Landrum, & Hallahan, 1989; Maag et al., 1993). Self-evaluation helps students establish worthwhile goals because the concrete data collected during this process provide feedback on their status relative to an external benchmark or a personal goal.

Fostering Writing Skills with Mentor Texts

Several other practices based on empirical research and informed professional practice can help teachers foster writing development (see Graham & Perin, 2007). The examination of touchstone or mentor texts for attributes that students can mimic in their own writing (e.g., a strong lead for an informative article, the use of dialogue to advance the plot in a story, applying onomatopoeia to create vivid sensory details, the use of punctuation and capitalization to mark and build cadence in a poem) helps them internalize a mental model for the written product and identify rhetorical goals. It thus gives students a focus for their planning and revising efforts. The use of mentor texts is enhanced when strong models of particular aspects of writing are contrasted with weak examples. A related instructional practice involves activities to develop genre and topic knowledge. Again, such knowledge can help students acquire internal frames of reference or performance benchmarks for planning and making meaningful revisions to their writing. In many cases, knowledge about a genre is appropriated through immersion in texts that exemplify the canonical genre traits (e.g., story structure) and discussion of (1) how the genre reflects a unique way of communicating ideas within specific contexts (its purposes and functions) and (2) how the genre is embodied in the structure of the text (its form). Explicit and systematic instruction in genre structure, coupled with authentic purposes for reading and writing in that genre, positively impacts the quality of students’ writing within a genre (e.g., Purcell-Gates, Duke, & Martineau, 2007).

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Elevating Writing through Effective Peer and Teacher Conferencing

Finally, peer and teacher conferencing, whether one-on-one or in small groups, is frequently used in structured writing classrooms to engineer better student papers. However, conferencing between students and teachers often has the “flavor” of typical instructional discourse (teacher-controlled and centered on assignment requirements and teacher expectations) rather than egalitarian conversations regarding writing craft and composition content, especially when the teacher is more knowledgeable about the writing topic. Moreover, peer respondents often provide vague and unhelpful comments and suggestions to authors unless they are explicitly taught to give meaningful feedback. Thus, the positive impact of conference feedback on the quality of students’ papers is likely because many students benefit from attention to even the most global aspects of composition, such as text structure and form, and notably improve their texts with even limited revision. To maximize the effectiveness of writing conferences, a teacher should aim to do the following (see Martin & Certo, 2008):

• Establish a conversational stance to understand students’ goals and ideas before discussing specific textual issues.

• Provide frequent and varied opportunities for conferencing about pieces of writing.

• Encourage flash drafting, a technique in which smaller segments of text (e.g., the climax of a story) are drafted, examined (through conferencing), and revised to help the student feel less invested in a completed draft of the whole paper.

• Collaboratively establish concrete goals for planning, drafting, and/or revision.

• Give weaker writers more conference time that is also of high quality.

• Along with a student’s text, use checklists, questionnaires, and graphic aids as touchpoints during conferences to help link concrete tools with strategic behaviors.

Empowering Educators Through Effective Writing Instruction

In conclusion, effective writing instruction is a vital component of literacy education, and when coupled with structured literacy practices, it can genuinely empower educators and students alike. I hope this blog post has shed light on the critical elements of effective writing instruction and how they can be harnessed within structured literacy classrooms. For those eager to explore this topic further, I invite you to learn more about Bridge to Writing at heggerty.org/bridgetowriting, where you can access valuable resources and tools to enhance your teaching journey. Together, we can help students become proficient and confident writers.

?  Ready to dive into more learning?  Take a peek at some of our popular structured literacy resources:

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  • Webinar:   Defining Sight Words, High-Frequency Words, Red Words, and Heart Words
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De La Paz, S. (2007). Managing cognitive demands for writing: Comparing the effects of instructional components in strategy instruction. Reading and Writing Quarterly: Overcoming Learning Difficulties, 23, 249-266.

Dobson, K S. (Ed.). (2010). Handbook of cognitive-behavioral therapies (3rd ed.). Guilford Press.

Graham, S., Bollinger, A., Booth Olson, C., D’Aoust, C., MacArthur, C., McCutchen, D., & Olinghouse, 

N. (2012). Teaching elementary school students to be effective writers: A practice guide (NCEE 2012-

4058). Washington, DC: National Center for Education Evaluation and Regional Assistance, Institute of Education Sciences, U.S. Department of Education. Retrieved from http://ies.ed.gov/ncee/wwc/publications_reviews.aspx#pubsearch.

Graham, S., Harris, K. R., & Mason, L. (2005). Improving the writing performance, knowledge, and self-efficacy of struggling young writers: The effects of self-regulated strategy development. Contemporary Educational Psychology, 30, 207-241.

Graham, S., & Perin, D. (2007). Writing next: Effective strategies to improve writing of adolescents in middle and high schools—A report to Carnegie Corporation of New York . Washington, DC: Alliance for Excellent Education.

Lloyd, J. W., Bateman, D. F., Landrum, T. J., & Hallahan, D. P. (1989). Self-recording of attention versus productivity. Journal of Applied Behavior Analysis, 22, 315-323.

Maag, J. W., Reid, R., & DiGangi, S. A (1993). Differential effects of self-monitoring attention, accuracy, and productivity. Journal of Applied Behavior Analysis, 26, 329-344.

Manning, B. H., & Payne, B. D. (1996). Self-talk for teachers and students: Metacognitive strategies

for personal and classroom use . Allyn & Bacon.

Martin, N. M., & Certo, J. L. (2008, February). Truth or tale? The efficacy of teacher-student writing conferences . Paper presented at the Third Writing Research across Borders Conference, Santa Barbara, CA.

Page-Voth, V., & Graham, S. (1999). Effects of goal setting and strategy use on the writing performance and self-efficacy of students with writing and learning problems. Journal of Educational Psychology, 91, 230-240.

Purcell-Gates, V., Duke, N. K., & Martineau, J. A (2007). Learning to read and write genre-specific texts: Roles of authentic experience and explicit teaching. Reading Research Quarterly, 42, 8-45.

Sedita, J. (2022). The writing rope: A framework for explicit writing instruction in all subjects . Brookes Publishing.

Troia, G. A. (2013). Effective writing instruction in the 21st century. In B. M. Taylor & N. K. Duke (Eds.), Handbook of effective literacy instruction: Research-based practice K-8 (pp. 298-345). Guilford Press.

Photo of author Gary Troia

Gary A. Troia, PhD, CCC-SLP

Gary A. Troia, PhD, CCC-SLP, is Associate Professor of Special Education at Michigan State University. Prior to receiving his doctorate from the University of Maryland in 2000, he worked 10 years in the public schools as a special educator and speech- language pathologist, and 6 years as a university clinical supervisor. Dr. Troia is co- editor of the journal Topics in Language Disorders and serves on the editorial boards of several top special education journals. With colleagues Froma Roth and Colleen Worthington, he developed a phonological awareness intervention program for young at-risk children called Promoting Awareness of Speech Sounds (PASS), published by Attainment Company. With fellow researchers Lori Skibbe and Ryan Bowles and funding through the Institute of Education Sciences, he has developed an online phonological awareness assessment for young children with complex communication needs called ATLAS-PA, one component of the Access to Literacy Assessment System. Dr. Troia has authored over 70 research papers, book chapters, and white papers and has given numerous presentations about his work in the areas of phonological processing and awareness, writing assessment and instruction, and teacher professional development in literacy. He has been awarded over $6.5 million in intramural and extramural grants and contracts.

