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.

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Worksheet93.24 KB

Language level

A1 English level (elementary)

Submitted by Ladan on Fri, 01/05/2020 - 00:30

Hi sara We have parents meeting 25 July at 3 p.m in the meeting room in the ground floor.we are expecting 30 parents here. Would you please provide 30 pack of pegs information about early years, safeguarding and introduce new key workers for parents. Would you please design meeting room with some posters? Also we need whiteboard with some pens and paper for recommendation parents ? At the end could you please send invite letters to parents ? Thank you very much for your help. If you have any questions or you have any idea please let me know. I will be in nursery at 9a.m to 6 p.m tomorrow. Thank you Lili

Submitted by FRANCY JACQUEL… on Tue, 14/04/2020 - 12:41

I prefer for imail send instrutions, or speak front if necesary.
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Submitted by Sergei Baskakov on Mon, 06/04/2020 - 14:03

I prefer to write instructions for my colleagues because they won't forget it, so I can check thier work accordind to these instructions
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Submitted by OlaIELTS on Wed, 01/04/2020 - 15:00

In giving instructions to someone I would prefer to write them a note, just for reference purpose.

Submitted by Eswar on Thu, 20/02/2020 - 02:39

Yes I would like to speak them First Because We have a clear idea about the Dates , time & Place etc.In note pad We rarely misses the i prefer to speak out to them.
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Submitted by Magedelabd on Tue, 18/02/2020 - 16:34

If I am giving instructions to my kids oo yo one of my family members of course I will speak to him but if it is work issue so I prefer to email him for history purposes

Submitted by Stela Stoycheva on Mon, 17/02/2020 - 12:00

When I given instructions I prefer tell and write them, when tell instructions and both ways, I think is more secure and that instructions will be finish properly.... Maybe... :D

Submitted by Vidyasagar on Fri, 07/02/2020 - 04:04

Usually i speak to them. Because i'm a bit lazy.

Submitted by shahhoseini on Mon, 30/12/2019 - 14:11

Hi Sia, We must have a meeting with Javad in his office on 21 January at 10 Could you please call him an organize this meeting. Please send me a message and inform me about his response. Thank you for your help. Best, Shah

Submitted by Dariusz on Wed, 13/11/2019 - 13:40

It depends. When I give someone istructions I prefer both way. If I have option I try to speak them, next I write a note.

Submitted by Ola Jamal on Tue, 24/09/2019 - 19:50

I prefer to write them if they are numerous or if my colleague is used to forget.

Submitted by aliyazdan on Tue, 17/09/2019 - 18:17

hello evrybody My instructions to someone are usually in two ways. first the usual instructions that I often write to them. But when the Instruction is too much trouble, I often talk to him/her about that.

Submitted by cittàutopica on Sun, 11/08/2019 - 18:26

When I have to give someone instructions, I use email for sending them a note or I speak to them, as each case requires. Indeed, if it's a matter of simple tasks, a message by emal is enough, but, if I have to give instructions more important and detailed, I send an email and I call them for verifying the correct comprehension of my instructions.

Submitted by Santika on Fri, 02/08/2019 - 10:36

I haven't ask for help that consist of instructions and involving many people with or without high responsibility and consequence. But if I have to, I prefer speak a brief to people I ask for help and then write a clear note after that. With the note I can write clearly in detail many information and many things to do, so people who help doesn't miss any information and any things that they should do to help me, because they can read and re-read the note carefully and find anything that they should ask so their work on helping me can be done without missing anything, then everything run strategically, efficiently, effectively, and perfectly. No missunderstanding, no missing something, no rework, no dissapointing, no regrets, no frustration, and no conflict. Good grammar skill, knowledge on how writing a note for asking help/give some tasks, good relationship that already been build before, politeness, and good intention will help a lot. If you have time you can follow up the work progress and what the problem that come along the process and give some advice and or help.

Submitted by salehisalehi65 on Mon, 22/07/2019 - 17:59

i usually sent a text message to instruct him or his, he can remember what he/she need to do and its east to check email or note on the table
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Submitted by TP on Sun, 21/07/2019 - 04:28

I prefer to write them because if the person is busy, it can be a bother for him/her to speak me.

Submitted by chris-kutte on Wed, 10/07/2019 - 02:40

I prefer to give instructions by writing a note to avoid misunderstandings with my colleagues. That's the easiest way for me to give instructions.

Submitted by Rodomi on Thu, 04/07/2019 - 15:13

When I need to give instructions to my colleagues, I prefer to do this one by sending an email, because I like to register all the details of the information. Today I learned how modals verbs, like could and would, are important to give instructions politely.

Submitted by popo1011 on Tue, 02/07/2019 - 07:40

Hi Sarah, We have a meeting in The meeting room in our office on 21 April at 2 p.m. The members are 10 people. would you please coordinate it? would you please prepare 10 pens and notebooks for them? could you email address and time meeting for them? Thank you so much for your help. I will be there at 10 p.m. Best, Nana

Submitted by Abdo sleem on Sat, 29/06/2019 - 07:23

I prefer to write the instructions note because we can review it at any time and remember what we need it’s better for us especially when instructions have dates and times . On the other side speaking definitely all body forget some details.

Submitted by shamsukprm on Fri, 07/06/2019 - 14:27

Hi Francis, Please note that we have a customer meeting on tomorrow Monday at 11 am. Around 30 members will attend the meeting. Could you please arrange meeting room for tomorrow at 11 in the morning..? Can please arrange 30 notepad and pens..? Could you tell office boy to clean out in the meeting room Also tell him keep 30 bottle water on the table. Thanks and Best Regards Shamsukprm75.

Submitted by Setareh on Thu, 23/05/2019 - 04:10

I prefer to write them an email, because we can check it any time we want;

Submitted by saydin on Sat, 04/05/2019 - 15:01

It depends on the situation. I usually write a note because the note makes fewer errors. I sometimes speak because speak provides more powerful communication.
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Submitted by mtalebi on Sat, 27/04/2019 - 14:59

I usually use a note because if a person forgets he can go back to it.

Submitted by SaraA on Mon, 08/04/2019 - 20:42

I prefer to write a note to avoid losing information. Also, It's more comfortable to back to email any time to recheck the instructions.
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Submitted by Stanley Alvarez on Sat, 30/03/2019 - 03:54

It depends, because if I cannot meet with my colleague, I prefer to give him instructions in a write note. But if I can meet with the other one, I prefer to speak instructions.

Submitted by Estudent on Thu, 07/03/2019 - 13:59

I prefer to give instructions by email because it remains a note of what has been said