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444

To Create Instructions

  1. Question the situation for your instructions.
    • Subject: What specific topic will your instructions cover?
    • Purpose: Why are you writing these instructions?
    • Audience: Who will read your instructions? How much do they know about the subject?
  2. Plan your instructions by creating a list of steps.
  3. Research your topic.
    • Searching: Consult primary and secondary sources to learn all about your subject. (See pages 376–391 .)
    • Focusing: Decide on a focus—your topic and main reason for writing the instructions.

      Topic: College application

      Importance: to get accepted

      Topic sentence: The college application process may seem lengthy and complicated, but if you follow these simple steps, you’ll maximize your chances to get accepted.

    • Shaping: List the steps of the instructions in the correct order. Also list any materials or tools required to complete the task.
  4. Create the first draft of your instructions.
    • Start by introducing the process, explaining its importance, and stating its goal. Then, if necessary, list any materials needed.
    • Follow by writing numbered, step-by-step instructions. If possible, include well-marked visual aids.
    • End with a brief description of the final outcome.
  5. Improve the first draft.
    • Evaluate your first draft.

      Audience: Are your instructions clear and helpful?

    • Revise your writing.

      Rewrite steps that are confusing or unclear.

      Add steps or visual aids as necessary.

      Cut steps that don’t belong.

      Reorder steps that are out of place.

    • Edit your revised writing.

      Replace passive verbs with command verbs (place instead of should be placed).

      Check your writing for accuracy.

  6. Present your project by printing a copy and posting it where the instructions will be most helpful.
445

Instructions

The following instructions provide the step-by-step procedure for closing off a cash register drawer—an important task to ensure that money is not mishandled and cashiers are not left liable.

The beginning identifies the task by using a clear title and providing the purpose of the instructions. Materials are listed.

Instructions for Closing Off the Cash Register

Follow the steps below in order to (1) close off the cash register and (2) account for the day’s receipts.

Materials needed: Daily Account Form, deposit bag, adding machine, pen, and paper.

Steps

In the middle , steps appear in chronological order, and command verbs make each step clear.
    1. MAKE SURE THE STORE’S DOORS ARE LOCKED. Then take the cash tray out of the register drawer and place the tray on the counter. (Leave the empty drawer open to deter thieves.)
    2. Turn the cash-register key to the X setting and press the X key. The machine will print the X reading: the total amount of receipts for the day.
    3. Turn the key to the Z setting and press the Z key. The machine will print the Z reading: itemized, department-by-department subtotals.
    4. Count out $200.00 and place the bills in the envelope marked “FLOAT”; currency amounts are shown on the envelope. (The float is the $200.00 of cash placed in each cash register when the store opens.) The remaining cash, checks, and credit-card slips make up the day’s receipts. Do not place the float back in the drawer.
WARNINGS appear in boldface and caps; cautions in boldface only.
    1. Total the day’s receipts using an adding machine, and check the total against the X reading. If the totals differ, count the receipts a second time and a third time if necessary. Write a note indicating any difference and attach the note to the receipts.
Closely related actions appear in a single step.
  1. Fill out the Daily Account Form by entering the X reading total and the Z reading total and then the totals of the day’s receipts. Place the day’s receipts in the deposit bag.
  2. Lock the following in the safe: (1) the deposit bag, (2) the Daily Account Form, (3) the X and Z printouts, and (4) the envelope marked “FLOAT.”
The ending reviews a key point.

DOUBLE-CHECK THE SAFE DOOR TO MAKE SURE IT’S LOCKED.

 
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