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Instructional Writing Methods: How to Write Instructions Lesson Plan

How to write instructions introduction.

Writing lesson plans often focus on academic writing. Everyday writing, however, is far more useful. As part of your writing curriculum, include assignments that requires students to write instructions. Begin by teaching students how to write instructions, the most important of instructional writing methods.

An instructional writer must know his or her subject thoroughly, use appropriate and consistent word choice, use the active voice, use the imperative mood, include formatting clues, and limit first person usage. Most importantly, the writer needs to be clear and concise.

Beginning with a Purpose and Audience

Remember as you teach how to write instructions and instructional writing methods that the purpose is to inform.

  • The introduction should be very brief and should provide enough background information for the reader to determine whether or not the article will satisfy his or her need. The introduction is the only appropriate place for creativity.
  • Keep it simple. Your reader doesn’t care about how much you know, where you learned your information, who your paternal grandfather dated in the 8th grade, or what color underwear you have on. They are reading your article for a specific reason. Avoid vague words or technical jargon. If a technical term must be used, be sure to define it the first time you use it.
  • Re member your audience . If the reader were an expert, he or she wouldn’t need your instructions. No matter how clear you think you are, somebody will misinterpret the directions. Pictures are helpful.

Instructional Writing Methods: The Body

When learning or teaching how to write instructions, remember the purpose is to give instructions.

  • The most important section of an instructional article is the instructions. Your article should follow a natural progression of steps, broken into small parts for easy comprehension. Numbered and bulleted lists along with strategic spacing make articles easier to understand. If the order of steps does not matter, use bullets. If the order does matter, use numbers
  • Show clearly who does what if multiple parties are involved. Begin each instruction with an imperative verb. Don’t mix background information with instructional tasks. Be specific on what the reader should do after completing each task.

Instructional Writing Methods: Revise and Test

Make sure instructions are clear!

  • Conduct an experiment before completing your final draft: find volunteers to read your instructions and implement them; observe; take note of any problem; revise and repeat until satisfied with the results.

This post is part of the series: Writing Assignments

Find different writing assignments to give your students.

  • Writing Lesson Plans: How to Write a Biography
  • Teach Your Students How to Write Science Fiction
  • Teaching Instructional Articles: How to Write Instructions
  • Lesson Plan: How to Write an Essay Introduction
  • Sophmores Assess Their High School Role While You Assess Their Writing

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The Basics of Instructional Writing: 3 Simple Steps

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Instructional writing, as the name suggests, provides instructions on how to do something. Whether they are instructions on making lemonade, assembling furniture, operating a machine, repairing a printer, or using a software application, the basics of instructional writing are the same.  

Here are some guidelines to follow when creating instructional content: 

Plan the content  

Study and understand the procedure that you need to document.  

Organize complex procedures into a series of tasks. 

Identify the steps involved in completing each task. 

Arrange the steps in sequence. Make sure to not miss even small steps. 

Add tips or helpful hints and notes where required.   

How do you determine when to break down a procedure into tasks?  

Take the example of an instructional manual for a software application. A simple procedure like "How to log in to the application" can be described in a few steps whereas a more involved procedure like "How to manage user accounts and user roles" can include many steps. It makes sense to break down such procedures into tasks. 

Example (Log in procedure that contains only a single task)  Note: Instructions for the task are provided in this example. 

How to log in to the application: 

Launch the application.  

In the Log In window that displays, enter the username and password, and click Log in. 

The Home screen displays the main user interface. 

Example (User role set up procedure that contains multiple tasks)  Note: Instructions for each task are not provided in this example. 

How to manage user accounts and user roles: 

Task 1 - Add, modify, or delete user roles 

Task 2 - Set up user accounts and user groups 

Task 3 - Assign roles to users/groups 

Task 4 - Set up module access to user groups 

Tip: As demonstrated in the example above, it is best to break down complex procedures into multiple smaller tasks with less steps in each task rather than keep it as a single long procedure with 50 or 70 steps. Tasks with fewer steps (less than 20) will be easier for the reader to follow. 

Organize and structure the content 

Provided below is a typical content structure for an instructional guide: 

A heading that clearly identifies the procedure being documented  

A brief introduction to the procedure 

Any prerequisites that the user should be aware of 

Learning Objectives for each procedure, if applicable for your content 

Tasks in each procedure organized in a logical sequence 

A heading that clearly identifies each task (ideally this should include the action verb for the task)   (For example – Apply an existing color scheme, Create a new color scheme, Modify a color scheme, Create room-specific color scheme) 

Steps within each task organized sequentially using numbered lists and enhanced with graphical references, where required 

Warnings, tips, hints, or notes to provide additional information 

A concluding step that indicates the completion of a task 

The screenshot below is a sample of instructional writing from the ASCENT learning guide Autodesk Inventor 2023: Advanced Assembly Modeling . 

Test your content 

This is an important final step to ensure that the instructions are complete and that there are no missing steps.   

If you are tasked with writing instructions for a product or procedure but are unsure of how to begin, let the technical writers at ASCENT help! Please reach out so we can discuss your project. Email us at: [email protected]   

About the Author Technical Writer and Editor<br><br>Surya has been writing and editing technical content for over two decades in multiple industries. How do you transform complex technical content into an easy-to-understand document? Ask Surya - technical writing is her passion! She has been with ASCENT since 2018. She holds a master’s degree in English Literature, and a diploma in Journalism, and is a certified Technical Writer. Follow on Linkedin More Content by Surya Nair

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Instruction Writing

Improve your child's instruction writing skills.

written instruction how to

Writing clear instructions is a skill your child will have to develop early in their academic life as it will be required throughout high school and beyond, into their professional life as an adult. This writing style has specific characteristics that ensure readers are able to follow and understand what they are being told to do.

Types of instruction writing include:

  • Step-by-step guides
  • Instruction manuals
  • Cooking recipes
  • Travel guides

Learning about instruction writing will also improve your child’s explanation writing skills, as it requires attention to detail, critical thinking and a logical sequence of events to ensure the reader is able to follow these directions.

Writing instructions can also help children understand the importance of clarity in writing and teach them how to use adverbs or adjectives to add relevant context and helpful advice.

We’re here to help your child writer master the art of instruction writing! This page includes guidance from education experts on how you can teach writing instructions to your child, including free worksheets for them to practice.

What is instruction writing?

When writing instructions, your child will need to have attention to detail and knowledge of what they’re explaining, to ensure that the reader can successfully follow their directions.

Instructions are written for all kinds of activities, from cooking, to DIY, to gaming! Explicit instructions are needed to ensure that the reader is able to successfully follow each step until they finalize the product, dish, or project being worked on.

At elementary/primary school level, children should focus on making instructions factual and impartial, to ensure they are writing clear, explicit instructions.

