In the context of informative messages, what are the guidelines to be followed when writing step-by-step instructions?
What will be an ideal response?
As a business writer, you will have opportunities to provide written instructions, or informative
messages, on how to complete a task or how to carry out a procedure. Follow these
guidelines when writing step-by-step instructions.
a) Number the steps to make them easy to follow, and use phrases rather than complete
sentences.
b) Include only necessary information. Avoid giving all the "what ifs" so your instructions won't
seem too complex.
c) List the steps in the order they are to be completed.
d) Write the instructions with the user in mind— define unfamiliar terms and explain
complicated items.
e) Avoid unnecessary cross-references to information in another document. Instead, provide
all the necessary information in the set of instructions.
f) Use white space, headings, and indentions to make the instructions visually clear. Start
each new instruction on a separate line.
g) Test your instructions by having someone read them to see if they are clear and complete.
The best test is to have someone who does not know the procedure try your instructions.
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