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.

Preparation

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Reading text

To:

Tim Young

Date:

22 May

Subject:

Things to do for the team meeting

Tim,

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.

Best,

Amelia

Amelia Smith
Marketing Department

Tips

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.

Discussion

When you have to give someone instructions, do you prefer to write them a note or speak to them? Why?

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Language level

A1 Elementary

Hi Francis, Please note that we have a customer meeting on tomorrow Monday at 11 am. Around 30 members will attend the meeting. Could you please arrange meeting room for tomorrow at 11 in the morning..? Can please arrange 30 notepad and pens..? Could you tell office boy to clean out in the meeting room Also tell him keep 30 bottle water on the table. Thanks and Best Regards Shamsukprm75.

I prefer to write them an email, because we can check it any time we want;

It depends on the situation. I usually write a note because the note makes fewer errors. I sometimes speak because speak provides more powerful communication.