How to Write Instructions

How to Write Instructions

A very brief guide on the basics

by
Malcolm Pemberton

Writing instructions is actually quite an easy task for a student of English. The key is simplicity and organisation. However, we have all come across examples of instructions (usually for the VCR) which have absolutely failed to be simple or organised. So what has gone wrong?

Well, the instructions were probably put together by the designers of the device, who are so familiar with its functions, and with the jargon (in-house vocabulary and phrases) of their profession, that the basic steps and explanations don’t even cross their minds.

Add to this the fact that these instructions have then been ‘improved’ and made presentable by a language expert (who is not so familiar with the device, nor the terminology). The instructions may then have been translated on a tight deadline and even tighter budget. The result is, even with good pictures to help you along, confusion.

If you are a designer or a technical writer, you are in a position to make great improvements, and possibly history.

The Language

Think about who is going to read these instructions.

Will they all be native (or even well-educated) users of English? Probably not.

Will they all be familiar with the more technical words? Probably not.

DOs

Use simple common words that the reader will understand.

Use short, simple sentences (the longer and more complex the sentence, the more likely it is that the reader will get lost on the way).

Use a simple verb form (the imperative is very good for instructions).

Avoid, or at least explain, more technical words.

Avoid, or at least explain, abbreviations.

Avoid easily confusable words.

Avoid the passive voice (the structure can be confusing to a non-native speaker).

Now, let’s expand on these basic points:

Simple words.

I was once given a basic book on teaching foreign languages. The introduction contained so many unfamiliar (and unexplained) pedagogic words that, had I been in a book shop, I would have quickly put the book back on the shelf. I was not impressed, I was confused. The various units in the book were much easier for the learner to read, so why try to frighten them away with the introduction?

Here are some bad examples of instructions, and their simpler versions:

a. Integrate the power supply at source = connect to the power supply – or even better – plug it in.

b. Enter the five integer code in the password field at the prompt = type the five-number code in the box labelled ‘password’.

c. Ascertain the integrity of the connections = check that everything is firmly plugged in.

d. Depress the clutch fully = push the clutch pedal down as far as it will go.

e. Engage first gear = push the gear lever into position ’1′.

My point here is that words like integrate, source, integer, ascertain, depress and engage are not common words. Even if the reader does know them, he may still not understand them in context.

Use short, simple sentences.

How to start a lawn mower:

The lawn-mower can be started in the following manner, with the machine on a flat surface. After checking that the oil is at the correct level, and that there is sufficient fuel in the tank, the choke should be closed and the throttle set at start position before the starter handle is firmly grasped and then pulled sharply.

This sentence is neither short, nor simple. Here is an improved version:

Start the lawn-mower in this way.

Make sure that the mower is on a flat surface.
Check that the oil level just reaches the bottom of the filler cap – top up to this level if needed.
Check that there is plenty of fuel in the petrol tank (a litre will last about an hour).
Push the choke lever down to its six o’clock position.
Set the throttle lever to ‘start’ position.
Grasp the starter handle firmly, and pull it out strongly. Use the full length of the cord.
If the motor does not start, pull again.

Notice that in the improved version the sentences are short and bulleted, and that the verb comes first.
Notice that vague words like ‘plenty’ should be qualified.
Of course, the instructions would be backed up with a good labelled picture of the machine, showing where the parts are, and what they look like.

Let’s create one more example – then you’ll be ready to try it yourself.

How to fix a bicycle tyre (this may seem very simple to explain, but it is not!):

(You will need a 15mm spanner, a set of tyre levers, patches, sandpaper and glue, and a bowl of water.)
Turn the bicycle upside down, so that it is resting on saddle and handlbars.
Loosen the hub bolts on the wheel enough that you can lift the wheel free.
Remove the wheel from the forks.
Choose one side of the wheel to work on – it doesn’t matter which.
Starting opposite the valve, insert a tyre lever between rim and tyre, and lever the tyre over the rim.
Click this tyre lever into place on one of the spokes.
Insert a second tyre lever about 5cm away from the first, lever the tyre over the rim, and then firmly push along the line of the rim. This should cause the tyre to come over the rim as you push.
Continue this action until one side of the tyre is completely over the rim.
Push the valve up through the hole in the rim.
Get your fingers inside the tyre and pull the valve firmly but carefully out, pulling the inner tube with it.
Clean the inner tube of dirt and grease with some soft cloth.
Prepare a bowl of water big enough to put lengths of the inner tube under the surface of the water.
Pump up the inner tube until it feels like a balloon, but nowhere near as hard as when it is use.
Dip the tyre under the water, section by section, applying pressure to the tube. Bubbles will stream out from the hole.
Dry the punctured place and mark it with a pen or chalk.
Dry the rest of the tube.
Roughen the area around the hole with sandpaper (this will help the glue get a firm hold).
Select a repair patch at least twice the size of the hole.
Apply a very thin layer of the special glue (this is called vulcanising solution) around the hole in the inner tube. Make sure that the area of glue is bigger than the patch you intend to use, and that the hole is in the middle.
Wait about five minutes until the glue feels almost dry.
Peel the backing from the patch and press it firmly onto the glue.
You can now put the inner tube back inside the tyre, valve first, and lever the tyre back over the rim.
Make sure that the inner tube is not twisted inside the tyre, and that it is not trapped between tyre and rim.
Put the wheel back on the bike and reinflate the tyre.
Check that the wheel nuts are tightened firmly before riding off.

So, such a ‘simple’ procedure, but a long line of instructions.

I have featured many of the necessary verbs in these instructions, but you will need to learn more for different applications.

Good luck with your writing!

Malcolm's English Pages