How to write a good set of instructions

In order for your child to write a good set of instructions, they need to include a variety of details that are easy to understand and follow. Here's a list of "instructions" for your child to follow during the instruction writing process:

  • Start all instruction writing pieces with a clear title and brief introduction.
  • List the equipment/materials the reader will need underneath the title.
  • Order each instruction, step by step, using numbers.
  • Ensure that each step follows a logical sequence.
  • Technical writing may be needed.
  • Use action words (verbs) to tell the reader what to do.
  • Use describing words (adverbs) to explain how things should be done in detail.
  • Ensure your child is revising their work as they write each instruction.

Example of a good set of instructions

Looking for further guidance? Use this example to help your child apply the rules above to their own writing:

How to Build a Snowman

  • 6 small rocks
  • Push your snow into a pile.
  • Roll your pile of snow into a ball.
  • Make a second, smaller ball.
  • Carefully place the smaller ball on top of the larger ball.
  • Decorate using the carrot for a nose, the sticks for arms, and the rocks for the eyes and mouth.

Activity & resource

Now that we’ve reviewed what instructions are, talked about what’s necessary to make a good set of instructions, and provided you with an example, it’s time for your child to have a go! The template below will transform your young learner into an instruction writing master! It includes an example, prompts, and sentence starters to guide your child.

Instruction writing resource.

How Night Zookeeper can help

written instruction how to

Nightzookeeper.com is the perfect resource for your child to develop and practice their knowledge of different writing styles! Our reading & writing program for kids can be used by homeschoolers, teachers, or as a supplemental learning resource to improve your child’s writing skills.

Our program uses gamification to teach writing in a fantastically fun way, and includes thousands of high-quality writing activities and resources, such as interactive lessons, word games, reading comprehension challenges, and much more!

All student writing submitted is also graded by our team of tutors, who provide encouraging comments and feedback to support your child’s progress!

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Classroom Q&A

With larry ferlazzo.

In this EdWeek blog, an experiment in knowledge-gathering, Ferlazzo will address readers’ questions on classroom management, ELL instruction, lesson planning, and other issues facing teachers. Send your questions to [email protected]. Read more from this blog.

How to Help Students With Their Writing. 4 Educators Share Their Secrets

written instruction how to

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Teaching students to write is no easy feat, and it’s a topic that has often been discussed on this blog.

It’s also a challenge that can’t have too much discussion!

Today, four educators share their most effective writing lessons.

‘Three Practices That Create Confident Writers’

Penny Kittle teaches first-year writers at Plymouth State University in New Hampshire. She was a teacher and literacy coach in public schools for 34 years and is the author of nine books, including Micro Mentor Texts (Scholastic). She is the founder and president of the Book Love Foundation, which annually grants classroom libraries to teachers throughout North America:

I write almost every day. Like anything I want to do well, I practice. Today, I wrote about the wild dancing, joyful energy, and precious time I spent with my daughter at a Taylor Swift concert. Then I circled back to notes on Larry’s question about teaching writers. I wrote badly, trying to find a through line. I followed detours and crossed out bad ideas. I stopped to think. I tried again. I lost faith in my words. I will get there , I told myself. I trust my process.

I haven’t always written this easily or this much. I wouldn’t say I’m a “natural” writer because I don’t believe they exist. Writing is work. When I entered college, I received a C-minus on my first paper. I was stunned. I had never worked at writing: I was a “first drafter,” an “only drafter.” And truthfully, I didn’t know how or what to practice. I was assigned writing in high school and I completed it. I rarely received feedback. I didn’t get better. I didn’t learn to think like a writer; I thought like a student.

I’ve now spent 40 years studying writing and teaching writers in kindergarten, elementary school, middle school, and high school, as well as teachers earning graduate degrees. Despite their age, writers in school share one remarkably similar trait: a lack of confidence. Confidence is a brilliant and fiery light; it draws your eyes, your heart, and your mind. But in fact, it is as rare as the Northern Lights. I feel its absence every fall in my composition courses.

We can change that.

Confidence blooms in classrooms focused on the growth of writers.

This happens in classrooms where the teacher relies less on lessons and more on a handful of practices. Unfortunately, though, in most classrooms, a heap of time is spent directing students to practice “writing-like” activities: restrictive templates for assignments, with detailed criteria focused on rules. Those activities handcuff writers. If you tell me what to do and how to do it, I will focus on either completing the task or avoiding it. That kind of writing work doesn’t require much thinking; it is merely labor.

Practice creating, on the other hand, is harder, but it is how we develop the important ability to let our ideas come and then shaping them into cohesive arguments, stories, poems, and observations. We have misunderstood the power of writing to create thinking. Likewise, we have misunderstood the limitations of narrow tasks. So, here are my best instructional practices that lead to confidence and growth in writers.

1. Writing Notebooks and Daily Revision. Writers need time to write. Think of it as a habit we begin to engage in with little effort, like serving a tennis ball from the baseline or dribbling a basketball or sewing buttonholes. Writers need daily time to whirl words, to spin ideas, to follow images that blink inside them as they move their pen across the page. In my classroom, writing time most often follows engagement with a poem.

Likewise, writers need guidance in rereading their first drafts of messy thinking. I’ve seen teachers open their notebooks and invite students to watch them shape sentences. They demonstrate how small revisions increase clarity and rhythm. Their students watch them find a focus and maintain it. Teachers show the effort and the joy of writing well.

Here’s an example: We listen to a beautiful poem such as “Montauk” by Sarah Kay, her tribute to growing up. Students write freely from lines or images that spring to them as they listen. I write in my notebook as students write in theirs for 4-5 minutes. Then I read my entry aloud, circling subjects and detours ( I don’t know why I wrote so much about my dog, but maybe I have more to say about this … ). I model how to find a focus. I invite students to do the same.

2. Writers Study Writing . Writers imitate structures, approaches, and ways of reaching readers. They read like writers to find possibilities: Look what the writer did here and here . A template essay can be an effective tool to write for a test, but thankfully, that is a very small and insignificant part of the whole of writing for any of us. Real writing grows from studying the work of other writers. We study sentences, passages, essays, and articles to understand how they work, as we create our own.

3. Writers Have Conversations as They Work . When writers practice the skills and embrace the challenges of writing in community, it expands possibilities. Every line read from a notebook carries the mark of a particular writer: the passion, the voice, the experiences, and the vulnerability of each individual. That kind of sharing drives process talk ( How did you think to write about that? Who do you imagine you are speaking to? ), which showcases the endless variation in writers and leads to “writerly thinking.” It shifts conversations from “right and wrong” to “how and why.”

Long ago, at a local elementary school, in a workshop for teachers, I watched Don Graves list on the chalkboard subjects he was considering writing about. He read over his list and chose one. From there, he wrote several sentences, talking aloud about the decisions he was making as a writer. Then he turned to accept and answer questions.

“Why do this?” someone asked.

“Because you are the most important writer in the room,” Don said. “You are showing students why anyone would write when they don’t have to.” He paused, then added, “If not you, who?”

confidenceblooms

Developing ‘Student Voice’

A former independent school English teacher and administrator, Stephanie Farley is a writer and educational consultant working with teachers and schools on issues of curriculum, assessment, instruction, SEL, and building relationships. Her book, Joyful Learning: Tools to Infuse Your 6-12 Classroom with Meaning, Relevance, and Fun is available from Routledge Eye on Education:

Teaching writing is my favorite part of being a teacher. It’s incredibly fun to talk about books with kids, but for me, it’s even more fun to witness students’ skills and confidence grow as they figure out how to use written language to communicate what they mean.

