Steps to Writing Instructions

Instructions Content

Be sure to read the section on “Document Design” before creating your instructional document. Using a clear, logical, and consistent visual layout, either on the page or on the screen, is a key part of writing successful instructions–after all, your writing might be perfectly clear, but if it’s all crammed together without using things like white space, clearly numbered steps and substeps, bold text, and bullet points, users will have difficulty following along, especially when returning to the document after each step and attempting to locate the next one. Those visual cues can make all the difference in how successful (and how frustrated!) your audience is in carrying out the task correctly.

A step-by-step guide to writing instructions

1. Introduction

Identify the task and goal by defining:

• • • What the user needs to do
    • What a successful outcome looks like

Example: 

• • • • Task: Replace a car battery
      • Goal: Vehicle starts and electrical system functions correctly

*You may also need to include some of the following information:

• • • What the audience needs in terms of knowledge and background to understand the instructions
    • Conditions for when these instructions should (or should not) be used.

2. Understand Your Audience

Adjust detail based on who will use the instructions:

• • • Entry-level: more guidance and explanations
    • Experienced: concise, assumes prior knowledge

This affects wording, step detail, and whether you include definitions or warnings.

3. Break the Task into Steps

List every action required in the correct order:

• • • Start with preparation steps
    • Move through the main task
    • End with checks or completion steps

Each step should include one clear action.

4. Use Clear, Direct Language

Write steps using:

• • • Action verbs (e.g., “Remove,” “Check,” “Install”)
    • Specific terms (avoid “thing,” “stuff,” “it”)

Instead of: Attach the second part

Write: Tighten the mounting bolts on A to underside of B using a torque wrench

5. Organize for Readability

Structure the document so it’s easy to follow:

• • • Use a clear title
    • Add section headers (Steps, Safety Notes, Checks)
    • Number the steps in order

6. Include Safety Precautions and Warning Statements

Add safety information where relevant:

• • • Before dangerous steps
    • In a separate “Safety Notes” section if needed

Example: Disconnect the negative battery terminal before starting work.

7. Add Decision Points and Checks

Help users know what to do next:

• • • Include conditions (“If X happens, do Y”)
    • Add quality checks at the end

Example: If the brake pads are below minimum thickness, replace them.

8. Test the Instructions

• • • Have someone carry out the instructions
    • Be sure they’re followed step by step and in order
    • Check for any missing steps, unclear wording, or additional explanation that may need to be added.

If someone else can complete the task using only your instructions, then take pride in a job well-done!

9. Revise for Clarity and Accessibility

Improve the final version:

• • • Remove unnecessary wording
    • Replace vague phrases
    • Be sure you’re using active verbs
    • If using visuals, make sure that you’re not relying on them alone
      • Steer clear of statements like, “see above” or “see figure 2”

10. Format Consistently

Keep formatting uniform across documents:

• • • • Same style of headings
      • Same step structure
      • Consistent terminology

Consistency helps users learn and trust the documentation.