Is Writing Instructions Difficult?

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Table of Contents

What Is an Instruction

An instruction, or instructional text, consists of step-by-step directions that help a user perform a task correctly and efficiently. Examples include assembling furniture, installing software or operating a machine.

Writing instructions is not complicated. However, instructional texts often contain information that is not directly related to the task. Effective instructions are concise and free of unnecessary details. Explanations about why an action is required belong in an introduction or a separate note. This keeps the steps themselves short and clear.

For example, if a valve must be closed before cleaning a machine, the instruction should state:
“Turn the valve clockwise until it is fully closed.”

Additional explanation may be useful:
“Closing the valve prevents cleaning fluid from spraying out under high pressure, which could cause injury.”

However, this explanation should appear separately. The user should not have to search for the required action..

How Do You Write Effective Instructions

Effective instructions are clear, logically structured, and tailored to the target audience. Regardless of the type of documentation, writing instructions involves three key steps:

Below, we explain each step.

Step 1 – Identify the Target Audience

Instructions can only match the user’s knowledge and experience if the target audience is clearly defined.

• Language and Comprehension
  For consumer, use simple language and avoid jargon. For technically skilled professionals, you may use specialised terminology and provide more detailed explanation.
• Level of Experience
  Beginners require detailed steps and possibly additional illustrations. Experienced users often need only concise instructions that focus on essential actions.

Application Example

The difference becomes clear when comparing two installation manuals:

By defining the audience in advance, you improve clarity and effectiveness.

Step 2 – Write Clear Instructions

Once you have gathered the necessary information, you can begin writing.

Effective instructions are:

• Clear – Use short sentences and the imperative form.
• Unambiguous – Avoid vague wording and unnecessary information.
• Logical – Present actions in the correct sequence.

Practical Example
Compare the following versions:

Why is the second version more effective?

• It uses the imperative form.
• Each action is clearly separated.
• The direction (“anticlockwise”) prevents confusion.

Clear instructions help users work more quickly and safely.

Step 3 – Create Images (Provide Visual Support)

The saying goes: a picture is worth a thousand words. This certainly applies to writing instructions. A picture can clarify what text alone cannot. In some cases, illustrations can even replace written instructions. A well-known example is IKEA manuals. Clear drawings and arrows show how to assemble furniture without lengthy explanations.

However, images are not always sufficient. For complex or safety-critical tasks, additional text remains necessary.

For example:
“Check whether the green button is illuminated. If not, contact the service department before starting the machine.”

This instruction cannot easily be replaced by an image alone.

The most effective approach combines both elements: illustrations show how to perform an action and text provides essential details and warnings.

Start Writing Instructions Yourself (Free Step-by-Step Plan with Checklist)

By applying the steps above, you can approach writing instructions in a clear, structured, and audience-focused way.

Would you like to get started? We have summarised the key points of this article in a compact overview. Download our free step-by-step plan with checklist:

Download free step-by-step plan →

Prefer to work with a specialist? Manualise supports you with clear instructions and professional illustrations. With more than 15 years of experience, we create efficient and user-friendly manuals for a wide range of clients.