A lesson I used to like doing was in “voice.” My 8th graders had a hard time understanding what I meant when I asked them to consider “voice” in their writing. The best illustration I came up with was playing Taylor Swift’s song “Blank Space” for students. Some students groaned while others clapped. (Doesn’t this always happen when we play music for students? There’s no song that makes everyone happy!) But when they settled down, I encouraged them to listen to the style: the arrangement, her voice as she sang, the dominant instruments.

Then, I played a cover of “Blank Space” by Ryan Adams. Eyes rolled as the song unfurled through the speakers, but again I reminded students to listen to the arrangement, voice, and instruments. After about 60 seconds of the Adams version, heads nodded in understanding. When the music ended and I asked students to explain voice to me, they said it’s “making something your own … like your own style.” Yes!

The next step was applying this new understanding to their own writing. Students selected a favorite sentence from the books they were reading, then tried to write it in their own voice. We did this a few times, until everyone had competently translated Kwame Alexander into “Rosa-style” or Kelly Link into “Michael-style.” Finally, when it was time for students to write their own longer works—stories, personal essays, or narratives—they intentionally used the words and sentence patterns they had identified as their own voice.

I’m happy to report this method worked! In fact, it was highly effective. Students’ papers were more idiosyncratic, nuanced, and creative. The only change to this lesson I’d make now is trying to find a more zeitgeist-y song with the hope that the groans at the beginning die down a little faster.

itsfun

Teaching ELLs

Irina McGrath, Ph.D., is an assistant principal at Newcomer Academy in the Jefferson County school district in Kentucky and the president of KYTESOL. She is also an adjunct professor at the University of Louisville, Indiana University Southeast, and Bellarmine University. She is a co-creator of the ELL2.0 site that offers free resources for teachers of English learners:

Reflecting on my experience of teaching writing to English learners, I have come to realize that writing can be daunting, especially when students are asked to write in English, a language they are learning to master. The most successful writing lessons I have taught were those that transformed the process into an enjoyable experience, fostering a sense of accomplishment and pride in my students.

To achieve this, I prioritized the establishment of a supportive learning environment. At the beginning of each school year, I set norms that emphasized the importance of writing for everyone, including myself as their teacher. I encouraged students to write in English and their native language and I wrote alongside my English learners to demonstrate that writing is a journey that requires hard work and dedication, regardless of age or previous writing experiences. By witnessing my own struggles, my students felt encouraged to persevere.

My English learners understood that errors were expected and that they were valuable opportunities for growth and improvement. This created a comfortable atmosphere where students felt more confident taking risks and experimenting with their writing. Rather than being discouraged by mistakes, they viewed them as steppingstones toward progress.

In my most effective writing lessons, I provided scaffolds such as sentence stems, sentence frames, and word banks. I also encouraged my students to use translation tools to help generate ideas on paper. These scaffolds empowered English learners to independently tackle more challenging writing assignments and nurtured their confidence in completing writing tasks. During writers’ circles, we discussed the hard work invested in each writing piece, shared our work, and celebrated each other’s success.

Furthermore, my most successful writing lessons integrated reading and writing. I taught my students to read like writers and utilized mentor texts to emulate the craft of established authors, which they could later apply to their own writing. Mentor texts, such as picture books, short stories, or articles, helped my students observe how professional writers use dialogue, sentence structure, and descriptive language to enhance their pieces.

Instead of overwhelming students with information, I broke down writing into meaningful segments and taught through mini lessons. For example, we analyzed the beginnings of various stories to examine story leads. Then, collaboratively, my students and I created several leads together. When they were ready, I encouraged them to craft their own leads and select the most appropriate one for their writing piece.

Ultimately, my most effective lessons were those in which I witnessed the joyful smiles on my English learners’ faces as they engaged with pages filled with written or typed words. It is during those moments that I knew my writers were creating and genuinely enjoying their work.

To access a self-checklist that students and EL teachers can use when teaching or creating a writing piece in English, you can visit the infographic at bit.ly/ABC_of_Writing .

iprovided

‘Model Texts’

Anastasia M. Martinez is an English-language-development and AVID Excel teacher in Pittsburg, Calif.:

As a second-language learner, writing in English had not always been my suit. It was not until graduate school that I immersed myself in a vast array of journals, articles, and other academic works, which ultimately helped me find my academic voice and develop my writing style. Now, working as an ESL teacher with a diverse group of middle school multilingual learners, I always provide a model text relevant to a topic or prompt we are exploring.

When students have a model text, it gives them a starting point for their own writing and presents writing as less scary, where they get stuck on the first sentence and do not know how to start.

At the start of the lesson, prior to using a model text, I create a “do now” activity that guides my students’ attention to the topic and creates a relevant context for the text. After students share their ideas with a partner and then the class, we transition to our lesson objectives, and I introduce the model text. We first use prereading strategies to analyze the text, and students share what they notice based on the title, images, and a number of paragraphs. Then, depending on the students’ proficiency level, I read the text to the class, or students read the text as partners, thinking about what the text was mostly about.

After students read and share their ideas with partners and then the whole class, we transition to deconstructing the text. These multiple reengagements with the text help students become more familiar with it, as well as help students build reading fluency.

When deconstructing the model text, I guide my students through each paragraph and sentence. During that time, students orally share their ideas determining the meaning of specific paragraphs or sentences, which we later annotate in the model text using different colored highlighters or pens. Color coding helps visually guide students through similar parts of the model text. For instance, if we highlight evidence in paragraph 2 in one color, we also highlight evidence in the same color in the following paragraph. It helps students see the similarities between the paragraphs and discover the skeleton of the writing. Additionally, color coding helps students during their writing process and revision. Students can check if they used all parts of the writing based on the colors.

Furthermore, one of the essential pieces during deconstructing model texts that I draw my students’ attention to is transition words and “big words,” or academic vocabulary. We usually box them in the text, and I question students about why the author used a particular word in the text. Later, when students do their own writing, they can integrate new vocabulary and transition words, which enhances their vocabulary and language skills.

As the next step, I invite students to co-create a similar piece of writing with a partner or independently using our model text as their guide. Later, our model text serves as a checklist for individual and partner revisions, which students could use to give each other feedback.

Model texts are an essential part of the writing process in any content-area class. As educators, we should embrace the importance of model texts, as they provide a solid foundation upon which students can develop their unique writing skills, tone, and voice.

modeltexts

Thanks to Penny, Stephanie, Irina, and Anastasia for contributing their thoughts!

Consider contributing a question to be answered in a future post. You can send one to me at [email protected] . When you send it in, let me know if I can use your real name if it’s selected or if you’d prefer remaining anonymous and have a pseudonym in mind.

You can also contact me on Twitter at @Larryferlazzo .

Just a reminder; you can subscribe and receive updates from this blog via email . And if you missed any of the highlights from the first 12 years of this blog, you can see a categorized list here .

