How to Write Instructions

Divide into small pieces. Whether it’s a simple step-by-step instruction sheet, or a manual for a 35mm digital camera, breaking it down into easy-to-handle pieces has several benefits:

• You can focus on each part of the product as a whole. Your goal is to familiarize the user with the process learning method. How to use each function can be explained in the last section, if desired, or left to the user to discover on their own.

Follow the logical sequence. For example, it doesn’t help if you describe how the camera flash works before you describe how to mount the lens, mount the film, turn on the camera, and adjust focus. This is extremely effective if you do not really understand the topic in depth.

Think of the outline as a table of contents.

Review the steps. Once you’ve identified the logical sections, review to make sure you’ve covered everything.

Collect needed supplies. The equipment you are describing should be prepared and ready to use immediately as stated in the instructions. If you’re making a paper box, you’ll need to have your paper, scissors, tape, glue, and ruler ready. If you are writing about a camera, make sure the camera is disassembled. If possible, the product you are writing about should be returned to the box during this step.

Write an introduction. The introduction sets the tone for the entire tutorial, and gives the reader an overview of the type of guide they are about to read. Will this be a light-hearted, humorous document or clear and logical? That depends on your readers. You should use spoken language in materials that teach children how to make a cardboard box, not in a doctor’s guide to heart surgery. Define the tone from the start and be consistent throughout the documentation.

Follow each step you wrote. As you take it one step at a time, your instructions will not only be more honest and believable, but will also help you not miss a step.

• If for some reason it is difficult for you to take the steps, think twice and ask someone who is an expert to help.

Number of steps. Numbered steps make it easy for everyone to follow and review if they lose their way.

• If you’re writing on paper, leave space between each step. Remember to renumber if you add a step.

More tips and warnings. As you write, you may realize that problems will arise if the user is not careful.

• On the contrary, if there is any knowledge that makes it easier and more enjoyable for users to use, please add it.

Practice again. Only use the instructions you have written down, do exactly what they say. If you spot missing parts of your instructions, add the necessary information. Repeat this step until you have all the steps and can follow what you wrote without any extra notes.

• Maybe ask a friend or two to use the tutorial first. Carefully monitor how they use the product. See where they skim quickly. See which step they are disoriented, confused, or unable to take. Listen to them, then adjust the instructions accordingly.

Read the instructions again. You shouldn’t send the final copy to the editor (whether it’s your agency or your spouse) as a guide full of errors.

Start from the top down. Once you have all the necessary detailed steps, go through the entire guide to find the right titles for each group.

• Name and note the location.

Write a Table of Contents, if possible. See wikiHow’s arrangement as an example. The main page will state the headings of each section. As you go into each section, there will be subgroups and in the subgroups the headings will be listed. The more detailed your instructions, the more large and small groups you will need. (Example of How to Whistle is not required, How to Carve the Flute will take a few, and How to Play the Flute will take a lot!)

Re-edit. That’s right, you’ve already done it once. But the second time you will still be able to spot small errors or unclear points.

• For a more thorough guide, you can take this opportunity to jot down all the subtopics, and use that information to create a table of contents.