Instructions for a colleague

Learn how to write instructions for a colleague.

Instructions

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

Reading text

Tips

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.

Discussion

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Average: 5 (1 vote)

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

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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.

Jonathan

LearnEnglish team

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

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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

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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

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

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

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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.

Submitted by Amelle-TechLea… on Fri, 22/07/2022 - 18:46

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Well, when the instructions contain a lot of details and information, I prefer to write them a note. But it is better to speak to them if you do not have many instructions. The note will be a helpful reference for them to use in order to check the instuctions, organise their work and do it effectively without forgetting any details.

Instructions for a colleague

From: Amelle
To: John Smith
Subject: Things to do for the teachers meeting

John,

We have a teachers meeting at the school library on Sunday 24 July at 9.30 a.m. We are receiving 20 teachers.

• Could you please check if the library will be available next Sunday ?
• Would please provide a data-show and a computer for the presentation ?
• Can you email our guests to tell them the time and the place of the meeting ?

Thank you for the effort you providing to help me organise this meeting and don’t hesitate to contact me for further information on my home or office numbers.

Best,

Amelle

Submitted by Fzt_abidin on Tue, 07/06/2022 - 10:48

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Instructions are always understood wrongly if they are given the written because of that ı would like to give the verbal instructions

Submitted by Waleed kasem on Tue, 31/05/2022 - 21:29

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To whom is a concern,
We have a team meeting in the meeting room on 14 August at 10 a.m.
there are 15 members who will come to the meeting, so could you please prepare 15 pens and notes.
thank you very much for your help
Best,
Waleed

Submitted by Jaci Anita on Sun, 01/05/2022 - 20:23

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That dependes. Sometimes I prefer to speak in person and othertimes write them a note. But in these days is easier to write via whatsapp. Because it is easier.