The opinions expressed in Classroom Q&A With Larry Ferlazzo are strictly those of the author(s) and do not reflect the opinions or endorsement of Editorial Projects in Education, or any of its publications.

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Digital Promise

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How ai is writing the next chapter in ela instruction.

How can artificial intelligence enhance the teaching and learning of argumentative writing? In pursuit of answers to this question, Digital Promise, a nonprofit organization, partnered with the Bill & Melinda Gates Foundation to introduce Project Topeka — an initiative grounded in research. The Topeka team gained insightful perspectives on both the possibilities and hurdles associated with the integration of AI-driven tools in the classroom.

AI as a Tool for Enhancing Teaching and Learning

AI technologies serve as partners, assistants or substitutes in educational settings, offering personalized feedback, optimizing instruction and potentially reducing teachers' workloads by assisting with grading and enhancing student writing.

Teaching Partner, Grading Assistant or Substitute Teacher?

Teaching Partner, Grading Assistant or Substitute Teacher?

How Using AI Optimizes Instruction and Learning in Secondary Writing

How Using AI Optimizes Instruction and Learning in Secondary Writing

Can AI Help Teachers With Grading?

Can AI Help Teachers With Grading?

Personalizing Language Arts Education With AI Tools: A Teacher's Perspective

Personalizing Language Arts Education With AI Tools: A Teacher's Perspective

Empowering students through ai.

The role of AI in education empowers students to become proactive problem-solvers in their communities and enhance their writing skills through personalized feedback and accelerated learning processes.

How Students Use AI to Design Solutions for Their Community

How Students Use AI to Design Solutions for Their Community

How an AI-Powered Tool Accelerated Student Writing

How an AI-Powered Tool Accelerated Student Writing

Ethical and Practical Considerations in AI Education

AI integration requires addressing ethical and practical challenges, such as maintaining student privacy, navigating the nuances of data use and the risks associated with anthropomorphizing AI tools.

How to Navigate the Nuances of Anonymous and De-Identified Data in AI-Driven Classrooms

How to Navigate the Nuances of Anonymous and De-Identified Data in AI-Driven Classrooms

Anthropomorphism of AI in Learning Environments: Risks of Humanizing the Machine

Anthropomorphism of AI in Learning Environments: Risks of Humanizing the Machine

Collaborative efforts for future-ready education.

Educators, researchers and technology developers need to collaborate to ensure that AI integration supports pedagogical goals and prepares students and educators for a technologically advanced future.

Expertise as Elaboration: Teachers’ Reflections on an AI Tool-Embedded Writing Rubric

Expertise as Elaboration: Teachers’ Reflections on an AI Tool-Embedded Writing Rubric

AI in Higher Ed: Using What We Already Know About Good Teaching Practices

Powerful Learning With Artificial Intelligence For Educators

Powerful Learning With Artificial Intelligence For Educators

Collaborating for the Future of Teaching and Learning With Technology

Collaborating for the Future of Teaching and Learning With Technology

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Apple releases ‘MGIE’, a revolutionary AI model for instruction-based image editing

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Apple has released a new open-source AI model, called “ MGIE ,” that can edit images based on natural language instructions. MGIE, which stands for MLLM-Guided Image Editing, leverages multimodal large language models ( MLLMs ) to interpret user commands and perform pixel-level manipulations. The model can handle various editing aspects, such as Photoshop-style modification, global photo optimization, and local editing.

MGIE is the result of a collaboration between Apple and researchers from the University of California, Santa Barbara. The model was presented in a paper accepted at the International Conference on Learning Representations ( ICLR ) 2024, one of the top venues for AI research. The paper demonstrates the effectiveness of MGIE in improving automatic metrics and human evaluation, all while maintaining competitive inference efficiency.

How does MGIE work?

MGIE is based on the idea of using MLLMs, which are powerful AI models that can process both text and images, to enhance instruction-based image editing. MLLMs have shown remarkable capabilities in cross-modal understanding and visual-aware response generation, but they have not been widely applied to image editing tasks.

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MGIE integrates MLLMs into the image editing process in two ways: First, it uses MLLMs to derive expressive instructions from user input. These instructions are concise and clear and provide explicit guidance for the editing process. For example, given the input “make the sky more blue”, MGIE can produce the instruction “increase the saturation of the sky region by 20%.”

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Second, it uses MLLMs to generate visual imagination, a latent representation of the desired edit. This representation captures the essence of the edit and can be used to guide the pixel-level manipulation. MGIE uses a novel end-to-end training scheme that jointly optimizes the instruction derivation, visual imagination, and image editing modules.

What can MGIE do?

MGIE can handle a wide range of editing scenarios, from simple color adjustments to complex object manipulations. The model can also perform global and local edits, depending on the user’s preference. Some of the features and capabilities of MGIE are:

  • Expressive instruction-based editing: MGIE can produce concise and clear instructions that guide the editing process effectively. This not only improves the quality of the edits but also enhances the overall user experience.
  • Photoshop-style modification: MGIE can perform common Photoshop-style edits, such as cropping, resizing, rotating, flipping, and adding filters. The model can also apply more advanced edits, such as changing the background, adding or removing objects, and blending images.
  • Global photo optimization: MGIE can optimize the overall quality of a photo, such as brightness, contrast, sharpness, and color balance. The model can also apply artistic effects like sketching, painting and cartooning.
  • Local editing: MGIE can edit specific regions or objects in an image, such as faces, eyes, hair, clothes, and accessories. The model can also modify the attributes of these regions or objects, such as shape, size, color, texture and style.

How to use MGIE?

MGIE is available as an open-source pr oject on GitHub, where users can find the code, data, and pre-trained models. The project also provides a demo notebook that shows how to use MGIE for various editing tasks. Users can also try out MGIE online through a web demo hosted on Hugging Face Spaces, a platform for sharing and collaborating on machine learning (ML) projects.

MGIE is designed to be easy to use and flexible to customize. Users can provide natural language instructions to edit images, and MGIE will generate the edited images along with the derived instructions. Users can also provide feedback to MGIE to refine the edits or request different edits. MGIE can also be integrated with other applications or platforms that require image editing functionality.

Why is MGIE so important?

MGIE is a breakthrough in the field of instruction-based image editing, which is a challenging and important task for both AI and human creativity. MGIE demonstrates the potential of using MLLMs to enhance image editing and opens up new possibilities for cross-modal interaction and communication.

MGIE is not only a research achievement, but also a practical and useful tool for various scenarios. MGIE can help users create, modify, and optimize images for personal or professional purposes, such as social media, e-commerce, education, entertainment, and art. MGIE can also empower users to express their ideas and emotions through images and inspire them to explore their creativity.

For Apple, MGIE also highlights the company’s growing prowess in AI research and development . The consumer tech giant has rapidly expanded its machine learning capabilities in recent years, with MGIE being perhaps its most impressive demonstration yet of how AI can enhance everyday creative tasks.

While MGIE represents a major breakthrough, experts say there is still plenty of work ahead to improve multimodal AI systems. But the pace of progress in this field is accelerating quickly. If the hype around MGIE’s release is any indication, this type of assistive AI may soon become an indispensable creative sidekick.

