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Writing Instructions

Writing Instructions. Three Basic Elements. General Introduction Step-by-step instructions Conclusions. Introduction. (You won’t need all of these). Who should carry out the task? Sometimes you need to describe who should carry out the task (authorized personnel only)

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Writing Instructions

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  1. Writing Instructions

  2. Three Basic Elements • General Introduction • Step-by-step instructions • Conclusions

  3. Introduction

  4. (You won’t need all of these) • Who should carry out the task? • Sometimes you need to describe who should carry out the task (authorized personnel only) • Why should the reader carry out the task? • Sometimes it’s obvious (who needs an explanation of why they should put together their grill). Other times, such as in the case of preventative maintenance chores like changing antifreeze, you need to explain the benefits. • When should the reader carry out the task? • Some tasks need to be performed at particular intervals. • What safety concerns should the reader understand? • Which items will the reader need? • List tools, materials, equipment. Usually answers five questions

  5. For long, complex instructions, use two-level numbering. • 1 • 1.1 • 1.2 • Each step should define a single task the user can complete before moving on. Use the imperative mood. That means start each step with a verb. For example, Attach the red wire. Avoid passive voice (the wire is attached). • Include graphics if the step is more easily visualized than described linguistically. Parallel the users’ angle of vision. Step-by-step instructions

  6. Don’t confuse steps and feed back statements. Steps are an action to be performed by the user. Feedback statements describe an event that happens after a step is completed. • For example, “Attach the red wire” is a step. “The blue light comes on” is a feedback statement. Don’t number feedback statements; present them as part of the steps that they refer to. You probably won’t have too many feedback statements. Step-by-step instructions

  7. Conclusions • You probably won’t need one. • Maintenance tips • Trouble shooters guide (common problems and how to solve them)

  8. Notes, Cautions, Warnings, Danger • Notes: indicates information that might be of special importance to the users. • Cautions: indicates what the users needs to know to avoid damaging the software or hardware • Warning: indicates information that is essential to people’s safety. • Danger: indicates information that a user needs to know to avoid death or serious injury.

  9. Notes, Cautions, Warnings, Danger • In general, good notes, cautions, warnings, danger notices: • Convey only one message in the warning • Give a reason for avoiding the hazard • Are as concise as possible • Use active voice (like steps) • Are highly visible

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