Step-by-Step Guide: Writing An Example Letter of Instruction

As a busy individual, it’s easy to feel overwhelmed with the task of delegating assignments to your team. Chances are, there are some tasks that you would rather not handle yourself. This is where a letter of instruction comes in handy. A letter of instruction is a simple yet effective way to communicate your expectations and directives to your team. With this type of letter, you can ensure that all tasks are completed with accuracy and timeliness.

The beauty of a letter of instruction is that it can be customized to fit your specific needs. Whether you have a small team or a large one, you can easily create a letter of instruction using a variety of templates available online. These templates provide examples that you can edit as needed to fit your situation.

For instance, you might need to delegate tasks related to a new product launch or a special event. In this case, your letter of instruction might include specific details about the tasks that need to be completed, the deadline for completion, and who is responsible for each task. By doing so, you can ensure that everyone is on the same page and working towards the same goal.

Overall, the letter of instruction is a valuable tool for any busy individual who needs to delegate tasks to their team. It’s easy to create, simple to customize, and effective in ensuring that tasks are completed efficiently and accurately. So, don’t hesitate to explore some examples of these letters online and get started on creating your own today!

The Best Structure for Example Letter of Instruction

When it comes to writing a letter of instruction, it is important to get it right to ensure that your message is clearly understood. The structure of your letter of instruction is just as important as the content itself. A well-organized and structured letter is more likely to be received positively and acted upon.

Here is an example of the best structure for a letter of instruction:


The first paragraph should introduce the purpose of the letter and what it hopes to achieve. It should be brief and clear, and it should outline the context of the letter.


The body of the letter should be divided into clear sections. Each section should focus on a specific topic or instruction. It should be clear and concise, using bullet points where necessary to make it easier to read.


The final paragraph should summarize the key points of the letter and emphasize the desired outcome. It should be a call to action that encourages the recipient to take the necessary steps outlined in the letter.


The letter should be signed off with your name and contact information. This makes it easier for the recipient to take action if they have any further questions or need clarification on any of the instructions.

In conclusion, the best structure for a letter of instruction is one that is clear, concise, and well-organized. By following the structure outlined above, you can ensure that your message is easily understood and that your desired outcome is achieved. Remember to keep it simple and to the point, while still providing all the important information necessary.

7 Samples of Instructional Letters for Different Occasions

Sample Letter of Instruction for Equipment Maintenance

Dear Maintenance Team,

I am writing to provide you with some important instructions regarding the scheduled maintenance of our office equipment. As you all know, keeping the equipment in good working order is vital to maintaining our productivity and minimizing downtime.

Firstly, please ensure that all equipment is properly cleaned and dusted before and after use. This will help prevent any damage to the machinery or other related components. Secondly, follow the manufacturer’s maintenance schedule and perform regular checks on all the equipment, including but not limited to printers, copiers, and fax machines.

I highly recommend that you keep a maintenance log for each piece of office equipment, where you can regularly update when and how the maintenance was carried out. This will help reduce any confusion or duplication of work.

Thank you for your continued support in maintaining our equipment. Please do not hesitate to contact me if you need any further clarification or assistance.


[Your Name]

Sample Letter of Instruction for Employee Time Off Request

Dear [Employee’s Name],

I acknowledge receipt of your request for time off from work. I understand that you need to attend to some personal matters, and we would like to make it easy for you to take the time off.

However, before we can grant your time off request, there are certain procedures that we need to follow. To this end, kindly fill the application for leave form available on the Employee Self-Service Portal.

Once you have completed your form, please submit it to HR in a timely manner. We will review your request and get back to you as soon as possible. Please note that approval of your time off request is subject to our company leave policy.

Thank you for your understanding, and we hope to see you back at work soon.