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AI prompts for email writing

Rumina Mateva

Marketing Specialist

Feb 22, 2024 • 9 min read

How to write email prompts to boost your email success (+ Ready ChatGPT Email Prompts Inside)

Table of contents.

Are you spending countless hours drafting and revising marketing emails? Or maybe you don’t even want to hear about email marketing since you think it’s gonna take so much work? Well, not any more! The integration of AI tools such as ChatGPT into our daily routines has significantly simplified the process of writing emails and other content. Yet, the success of writing a persuasive email using ChatGPT depends on a crucial factor: the clarity and precision of the email prompts you provide. The more targeted your input, the more persuasive and impactful your email will be.

What are email prompts?

Email prompts are clear instructions you give to an AI tool, like ChatGPT, to help it understand what you need, especially when you want to write an email. Think of such a prompt as a straightforward task you’re asking the AI to do, like a typical email task. For example, if you need to create emails, you would provide ChatGPT with a prompt that explains exactly what you’re looking for. This could be as simple as “write an email to promote my product” or something more detailed. The better the instructions, the more effectively the AI can produce the email communication you’re aiming for. ChatGPT uses its built-in knowledge and programming to come up with a response that matches your request, based on how you’ve framed the email prompt.

The power of email prompts: AI’s role in your email marketing success

So here’s how AI tools like ChatGPT and the right email prompt help you whip up emails that turn readers into buyers, nudging up those all-important sales numbers.

  • Write emails faster and save precious time – The true beauty of using AI lies in its speed. Imagine inputting a ChatGPT email prompt and receiving a polished first draft of your persuasive email in a blink, allowing you and your team to focus on strategy and growth rather than getting bogged down in the writing process. With email prompts, you’re always just a few clicks away from your next great email. 
  • It helps if you’re not a copywriter – Not everyone has the knack for writing, but that shouldn’t stop you from creating engaging emails. AI steps in as your virtual copywriter, crafting content that resonates with your audience when you give it the right email prompt. It can adapt to your brand’s voice, ensuring that each message feels engaging, even if you’re new to the art of copywriting, giving you the confidence to communicate effectively with your customers.
  • Come up with new ideas – One of the most daunting tasks in email marketing is keeping content fresh and exciting. Software like ChatGPT, fortified with extensive data from countless human-written texts, serves as a boundless wellspring of creativity, offering valuable insights and relevant email marketing ideas, ensuring your campaigns stand out in a crowded inbox. And email prompts are the spark that ignites this creative engine, providing the direction needed for AI to generate engaging content.
  • Boost conversions – At the heart of email marketing is the desire to convert readers into customers. By leveraging a well-crafted ChatGPT email prompt, you can create emails that capture attention and encourage action. The result? Improved click-through rates and conversions, driving measurable success for your campaigns.
  • Better text quality and tone of voice – If you have a draft but are unsure about the tone, wording, or structure, tell ChatGPT your goals, and it will iterate with that draft to convert it into a polished, compelling email copy.

ChatGPT email prompts that convert

When you’re using ChatGPT to write emails, the key to success is crafting a respectful and concise request, known as prompt. But how do you create the perfect ChatGPT email prompt? It might seem tricky, but with the right communication skills and some helpful tips, you can master the art of creating awesome emails with the help of email prompts in no time.

To help you get started, we’re offering a guide filled with email prompt templates. These templates are designed to make your email writing process faster and more efficient. By following the provided prompts, you’ll be able to craft emails that are clear, impactful, and tailored to your needs. Ready to harness the power of ChatGPT for your email writing? Keep reading to get our free, ready-to-use ChatGPT email prompt templates and start creating amazing emails effortlessly.

With these prompts, ChatGPT becomes your trusted assistant for all things related to email marketing. It can help you create attention-grabbing subject lines, write persuasive email content, and offer tips on increasing your subscriber base. Learn how to create the right ChatGPT prompts, and you can save both time and mental capacity while ensuring your emails are compelling and you reach your business goals.

Access Ready-to-Use Email Prompt Templates

Our team has crafted a collection of ready-to-use prompt templates, available to everyone at no cost, so you can immediately harness the efficiency of ChatGPT in your upcoming campaigns. Simply download the document containing these templates, and inside you’ll discover:

  • ChatGPT prompt templates that can generate diverse email campaigns with a single command.
  • Additional bonus prompts that provide creative campaign ideas and strategies for growing your subscriber list.
  • Tailored prompts specifically designed for the SiteGround Email Marketing Tool.

Avoid the hassle of learning the intricacies of prompt crafting and save time by using our pre-made templates straight away.

Get Ready Email Prompts

Download our free, ready-to-use ChatGPT email prompt templates prepared by AI professionals. Try them out to create engaging and successful emails in no time.

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Mastering ChatGPT Prompts: A Step-by-Step Guide to Crafting Professional Emails That Engage

Interested in writing emails more effectively? To make the most of a smart tool like ChatGPT, you need to provide it with the right ChatGPT prompts. This skill is essential for guiding ChatGPT to write effective professional emails.

We’ll guide you through the process by using a practical example: we’ll design an engaging campaign for an imaginary yoga studio – a situation any small business owner can tailor to their marketing efforts. Our easy strategies come with handy prompt templates that help you write emails your readers will want to read.

Step 1: Crafting Email Subject Lines with a Personal Touch

Your subject line is the first thing recipients see, so it needs to grab their attention. When you’re coming up with a subject line, being specific is key. Highlight the main attraction of your promotion, event, or new product.

  • Express Genuine Interest : Summarize your email’s core message or special offer in a nutshell.
  • Valuable Tips for Context : Mention the specific event or occasion your email is about, like a seasonal sale or a new product launch, to give your subject line the right flavor.
  • Create Excitement : Decide if you want your subject line to spark curiosity, create a sense of urgency, or offer something exclusive.
  • Personal Touch with A/B Testing : If you’re experimenting with different subject lines, request a few options to find out which one resonates most with your audience.
  • Keep It Short : Aim for a subject line that’s between 30 to 50 characters or 4 to 7 words for optimal impact.

Here’s how we could phrase the prompt: “ Create a punchy subject line for a yoga studio’s 1-year anniversary, offering 20% off gift cards, with a celebratory and urgent tone.”

Step 2: Crafting Email Headers That Engage and Inform

Email headers are crucial for keeping your reader’s attention after they’ve opened your email. When you’re coming up with a header, consider what information you’re about to share. Are you telling stories of customer success? Highlighting your newest product features? Or maybe you’re offering exclusive early access to a special deal?

  • Inform Customers: Clearly describe what the next section of your email will cover.
  • Relevant Information with the Right Tone: Choose the right tone for your message, whether it’s professional, casual, or light-hearted.
  • Inviting Email with Keywords: Include any specific keywords that are important to your message.
  • Brevity and Clarity: Keep your titles short and to the point, but make sure they accurately preview the content that follows.

Here’s how you could phrase your prompt: “ Generate a short email headline about a yoga studio’s anniversary gift card sale, with a celebratory tone, including ‘anniversary’ and ‘discount’.”

