For example, if you were explaining how to bake a cake to a professional chef, you wouldn’t have to explain how to fold in the ingredients, why it’s important to bring the eggs to room temperature, or the difference between all-purpose and self-rising flour. If you were explaining this to someone who doesn’t know how to cook, these definitions and explanations may make the difference between a good cake and a bad cake. Err on the side of caution and don’t treat the audience as an expert. This ensures your instructions are always clear and able to be followed.
Be careful not to leave something out. If you skip important steps, you make it impossible for the reader to complete the task. Also make sure you don’t write the steps out of order. For example, if you say, “Mix the ingredients with a mixer. Place in the oven at 350 degrees,” the reader may think you place the mixing bowl in the oven.
When defining or explaining, use as much descriptive language as possible. For example, say “Add two eggs” instead of “Two eggs should be added to the cake mix. "
Refrain from adding unnecessary information. Unneeded definitions, tips, steps, or information can confuse your readers, making it difficult to follow the instructions.
Give all measurements exactly. If someone needs to cut off 5/8-inch of a board, say that. For example, if you are baking a cake, don’t wait until step 4 to say, “Before mixing the ingredients, sift the flour and bring the eggs to room temperature. "
Some common transitions are: first, next, then, finally, after, before.
State the purpose of the instructions, who should read the instructions, and what situation might need the procedure. You can talk about what the procedure doesn’t do. You can also provide background information in the intro. The introduction can mention any warnings or important information that is needed before the reader begins the process. But remember most people will skip the intro, so don’t put anything important in the introduction that you don’t put somewhere else. [7] X Research source For example, “These instructions provide information on how to bake a chocolate cake. The first section explains how to combine the wet and dry ingredients, and the second section explains how to bake properly. “#Place the steps in sequential order. Instructions need to be in a specific order. The tasks should logically follow one after another. Step 1 has to be completed before you can move on to step 2. Organization is pivotal for writing instructions. [8] X Research source If it doesn’t matter which order something is done in, start with the most important.
For example, if you are baking a cake, you have to heat the oven, mix the ingredients, and make the frosting before you can complete the cake. [9] X Research source
For example, if you are working on a car, there are different things you have to do before getting to the engine. You have to place the car on a jack, remove other car parts, or remove covers. Each of these tasks require their own sets of instructions. You should break each task down into a separate part with its own unique set of instructions. These parts, just like the steps, go in sequential order. You can’t remove the engine cover before jacking the car or removing the part blocking it. Parts should be listed in the order that they need to be completed. Try to keep each task around 10 steps. If you go over 10 steps, find another task or part to break the procedure into. This helps people be able to go back and track their progress. They will know when they have successfully completed a part. Additionally, if they made a mistake, they can go back and fix it without having to redo the entire set of instructions.
If a step has a related action that must be completed together, explain them in their sequence in the same sentence. For example, “Before pouring the cake in the pan, coat the pan with cooking spray” or “Coat the pan with cooking spray. Then pour the cake into the pan. "
For example, “When the cake is done, insert a toothpick into the middle. If the toothpick comes out clean, the cake is done. "
If there are conditions which make one step better in a certain situation, make sure to discuss that. If one step is easier, cheaper, or more effective, make sure to explain that. [12] X Research source
Add supplementary information into the substeps. This information gives you further detail about the step, such as what something might look like before and after or why the step is important.
This step is extremely important. If you have completed the instructions yourself, you will already know where you might encounter problems. That’s why it’s important to go through the process as you are writing the instructions.
Use a headings to label each discrete part of the instructions. Use numbers when listing the steps in order. Use bullets to list alternatives, additional information, or anything else under the steps. Visually separate the steps. Place a space between the steps to show a difference.
For example, “Instructions for Baking an Eggless Chocolate Cake” is much more specific than “Chocolate Cake. "
Make sure visuals are near the prose. It should go above, below, or beside the step.
