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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


i prefer to write a note if i think your instruction is not easy. And when writing a note, it is more formal.
But when giving instructions by speaking to them directly, it will take us a little time. Best.

When you need someone to help some works, It means you knew exactly who can do that job for you. However, they sometime can ask if they think the working is not clearly.

It depends on the type of the instructions or the situation. Usually, I prefer to write an email, I think it's more professional. But, sometimes, I speak to them when it's an urgent case.

Depends, I prefer first to explain what I need in person. But if I`m away or I can't do that I send a text or email explaining what I need.

To me, I prefer to send an email instead of speaking to all the team members.
Because the email will hold the main information, especially I can check the content and revise them to make sure the content will be written correctly before sending it to the team member. To make sure everyone is gotten the email, I can re-send that email once again.
Mr. Khoagia

So, I prefer send a email rather to call, because the email hold the main informations I need to inform. Besides that I can revise it before send to make sure I wrote all main informations correctly. Generally after send a email if nobody answered me I use to call to confirm the person receive the mensage.

My prefer method is to talk directly rather than email because when I talk directly. It’s save my time and I can plan sooner rather than waiting for the email response.

In my opinion, I think that the best approach for giving instructions to someone is by sharing a note or an email with the main points of the request and then offer the other person to get back to you with questions or inquiries that he/she may have. Sometimes, a brief call to better alignment with your colleague is a good practice too, since he/she may need some clarification or examples about what it should be done.
I also think it is worth considering that you should always make your request politely and explaining what is the final goal you are looking for by doing it.

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

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.