Giving instructions

Knowledge of the basics of English grammar will help you to communicate clearly and confidently. Here we review some of the structures typically involved in giving instructions.

1. Using the imperative form

The imperative is used to give a direct warning, order, instruction or piece of advice. The form of the imperative is identical to that of the infinitive. Add do not/don’t to form the negated form:

Be careful!

Take the Central Line.

Don’t talk to Joe now — he’s trying to fix my computer!

When giving instructions, you can use the simple present instead of the imperative:

You turn left at the restaurant and our stand is on the right. You don’t turn right until you get to the bridge.

When giving someone instructions on how to use a product, we can use both the imperative and the simple present:

Tap the icon on the right. Choose the location. Follow the instructions on the screen. Go ahead and click “I agree”. You tap the icon on the right. You choose the location…

In natural speech, you will typically hear a mixture of the two forms: Tap the icon on the right. You choose the location…

You might see warnings or instructions on signs at trade fairs. Often,

please is added to make the instructions more polite:

Keep left.

Please use the main entrance.

Please don’t touch the display.

2. Using “let’s”

In many situations, you can use the structure with “let’s” as an alternative to the imperative. This turns the instruction into more of a suggestion about something that the speaker and the listener should do, even if it is really understood that it is the listener who has to do something:

Let’s try the red option.

Let’s offer coffee and tea.

3. Using impersonal statements Your instructions can appear less direct if instead of using the imperative you use impersonal statements, such as it’s essential to, it’s essential that you/we, it’s important to or it’s necessary to. You can also use a passive form:

It’s essential to install an antivirus program.

It’s essential that you/we install an anti-virus program.

It’s essential that an anti-virus program be installed.

It’s necessary to click “accept”.

The most natural negated form would be it’s not necessary to, but other forms are also used:

It’s not important to choose the location, but it will give you a better service.

It’s not necessary to add your telephone number on the form.

4. Using modal verbs

You can use the modal verbs should, have to, need to and can to give instructions. Due to the presence of “you”, however, the instructions become very direct: You should wear a suit.

You have to take your lunch break at different times.

You need to be here at 8 a.m. When talking to a customer, you can make the instructions about a product less direct by using a more neutral subject, such as it or this/ that, with the modal verb in the passive voice:

It should be backed up first. This needs to be installed.

5. Avoiding “must”

Generally, the modal verb must

is not used to give instructions in a business context, as it sounds overly formal and too direct. For example, Sie müssen um acht hier sein

would be translated as “You should be here at 8 a.m.”.