Step 3: Prompts for Email Body Copy That Connects and Converts

The main content of your email is where you truly engage with your audience. This is your opportunity to share information, spark interest, and encourage action. When you’re preparing to write this part, you’ll want to give clear instructions that outline the purpose of the email, the tone it should convey, and all the details and as much context that need to be included.

  • Define the Purpose : Be clear about what you want the email to achieve. Are you looking to educate, promote a sale, or extend an invitation?
  • Know Your Audience : Identify who you’re speaking to. This helps you write an informative email that addresses specific pain points and interests.
  • Set the Right Tone : Choose a tone that matches your message, whether it’s formal, friendly, compelling, or strictly professional.
  • Highlight Key Features : Ensure you include essential information such as product benefits, event information, or exclusive deals.
  • Consider Length : Decide on the length of the email. A newsletter might be a lengthy email packed with information, while sales emails should be shorter to quickly create excitement and prompt action.

Here’s how you could phrase your prompt: “ Craft a brief, engaging email body for a yoga studio celebrating its 1-year anniversary, offering a 20% discount on gift cards, aimed at existing customers, with a friendly and celebratory tone.”

Step 4: Prompts for Email Images

Visuals can speak louder than words, and AI can help you pick the right ones. When you’re looking for images that tell your story, ask your AI to suggest visuals that complement your message. Here’s a structured approach to formulating your prompt:

  • Define the theme : Clearly articulate the central theme or subject of your email campaign. This sets the foundation for the type of imagery you’re seeking.
  • Specify elements: Include key elements that must be present in the image, such as objects, colors, or actions that are relevant to your message.
  • Set the mood: Describe the desired mood or emotion the image should evoke. This could range from joyful and vibrant to serene and calming, depending on your campaign’s tone.
  • Mention style and aesthetics : If there’s a particular art style or aesthetic you want the image to reflect, such as minimalist, hand-drawn, or photorealistic, include this in your prompt.
  • Consider composition : Offer guidance on the composition or layout, especially if the image needs to accommodate text overlays or other design elements.
  • Provide context: If the image needs to fit within a specific cultural or seasonal context, make sure to mention this.

Here’s how you could phrase your prompt: “ Generate a photorealistic image that captures the essence of a yoga studio’s 1-year anniversary, incorporating elements like a tranquil yoga setting, celebratory accents like balloons or candles, in a soft, warm color palette that conveys a sense of joy and community, with a clean, modern aesthetic.”

Step 5: AI prompts for CTAs That Get Clicks

A strong call-to-action (CTA) is key to turning readers into customers. When you’re coming up with CTAs, make sure you’re clear about the action you want the reader to take and why they should take it promptly.

  • Clear Call to Action : Specify exactly what you want your email recipients to do next.
  • Urgency: If it’s time-sensitive, add a note that conveys urgency to prompt quick action.
  • Incentives : If there’s a special deal or advantage, make sure your CTA highlights this benefit.

Here’s how you could phrase your prompt: “ Create a subject line that prompts email recipients to act now on a limited-time 20% discount offer for yoga studio gift cards in celebration of the studio’s 1-year anniversary.”

SiteGround Email Marketing: Effortless AI-Powered Campaigns at Your Fingertips

What if you had a tool that is already pre-trained AI for email marketing, so you wouldn’t have to worry about the above? And even if you’re unsure how to ask for what you want to still get the best results? 

That’s what our SiteGround Email Marketing tool offers. It has a built-in AI tool ready to write emails for you out-of-the-box. Users are one click away from accessing the powerful AI email writer directly in our easy, no-code email builder. The AI email writer is educated by our AI engineers and Content creators to deliver spot-on content for different types of emails with just a few clicks, taking care of subject lines, section titles, bodies, CTA’s, and more. The best part is that you don’t need to provide lengthy email prompts. Our tool is happy with short commands from you and uses its knowledge to smartly fill in any missing information. Plus, you can easily adjust the tone of the content or regenerate it with just one click. This feature gives you complete creative control with minimal effort and all that’s left for you is hit send.

written instruction how to

And just to show you how easy it is, we put our own prompt templates to the test. Using the SiteGround Email Marketing tool, we crafted an email campaign for our fictional yoga studio celebrating its 1-year anniversary in a mere 5 minutes — complete with content from our AI email writer and visuals from our AI image gallery.

written instruction how to

Pro ChatGPT email prompt tips

To ensure that your ChatGPT email prompts hits the mark, avoid common pitfalls and follow these strategic tips.

Tip 1: Segment Your List

Before you even begin writing email prompts, segment your email list. Tailor your AI prompts to each segment’s interests, behaviors, and demographics to increase relevance and engagement.

Tip 2: Be Specific

Vague prompts produce vague results. Provide the AI with detailed information about the purpose of the email, the tone, the desired action, and any unique selling points.

Tip 3: Leverage Brand Voice

Ensure your email prompts reflect your brand’s voice. Whether it’s professional, whimsical, or authoritative, maintaining a consistent voice helps build brand recognition and trust.

Tip 4: Focus on Clarity

Your email prompts should be clear and concise. Ambiguity can lead to confusing content that fails to resonate with your audience.

Tip 5: Prioritize Relevance

Make sure your prompts lead to content that’s relevant to your audience’s current needs and interests. Tie in current events, seasonal themes, or trending topics when appropriate.

Tip 6: A/B Test Your Email Prompts

Don’t rely on a single prompt. Test different variations to see which generates the best content and, ultimately, the best open and click-through rates.

Tip 7: Analyze and Adapt

Use analytics to track the performance of your AI-generated emails. Refine your prompts based on what works and what doesn’t to continually improve your campaigns.

Tip 8: Craft Clear CTAs

Your email prompts should guide the AI to create clear and compelling calls-to-action. Be explicit about what you want the reader to do next.

Tip 9: Create Urgency

Incorporate elements of urgency or scarcity in your prompts to encourage prompt action, such as limited-time offers or exclusive deals for the first few subscribers.

By avoiding common mistakes and implementing these tips, you are well on your way to using AI for your email writing like a pro! 

How to track your success from using ChatGPT prompts?

To figure out if using GhatGPT email prompts actually pays off, watch for key signs like how many people are opening your emails, how many are clicking on links, how many are taking the action you want them to (like making a purchase), and how much money you’re making from these emails. By looking at these numbers, you can see what’s working and what’s not, and make your next emails even better.

Interested in finding the middle ground between content writing, marketing assets and the ever-evolving technology.

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  1. Answer Writing Techniques

  2. Workshop helps teachers tackle importance of handwriting

  3. STEP BY STEP GUIDE

  4. A Look At A Poorly Written Instruction Manual Vs A Well Written Instruction Manual

  5. Knitting Very Easy Socks For Ladies & Men

  6. The Link Between Reading Comprehension and Written Composition

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  1. How to Write Instructions (with Pictures)

    1 Know your audience. The first thing to do when writing instructions is to know your audience. Who are you writing for? Are these people experts or novices? Knowing your audience helps you choose your words, your level of detail, and the way you structure the instructions. [1]

  2. 5 Top Tips for Writing Clear Instructions

    Write instructions using simple, easy-to-understand language. Get your instructions proofread to make sure they're error free. We will look at these tips for writing clear instructions in more detail below. 1. Write an Introduction Start your instructions with a short introduction. This should detail:

  3. Writing Instructions: Definition and Examples

    Instructions are often written in the form of a numbered list so that users can clearly recognize the sequence of the tasks. Effective instructions commonly include visual elements (such as pictures, diagrams, and flowcharts) that illustrate and clarify the text.

