Writing Instructions

Look at the sentences given below:

How to make cold coffee:

 Dissolve instant coffee powder and sugar in boiling water and allow to cool.
 Blend the coffee mixture and milk in a blender for few seconds.
 Add cream and crushed ice.
 Blend for another few seconds till it becomes frothy.
 Garnish with cream swirls and serve chilled.

While writing a recipe, definite and crispy directives are given in order to make the desired food
item. The action verbs like ‘dissolve’, ‘blend’, ‘add’ and ‘garnish’ tells you directly what to
do. Such words are called imperatives.
Such quick and action-based imperatives are used to write instructions.
Now read the following and guess:
What one word fits best in all the blanks?
Where do you usually find these sentences?

 Always keep ______ in a closed box.

 Use them one at a time.
 Read and follow the instructions on each _______, carefully.
 Keep all open flames, including cigarettes, away from ________ until you're ready
to set them off.
 Light each _____ at arm’s length with a taper, then stand well back.
 Never return to a _________once it has been lit.
 Don't put ________ in your pocket and never throw them.
 Angle all ______ away from the audience's area.
 Never use petrol or paraffin on a ______.
 Keep all pets indoors at all times while using _____.

Now read the following given in the booklet of a Sandwich maker.

 Do not touch hot surfaces. Use handles and knobs.
 Do not immerse cord, plug, or unit in water or other liquids to protect against fire,
electrical shock, and injury to persons.
 Close supervision is necessary when any appliance is used by or near children.
 Unplug from outlet when not in use and before cleaning.
  Allow to cool before putting on or taking off parts, and before cleaning appliance.
 Do not operate any appliance with a damaged cord or plug or after the appliance
malfunctions or has been damaged in any manner.
 Return appliance to the nearest Customer Service for examination, repair, or
adjustment.
 Never use any accessory attachments as it may result in fire, electrical shock, or
injury to persons.
 Do not use outdoors.
 Do not let power cord hang over edge of table or counter, or touch hot surfaces.
 Do not place on or near a hot gas or electric burner, or in a heated oven.
 Unplug the unit when finished cooking.
 Do not use appliance for other than intended use.
 Always attach plug to appliance first, then plug cord into the wall outlet.

It is now clear that, the above sentences are all written or spoken directions for carrying out a
procedure or performing a task.
As professionals in science and technology, you will have to read many instructions given on
machines and other situations. At a later stage you will have to write them as part of your
profession. So, it is important to know how you write them. Can we imagine a world without an
instruction sheet accompanying say, a mobile phone or a simple new gadget?
If you had carefully noticed the sentence patterns in the given examples, you find that the
sentences
Start with an action verb
Use an imperative
Address the user directly
Instructions are usually written in the active voice and the imperative mood.
Most instructions are written in the form of a numbered list so that users clearly recognize the
sequence of the tasks.
Checklist for Writing Instructions
1. Use short sentences and write in bulleted form.
2. Arrange your points in logical order.
3. Make your statements specific.
4. Use the imperative mood.
5. Put the most important item in each sentence at the beginning.
6. Say one thing in each sentence.
7. Choose your words carefully, avoiding jargon and technical terms if you can.
More Sample Instructions
1. Instructions to be followed to save water
 Check faucets and pipes for leaks.
 Use your water meter to check for hidden water leaks.
 Install water-saving shower heads and low-flow faucet aerators. 
 Insulate your water pipes.
 Take shorter showers.
 Don't let the faucet run while you clean vegetables
 Water your lawn only when it needs it
 Water during the early parts of the day; avoid watering when it's windy
 Add organic matter and use efficient watering systems for shrubs, flowerbeds.                  
 Do install water-saving toilets, shower heads and faucet aerators.

2. Instructions to be followed while attending an interview.

 Arrive early, about 10 to 15 minutes before your scheduled time.
 Make sure you know how to get to the interview. If you are unsure of the location, make
a trial run.
 Calm your nerves by taking deep breaths.
 Maintain a positive attitude no matter how you think the interview is going.
 Bring an extra copy of your resume, a fresh notepad and a pen.
 Greet the interviewer. Offer a firm handshake.
 Listen carefully for the interviewer's name and title, if you don't already know them.
 Make and maintain eye contact.
 Be friendly but not too casual. Speak in complete sentences, and use a formal vocabulary.
 Don't fidget, chew gum, smoke or use slang during your interview.
 Answer questions honestly. Do not have to offer negative information, but be sure you
don't lie if asked directly.
 Answer clearly and completely with enough information. Take a moment to think before
you respond to difficult questions.
 Organize your thoughts so you don't ramble. Remain calm no matter what question is
asked.
 Be tactful, courteous, sincere, polite and knowledgeable about the organization and what
you have to offer.
 Thank the interviewer for the time spent with you.
 Ask when a decision will be made, if that hasn't already been indicated.

