In one line
Instructions can be written in four styles (impersonal, indirect, direct and imperative), and the imperative style is usually the clearest for user instructions.
Explained simply
'The lid should be closed', 'Users are requested to close the lid', 'You should close the lid' and 'Close the lid' all say the same thing. The last one is shortest and easiest to follow while your hands are busy.
Technically, the MU syllabus lists four styles of instruction presentation. They differ in grammatical form, directness and length.
How it works
| Style | Form | Example | Where used |
|---|---|---|---|
| Impersonal | Passive voice, no person addressed | 'The power switch should be turned off before cleaning.' | Formal manuals, reports, scientific procedures |
| Indirect | Addresses the user in third person or with polite requests | 'Users are advised to turn off the power switch before cleaning.' | Notices, public guidelines |
| Direct | Addresses the reader as 'you', often with modals | 'You should turn off the power switch before cleaning.' | Friendly guides, help pages |
| Imperative | Begins with a command verb; subject 'you' is understood | 'Turn off the power switch before cleaning.' | User instructions, step-by-step procedures, labels |
Why imperative is preferred: it is shortest, action-focused, clear about who acts, easy to follow step by step and easy to translate. Use one style consistently throughout a set of instructions.
Quick example
Convert to imperative: 'The cartridge is to be inserted until a click is heard' becomes 'Insert the cartridge until it clicks.' 'Users are requested not to touch the heating plate' becomes 'Do not touch the heating plate.' Convert to impersonal: 'Press the reset button' becomes 'The reset button should be pressed.'
Common mistakes
- Mixing styles within the same set of instructions.
- Using the imperative rudely in notices meant for the public, where indirect style may be more courteous.
- Calling the direct style 'imperative'; direct uses 'you', imperative starts with the verb.
How MU asks it
Asked as 'Explain the styles of instruction presentation with examples' (4 to 5 marks) or 'Rewrite the following instructions in imperative style' (3 marks). Define all four with an example each (a table is ideal), and state why the imperative style suits user instructions.