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.


Worksheet93.24 KB

Language level

Average: 4.2 (6 votes)

Submitted by Thiraphon Srimanta on Mon, 12/06/2023 - 10:36


To: Soda
Date: 12 June
Subject: Making a phan on Teacher's Day.
To FLD 1st yesrs.
We have an appointment to make a phan in the room on June 15th at 8:00 a.m. there are 16 members who will come to make the tray. Can you prepare banana leaves and Styrofoam?
thank you very much for your help

Submitted by Masterofmon on Mon, 12/06/2023 - 10:33


To: T.muse
Date: 22 June
Subject: Teacher worship day

We have a meeting in Foreign language department teacher office on 15 June 2023 We are expecting 16 members of our member there.

Could you please tell the other teacher about the meeting in office room
Would you please prepare a equipment to work on teacher phan.
Also, can you send a message to all of our 16 member to tell them to come to Office room to build phan.
Thanks very much for your help. If you have any questions about this just let me know – I'll be in computer room all day.

Submitted by Safe_Mode on Mon, 12/06/2023 - 09:30


I prefer to write someone of colleagues because most of the colleagues work remotely

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Submitted by marwa hussin on Fri, 03/03/2023 - 21:09


I prefer to write an email, because I want the instructions to be clear and I don't want them to forget

Submitted by Abanob Eskander on Wed, 25/01/2023 - 21:59


what is the difference between can, could and would please in the polite request?

Hi Abanob Eskander,

All of these words show politeness when making a request. Comparatively, "could" and "would" show more politeness than "can". You can find more examples and explanation on our Grammar reference page about Requests, offers and invitations (linked). I hope you find it useful.


LearnEnglish team

Submitted by Abrarhussain on Tue, 10/01/2023 - 22:01


I have had to give instructions to my colleagues, when there is a company meeting. I prefer to E-mail, because I will clearly mention the meeting date, day and time.

Submitted by cesarasg on Thu, 15/09/2022 - 00:09


When you have to give someone instructions, do you prefer to write them a note or speak to them? Why?
I prefer to write them. Because I want the instructions to be clear, I don't want to forget them.

Submitted by ridoan on Thu, 01/09/2022 - 15:53


I prefer call the colleague before send the message with precise instructions.

Submitted by Rita25 on Mon, 08/08/2022 - 14:56


I typically write a note for simple instruction, If the instruction is quite complicated and contains important details I prefer to speak in person to get straight to the point and follow through the task.