Instructions for a colleague

Instructions for a colleague

Learn how to write instructions for a colleague.

Do the preparation task first. Then read the text and tips and do the exercises.


Reading text


1. You can start a note with just the name of the person you are writing to or Hi ... . You don’t need to use Dear … .

2. Make sure dates are very clear. Include the day, date and time.

3. Explain the reason for the instructions.

4. Write clear and polite instructions. Use phrases like Can / Could / Would you please … ?

5. At the end offer the chance to ask questions and check the instructions.

6. Finish the note with Best, or Thanks, and then your name underneath.

Task 1

Task 2

Task 3


Worksheet93.24 KB

Language level

Average: 4.2 (6 votes)

Submitted by habibao.medo on Sat, 10/10/2020 - 08:17

i think the both ways is good but i prefer texting messages because i have time to write all the instructions without missing some information

Submitted by Moon Wathan on Sat, 10/10/2020 - 07:56

Sometimes, I prefer to write them a note. But the best way is call and speak to them in the meeting. I think it is the best way and suitable for team members because sometimes, If they didn't check the notes or email, it can be trouble for all. I suggested to speak to them is the best way.

Submitted by Pola on Thu, 01/10/2020 - 18:22

No, I don't email. But I'd like to speak throughout a voice message by what's up, it's an easy way and quickly, I am using everyday that thing.

Submitted by OlaFlower on Mon, 31/08/2020 - 06:11

From my perspective it depends on a situation. If I give a short, everyday instructions I definitely prefer the oral ones. But if I give more complicated, composed of many points instructions I prefer the written ones. It can help not to forget about something important.

Submitted by shironeiko on Tue, 18/08/2020 - 11:01

I'd like to write an email note so it look more profession. On the other hand, the information is greater clearly.

Submitted by Maria19 on Mon, 17/08/2020 - 21:02

I think the best way to give instructions is through the two options - talk frontally with a person and also write a note. To me this is a guarantee of perfect understanding.

Submitted by walotaibi on Fri, 14/08/2020 - 02:58

I prefer to call him to tell him what is the instructions. After that, I also prefer to write it to him as a message so that he he will not forget.

Submitted by Phan Bao Dung on Mon, 03/08/2020 - 18:45

I have to give someone instructions when I was in charge of the task that I had done before. I usually speak to them all things that they have to do and require them to note those. We discuss more the task and have the final agreement. Then, I also write an email to give them a list-to-do. I think this is a good way to give someone instructions.

Submitted by sakura on Mon, 27/07/2020 - 19:41

I usually use both speak and write an email to give my colleagues instructions.I wouldn't bother asking for a favor through email if I had someone I wanted to ask on the spot. When I ask for a favor via email, I use it when the other person isn't around. When I make a request via email, I change the text depending on the person I am asking. For example, a friend will write a polite request but in a slightly more casual way. I start off with a hello and get into the topic. However, I write more polite emails to teachers and college seniors. I'll be more attentive to those older than me and make sure there are no mistakes in my writing before I send them. I've had this experience before. In a club I was in at university, I would check emails with my peers and then again with someone a year older than me to make sure they were correct. It was the first time since I started college that I had to check my email multiple times. I didn't know what was the right way to email my seniors and teachers in high school because I had never sent emails to them before. I'm very glad I had this opportunity to learn how to write emails.I always ask for the latest attention when communicating things verbally. Words are very difficult, so I always think before I start a conversation. Depending on how I'm perceived, I might make the other person uncomfortable. This goes for emails as well. I try to remember to be polite when I ask or request something.