professional email and instructional manual

Instructional writing

Writing instructions

 Remember your audience as you write instructions

 You already know how to do something, so don’t assume anything!

 Give enough detail  Provide graphics when appropriate  Choose logical organization

Include warnings and problem solving

 If any part of your instructions or the process you are describing is dangerous, put warnings early – bold or red

 What are some potential difficulties or problems someone might encounter? Anticipate and provide solutions

Instructional manual

 Your document either will present a how-to guide to activities (e.g., how to flush a house waste line to prevent methane build-up; how to hike a 14er) or be a user’s manual that describes a technical product and how to use it (e.g., a user’s guide to a software package).

Front matter

 Include a table of contents that lists chapter titles, headings, and subheadings exactly as they are found in the manual body. Use Roman numerals for front matter.

 Include a list of tables and a list of figures/illustrations.

Body

 4-6 double-spaced pages  First chapter introduces the process

you are describing and its importance. In following chapters, logically outline the process

 Remember to include any necessary equipment, safety warnings, background information

 Tell who will benefit from the manual – your audience

Back matter

 You should have a page titled references, in which you will list the articles and books you have used to write your manual. This will include both written materials you have consulted and the names, titles, and phone numbers of people you have interviewed/consulted for information. These references should be in a style appropriate to your field.

 Provide an index to topics that users are likely to want information about (be sure to include most of the topics labeled by headings and subheadings).

 Provide a glossary of basic terms—those terms that are essential to understanding the process or product.

Time to decide

 Brainstorm  Hobbies

 Interests

 Academic discipline

 Employment  Choose a topic - something you have done or do  Begin research

Usability

 Have someone look over your document and possibly try to do what you are describing

 This can help catch any potential issues or holes in your instructions