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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

From: Amelia Smith
To: Tim Young
Subject: Things to do for the team meeting


We have a team meeting in Room 310 on Friday 26 November at 11 a.m. We are expecting 25 members of our international team there.

  • Could you please book the room for us? 
  • Would you please prepare 25 pens and notepads for the meeting? 
  • Also, can you write an email to the team members to tell them the time and place of the meeting?

Thanks very much for your help. If you have any questions about this just let me know – I'll be in the office tomorrow morning.




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.



Language level

Beginner: A1


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.

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

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

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

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.



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.

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

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.

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.

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.