  4. 7.7 Writing Instructions

    1. Do a careful audience and task analysis Early in the process, define the audience and situation of your instructions. Remember that defining an audience means defining the level of familiarity your readers have with the topic. 2. Determine the number of tasks How many tasks are there in the procedure you are writing about?

  5. Writing step-by-step instructions

    Tips for writing steps Simple instructions with right angle brackets Follow these guidelines to help you create clear, easy-to-follow instructions, whether you're writing simple, single-step procedures or complex procedures that consist of multiple steps. See also Formatting text in instructions Formatting punctuation Complex procedures

  6. Chapter 10: Writing Instructions

    Ultimately, good instruction writing requires: Clear, concise writing A thorough understanding of the procedure in all its technical detail Your ability to put yourself in the place of the reader, the person trying to use your instructions Your ability to visualize the procedure in great detail and to capture that awareness on paper

  7. How to Write a Manual (with Pictures)

    How to Write a Manual Download Article parts 1 Get to Know the Subject 2 Plan Your Manual Layout 3 Start Writing + Show 1 more... Other Sections Questions & Answers Video References Article Summary Author Info Last Updated: November 11, 2023 Fact Checked Writing an instruction manual may seem like a daunting task, but it's easier than you think!

  8. Five Top Tips for Writing Instructions

    Tip #1: Arrange the steps in a task in a logical sequence When documenting a task, arrange the steps in a logical sequence and number the steps. The sample screenshot below (from the ASCENT learning guide Autodesk Inventor 2023: Advanced Part Modeling) shows how the steps have been arranged in a logical sequence.

  9. How to Write Good Work Instructions: 10 Easy Steps

    10. Make Your Guidebooks Match Reality. And our last but essential step on how to write good work instructions is to make sure your guidebooks match the work being done on the shop floor. If the instructions are not in line with the reality of the shop floor, then your work instructions will lose credibility. As our Partner Manager, Mat Samson ...

  10. Writing Instructions and Procedures

    Clear and accurate instructions and procedures are essential to the world of work. Instructions tell - and frequently show - how to do something: perform a s...

  11. Writing Instructions

    One of the most common and important uses of technical writing is instructions—those step-by-step explanations of how to do things: assemble something, operate something, repair something, or explain a personal process (enrolling in college, for example) so that readers may better understand it and possibly use it themselves.

  12. Instructions: How to Write Procedures for Busy Grouches

    Stand in a circle. Sing the following words, performing the actions described. "You put your right hand in.". (Put your right hand into the center of the circle.) "You put your right hand out.". (Let your right hand fall to your side, or hold it away from the center of the circle.) "You put your right hand in.".

  13. 7. Writing Instructions

    badly written instructions. What follows in this chapter may not be a fool-proof, goof-proof guide to writing instructions, but it will show you what professionals consider the best techniques. Ultimately, good instruction writing requires: Clear, concise writing A thorough understanding of the procedure in all its technical detail

  14. Four Strategies for Effective Writing Instruction

    The single most effective instructional strategy that I have used to teach writing is shared writing. Shared writing is when the teacher and students write collaboratively. In shared...

  15. How to Create Step-By-Step Instructions?

    How to Create Amazing Step-By-Step Instructions In today's fast-paced business environment, providing employees and end-users with clear and concise instructions on how to perform a task or use a product is vital to every organization's communication strategy.

  16. Writing a Work Instruction: A Complete Guide

    Step 1: Choose a task or job for the work instruction. Before anything else, define which task you're going to write the work instruction for and make sure that you know the exact steps on how to do it. This will give you an idea of what tools, materials, or references you will need for creating the work instruction.

  17. A Guide to Effective Writing Instruction

    A Guide to Effective Writing Instruction November 2nd, 2023 Blog Post By Gary A. Troia, PhD, CCC-SLP In this blog post, Dr. Gary Troia explores the world of effective writing instruction, linking structured literacy practices with the art of teaching writing effectively to provide valuable insights for educators.

  18. Six principles for high-quality, effective writing instruction for all

    It rests on six key principles: Students need explicit instruction in writing, beginning in the early elementary grades. Sentences are the building blocks of all writing. When embedded in the content of the curriculum, writing instruction is a powerful teaching tool. The content of the curriculum drives the rigor of the writing activities.

  19. Instructional Writing Methods: How to Write Instructions Lesson Plan

    When learning or teaching how to write instructions, remember the purpose is to give instructions. The most important section of an instructional article is the instructions. Your article should follow a natural progression of steps, broken into small parts for easy comprehension. Numbered and bulleted lists along with strategic spacing make ...

  20. PDF Strategies for Essay Writing

    of strong writing are shared across the disciplines. Below, you'll find three examples of introductions written for Harvard College courses in different disciplines. While the introductions focus on very different topics, each one contains the key elements of an introduction: orienting information, an explanation of what's at stake, and a ...

  21. 7 Steps to Write a How-to Guide (With Examples)

    What Is a How-to Guide? This article. It's an informative piece of written instructions that teaches a new skill or highlights important complex information. Most how-to guides use step-by-step instructions to make the content actionable and easy to navigate. Let's use this guide's 7-step approach as an example.

  22. The Basics of Instructional Writing: 3 Simple Steps

    Task 1 - Add, modify, or delete user roles. Task 2 - Set up user accounts and user groups. Task 3 - Assign roles to users/groups. Task 4 - Set up module access to user groups. Tip: As demonstrated in the example above, it is best to break down complex procedures into multiple smaller tasks with less steps in each task rather than keep it as a ...

  23. Instruction Writing

    A carrot. 2 sticks. 6 small rocks. Method: Push your snow into a pile. Roll your pile of snow into a ball. Make a second, smaller ball. Carefully place the smaller ball on top of the larger ball. Decorate using the carrot for a nose, the sticks for arms, and the rocks for the eyes and mouth.

  24. How to Help Students With Their Writing. 4 Educators Share Their

    Real writing grows from studying the work of other writers. We study sentences, passages, essays, and articles to understand how they work, as we create our own. 3. Writers Have Conversations as ...

  25. How AI is Writing the Next Chapter in ELA Instruction

    AI as a Tool for Enhancing Teaching and Learning. AI technologies serve as partners, assistants or substitutes in educational settings, offering personalized feedback, optimizing instruction and potentially reducing teachers' workloads by assisting with grading and enhancing student writing. Sponsored.

  26. Apple releases 'MGIE', a revolutionary AI model for instruction-based

    Apple's MGIE is a revolutionary AI model that can edit images based on natural language instructions, using multimodal large language models to generate expressive and imaginative edits.

  27. How to write email prompts to boost your email success

    The better the instructions, the more effectively the AI can produce the email communication you're aiming for. ChatGPT uses its built-in knowledge and programming to come up with a response that matches your request, based on how you've framed the email prompt. ... Write emails faster and save precious time - The true beauty of using AI ...