How do you write clear step-by-step user instructions for a device or process?

In one line

User instructions are numbered, sequential steps, written mostly in the imperative style, that tell a user exactly how to complete a task safely and correctly.

Explained simply

Good instructions are like Google Maps: one turn at a time, in order, using landmarks you can see. Bad instructions say 'go towards the city and you'll find it'.

Technically, writing user instructions is a technical writing skill in the MU syllabus. A complete instruction set includes a title, purpose, labelled diagram, parts description, requirements, numbered steps, special notices and closing information.

How it works

1. Analyse the user: their knowledge, the setting and the task goal.
2. Title and purpose: what the instructions help the user do.
3. Requirements: tools, materials, conditions needed before starting.
4. Numbered steps in correct order (chronological), one action per step.
5. Start each step with an action verb (imperative): 'Insert', 'Press', 'Turn'.
6. Be specific: 'Press and hold the power button for 3 seconds' instead of 'Switch it on'.
7. Add the result where useful: '...until the green light blinks.'
8. Place special notices (Note, Caution, Warning, Danger) before the step they apply to.
9. Close with storage, maintenance or troubleshooting tips.
10. Test the instructions by following them exactly as written.

Quick example

How to Use a Portable Fire Extinguisher (PASS method). WARNING: Use only on small, contained fires; if the fire spreads, leave immediately and call the fire brigade.

1. Pull the safety pin, breaking the tamper seal.
2. Aim the nozzle at the base of the fire, standing about 2 to 3 metres away.
3. Squeeze the operating lever slowly and evenly.
4. Sweep the nozzle from side to side until the fire is out.

NOTE: Check monthly that the gauge needle is in the green zone.

Common mistakes

• Combining several actions in one step ('Open the lid, insert the filter and close it').
• Writing steps out of order or skipping 'obvious' steps.
• Placing a warning after the dangerous step instead of before it.

How MU asks it

Asked as 'Write a set of instructions for ... with a labelled diagram and special notices' (6 to 8 marks). For full marks: title, purpose, diagram, parts, numbered imperative steps in order, at least two special notices placed correctly, and a closing tip.