3. Instructions to be followed to maintain laptops in good condition

 Shut the laptop power off, when the laptop is not in use.
 Don’t allow the laptop to be overheated.
 Make sure that it is placed on a cool surface and keep the cooling fans free of dust.
 Allow the laptop battery to lose its entire charge before connecting it to a power outlet.
 Don’t let your laptop in standby mode which will drain the battery.
 Reformat the hard-drive, whenever the laptop is infected by spyware and virus.
 Make sure to have a good laptop case that can protect it from the sun and moisture.

4. Instructions to be followed while operating an Oven

 Do not operate the oven without the Roller Ring and the Glass Tray in place.
 Use only the Glass Tray specifically designed for this oven. Do not substitute any other glass
tray.
 Learn to make general oven temperature conversions
 Reduce heat for fan-forced ovens.
 Preheat the oven prior to cooking.
 Check the oven frequently while heating food in plastic container.
 Switch off the appliance immediately if you see any smoke or flames.
 Ensure that children do not play with the appliance.
 Never place unsteady or deformed pans on the burners or on the electric hotplates as they
could overturn accidentally.
 Do not attempt to operate this oven with the door open since open-door operation can result
in harmful exposure to microwave energy.

5. Write a set of eight instructions that are to be followed by commuters to ensure safe
and happy journey while travelling in buses.

 Take care of your belongings.

 Don’t carry more luggage than permitted.
 Do not smoke while travelling in the bus.
 Don’t get down unnecessarily without informing the conductor.
 Don’t talk to strangers unless required.
 Avoid travelling in the footboard.
 Don’t forget to take the bus ticket.
 Never accept food from unknown people.
 Avoid sleeping for a long time while travelling alone.

6. Write a set of eight instructions for ensuring safety for nuclear plants.
 Discharge the nuclear waste properly.
 Use remote control access panels for the operations regarding the nuclear reactor.
 Construct the concrete shield for ensuring minimum radiation escape.
 Wear the lead shield while working inside the plant.
 Check the level of radiation exposed to in a regular basis.
 Wear the lead gloves whenever necessary.
 Check the health of the operators regularly.
 Check the working condition of the plant.

7. Write 8 instructions to keep your vehicle in good condition.

  Clean the air filters regularly to reduce fuel consumption.
 Use thinner tyres to reduce rolling resistance and thus consume less fuel.
 Avoid strong accelerations so that the engine does not waste fuel.
 Use air-conditioners sparingly as it gives us better fuel economy.
 Drive at moderate speed so that the engine consumes less fuel.
 Visit a petrol pump only if your car has little or no fuel.
 Service your car regularly because blocked air filters can increase fuel consumptions
significantly.
 Switch off your engine when your vehicle is held up in traffic.

8. Write 8 instructions for your friend who is planning to stay in his college hostel.
 Join a group with friends who have common interests and share things.
 Avoid unwanted habits that can be distractive to both mind and body.
 Respect the sentiments of roommates belonging to different cultures.
 Find people who are passionate about self-development and learn constructive behaviour.
 Spend more time in the library than in chatting aimlessly.
 Don’t involve in activities like ragging, strike which are against college rules.
 Don’t disturb your friends while they are learning.
 Keep your room clean and tidy.

9. Instructions to be followed before a long drive

 Check the level of air in the car tyres before starting.
 Fill the fuel tank to an optimum level.
 Take a first-aid kit, tool kit and other necessary items required for an emergency.
 Inform your friends about the plan of your journey.
 Keep sufficient water required for the journey.
 Take all the necessary papers including driving licence, RC book, etc.
 Wear comfortable clothes for driving.
 Make sure of the routes and road conditions before you start.
Exercises

1. Write a list of eight instructions for road users for the best and effective use of roads.
2. Write a list of eight instructions to control air pollution in metropolitan cities like
Chennai.
3. Write a list of eight instructions to be followed in a Chemistry Lab.
4. Write a list of eight instructions to control water pollution.
5. Write a list of eight instructions to overcome energy crisis in India.
6. Write a list of eight instructions that should be followed in a nuclear power plant station.