If you want to communicate something important to someone, start by telling them what you want them to know and what’s coming. Next, give them the information. Finally, provide a summary that recaps what you want them to take away (this provides reinforcement of your message).
Writing a letter of instruction can seem like a daunting task, especially if you are unfamiliar with the process. But with the right guidance, it can be easy to draft a professional and effective letter of instruction. A letter of instruction is an important document that outlines instructions for someone to take action on your behalf. This document can be used in a variety of contexts, such as when setting up a trust or granting a power of attorney. In this blog post, we will provide tips and strategies to help you write a comprehensive letter of instruction that is clear and concise. We will discuss the elements of a well-written letter of instruction and provide examples to illustrate the key components. With this information, you will be well-equipped to prepare a quality letter of instruction that meets your needs.
What’s a Letter of Instruction?
Why write a letter of instruction?
To provide instructions to other employees, you could draft a letter. This guarantees that the team members under your management complete a task or project as intended. Because it’s easier to remember the information, some people prefer written instructions to verbal ones. A physical letter also makes it possible for the reader to refer back to the content in the future. To inform staff members of a policy change or new procedures, you may also write a letter of instructions.
What is a letter of instruction?
A letter of instruction is a document that outlines the steps the sender is expecting employees to follow. The letter’s content might include instructions for a project, task, or presentation. Typically, letters of instruction are clear and brief. They primarily serve as instructions for the recipient to carry out a task. Additionally, while absent from the office, a manager could draft a letter of instructions. This gives employees clear instructions while their manager is away.
How to write a letter of instruction
Here are six steps to write a letter of instruction:
1. Create a header
Create a header in the document’s upper left corner before writing the letter’s body. The recipient’s name, address, and contact information are included in the headers. This includes their address, email and phone number. By including their contact information, you make it clear who the letter is addressed to. This ensures that the letter is delivered to the intended recipient. You can omit this information if you’re sending the same letter to multiple employees.
2. Address the reader
Underneath the header, address the reader by adding a greeting. If you’re sending the letter to just one person, you could start it with “Dear (first and last name)” Alternatively, if you’re writing to several people at once, you could use the salutation “Dear valued employees.” You can start the letter by introducing yourself after you’ve given the recipient a smile. Letters of instruction can vary in formality. If you know the reader well, you can give a more informal introduction. If the letter is more important or the recipient is someone you don’t know well, you might also make your introduction more formal.
3. Explain the project or task
Briefly describe the project or task in your first main paragraph. This gives the readers context about the instructions. They must be aware of the task at hand in order to comprehend what you’re referring to at each step. Try to include pertinent information about the project, like its deadline or objectives. It might be useful to include the project leader’s contact information. Try to include the purpose of the policy or procedure you’re writing about, as well as the date it was implemented.
4. List each step
Next, make a numbered or bulleted list of steps. Make an effort to make these instructions readable and succinct for ease of comprehension. Each item should clearly outline a task with specific procedures. This can help the readers comprehend the process easily. Add pertinent details when necessary to aid readers in finishing their tasks. You could, for instance, provide the name and contact information of a person the staff can contact regarding specific project steps. To make the steps easier to read, try to use concise language.
5. Conclude your letter
After you list your steps, you can conclude the letter. Usually, this is a brief paragraph that restates any crucial details from the document. You could thank the readers or express your excitement to continue working with them in the conclusion. Depending on the letter’s content and the recipient, the conclusion may change. Writing “Sincerely” or “Best wishes” after your first and last name serves as a formal closing to a letter.
6. Revise the document
Before you send the letter, read and revise the document. Your letter will be error-free after being edited. This helps you seem professional and responsible. Check for grammar, spelling or punctuation errors. Additionally, make certain that all the data you include in the letter, such as names or dates, is accurate. To catch any errors you might have missed otherwise, try reading your letter of instructions aloud. If you’d like, try having a coworker or friend review your letter to see if they spot any mistakes you missed.
Letter of instruction template
Here is a sample letter of instruction you can use as a model when creating your own:
[Recipients first and last name]
[Phone number]
[Email address]
[Date]
[Dear] [First and last name],
[State the task or project in a few sentences and provide a brief explanation. Include any pertinent information about the project to give the recipient context. If preferred, introduce the list of steps using a colon. ].
[Repeat any pertinent details in your conclusion and express gratitude to the readers for their time. ].
[Sincerely],
[First and last name]
Letter of instruction example
When writing your own letter, take into account this sample of an instruction letter:
Matthew Davis
555-555-555
[email protected]
October 3, 2021
Dear Matthew Davis,
This letter contains specific instructions that you should complete by the end of the month. When the company releases its new product in the summer of 2022, these tasks will be a part of it. Please get in touch with our lead project manager, Emma Newport, if you have any questions or concerns about these actions. Your duties are as follows:
Don’t forget to finish these assignments by the end of the month. If you have questions, contact Emma Newport. Thank you for your hard work and dedication.
Sincerely,
Juan Hernandez
FAQ
What is a letter of instruction?
A letter of instruction can include specifics about a person’s wishes for medical or funeral arrangements, as well as information about how to distribute or look after personal property that legal documents might not be able to include.
How do you write a letter of instruction for heirs and beneficiaries?
A letter of instructions template is a simple Word document or PDF that gives your survivors information about significant financial and unique issues that must be addressed after your passing. The legal and unique aspects of resolving your assets can be made simpler with a letter of instruction in Excel or PDF.
How do I write a letter of instruction for selling stock?
- A List of Personal Contacts. …
- A List of Business and Financial Contacts. …
- The Location of Legal Forms and Documents. …
- Usernames and Passwords. …
- Information About Outstanding Debts. …
- A List of Beneficiaries. …
- Instructions for Pets. …
- Memorial Service and Funeral Plans.
