How to Write Instructions
ENG 271
November 5, 2008
What is the purpose of instructions?
Primarily
• To enable users to complete tasks
Secondarily
• To tell users the following:
– How to do something
– Why to do it
– What materials and equipment are necessary
– Where to begin
– What to do next
– How to recover from something gone wrong
Why are instructions important?
• Jury example
Why are instructions important?
• Jury example
• Prescription drug example
Total patients who
completed survey
questionnaire
Prescriptions
specifying dosing
instructions in
hourly intervals
Prescriptions with
dosing instructions
specifying daily
frequency
Patients who
misunderstood
dosing instructions
71
55 (77%)
429
4 (.99%)
Taken from Burnett, Rebecca. Technical Communication 6th ed.
Why are instructions important?
• Jury example
• Prescription drug example
• Legal liability
Content Elements of Instructions
• Use a clear and limiting title
Bicycle Tune-Ups
How to Give Your Bicycle a Tune-Up
How to Change the Oil in Your Car
How to Change the Oil in a 2000 Mazda Protégé ES
Content Elements of Instructions
• Use a clear and limiting title
• Be an informed author
– If you haven’t done it, how can you tell
anybody else how to do it?
– The paradox: you’re an expert, but the user
isn’t. How can you communicate so they’ll
understand you?
Content Elements of Instructions
• Use a clear and limiting title
• Be an informed author
• Use visuals
Content Elements of Instructions
•
•
•
•
Use a clear and limiting title
Be an informed author
Use visuals
Use an appropriate level of detail and
technicality
Tips to Provide an “Appropriate”
Level of Detail and Technicality
• Provide background information so the reader
understands the need for instructions
• Provide “enough” detail
– Include enough steps and detail so the instructions
can stand alone
– Provide only what users need
– Instead of focusing on the product, focus on the
task
– Omit steps that are obvious
– Divide the task into simple steps and substeps
– Allow users to focus on one task at a time
Example
Step 3: Fill in your name and address on the
coupon, send it to the manufacturer within
two weeks, return to the retail merchant
when your letter of approval arrives from
the manufacturer, and pick up your free
toaster oven.
Example
Step 3: Fill in your name and address on the
coupon.
Step 4: Send it to the manufacturer within
two weeks.
Step 5: Show your retail merchant the letter
of approval after it arrives from the
manufacturer.
Step 6: Pick up your free toaster oven.
Content Elements of Instructions
•
•
•
•
Use a clear and limiting title
Be an informed author
Use visuals
Use an appropriate level of detail and
technicality
• Include rationale for steps
Formal Elements of Instructions
• Sequential order
Formal Elements of Instructions
• Sequential order
• Imperative mood
The student clamps the specimen onto the flat plate.
You should clamp the specimen onto the flat plate.
It is important to clamp the specimen onto the flat plate.
The specimen is clamped onto the flat plate.
Clamp the specimen onto the flat plate.
It is important to not type anything after the target drive
name.
The lantern should be primed by pumping the lever for 1520 seconds.
Formal Elements of Instructions
• Sequential order
• Imperative mood
• Parallelism
Always Observe Safety Rules
Not Parallel
1. Wearing of safety glasses.
2. Proper tool for the job.
3. Use only tools that are
functioning.
4. Maintain a clean, organized
work area.
5. Questions relating to
procedures or the proper
handling of tools should be
presented to your group leader.
Parallel
Formal Elements of Instructions
•
•
•
•
Sequential order
Imperative mood
Parallelism
Use a title, headings, and subheadings to
organize information
Formal Elements of Instructions
•
•
•
•
Sequential order
Imperative mood
Parallelism
Use a title, headings, and subheadings to
organize information
• Warnings
CAUTION
Formal Elements of Instructions
•
•
•
•
Sequential order
Imperative mood
Parallelism
Use a title, headings, and subheadings to
organize information
• Warnings
• Notes and Hazard Notices
Formal Elements of Instructions
•
•
•
•
Sequential order
Imperative mood
Parallelism
Use a title, headings, and subheadings to
organize information
• Warnings
• Notes and Hazard Notices
• Visuals
Formal Elements of Instructions
•
•
•
•
•
•
•
•
Sequential order
Imperative mood
Parallelism
Use a title, headings, and subheadings to
organize information
Warnings
Notes and Hazard Notices
Visuals
Separate steps visually