Best Regards,

[Your Name]

Sample Letter of Instruction for Managers on Conducting a Performance Review

Dear Manager,

I am writing to remind you that it is time to conduct performance reviews for all your staff members. The review process will provide you with an opportunity to assess your team’s performance, identify areas where they excel and areas where they need improvement. Reviews will also be an opportunity to discuss career development with your employees.

To ensure that the process is successful, please follow the guidelines provided in the review form. The form covers areas such as job duties, goals, and objectives, attendance, punctuality, communication, teamwork, and overall performance.

Please keep a record of your review comments and feedback for your staff member’s performance review. It is important that you complete the review process on time and provide feedback to your staff. The feedback will help them improve their job performance and enhance their career development.

If you have any questions or concerns, please do not hesitate to contact your supervisor or HR.

Best Regards,

[Your Name]

Sample Letter of Instruction for Volunteer Orientation

Dear Volunteer,

We are delighted that you have decided to become a volunteer with our organization. To ensure that your experience is productive and enjoyable, we would like you to attend a volunteer orientation session.

During the orientation session, you will learn about our organization and what we do, volunteer policies, procedures, and expectations. You will also get to know members of our team and ask any questions you may have.

Orientation sessions are held on the first Saturday of every month, starting from 9.00 am and typically last for two hours. Please RSVP to the volunteer coordinator to confirm your attendance and receive directions.

Thank you again for volunteering with us, and we look forward to seeing you at the orientation.

Best Regards,

[Your Name]

Sample Letter of Instruction for Diversity and Inclusion Training

Dear Team,

We hope this letter finds you all well. In light of the increasing diversity we experience in society and in our company, we believe diversity and inclusion training is crucial for all employees.

Training has been scheduled for next week, and we highly encourage you to attend so that you can learn how to increase awareness and improve our communication skills with people from different cultures and backgrounds. The training sessions will also provide a forum for employees to share their experiences and learn from one another.

The training consists of different interactive modules that deal with different aspects of diversity, including race, gender, religion, sexual orientation, and ethnicity. We are confident that this training will contribute to creating a more inclusive and supportive work environment.

We appreciate your participation, which is vital to the success of this initiative. Thank you for your commitment to a diverse and inclusive workplace.

Best Regards,

[Your Name]

Sample Letter of Instruction for Online Course Registration

Dear [Employee’s Name],

I am writing to remind you that our company’s online learning platform offers a variety of courses that you can access from anywhere and complete at your own pace. I believe that there are several courses that would complement your skills and knowledge.

To register for courses, please follow the instructions below:

1. Log in to the online learning platform using your employee ID and password.
2. Browse the course catalog to find courses that interest you.
3. Select the courses that you wish to register for, and click the enroll button.
4. Follow the prompts to complete the registration process.
5. After completion, kindly notify me of the courses selected for approval.

Please remember that as an employee, you are eligible for a budgeted number of courses within the financial year. Once you register, please complete the course within the specified timeline.

Thank you for your continued commitment to your professional development. We are confident that through online learning, you will be well equipped to take on new challenges and expand your knowledge and skills.

Best Regards,

[Your Name]

Sample Letter of Instruction for Remote Work Policy

Dear Team,

We are excited to announce that our company is initiating a remote work policy which will allow employees the flexibility to work from home or other locations. We understand that this is a significant change in the way you work. It is important to understand the policies, procedures, and best practices of this approach.

To ensure that all remote work processes run smoothly, we have created a Remote Work Policy. The policy outlines the company’s expectations for remote workers, including the eligibility criteria, work schedules, communication, equipment, and safety.

We highly recommend that you read and familiarize yourself with the policy, which is available on our employee self-service portal where you will have access to the policy document. Your immediate supervisor will also be available for any further guidance or clarification.

Thank you for your cooperation and continuous support as we take the initiative to adapt to changing work conditions to provide better work flexibility.

Best Regards,

[Your Name]

Tips for Writing an Effective Letter of Instruction

A letter of instruction is a valuable tool that can help ensure your wishes are carried out even if you’re not around to communicate them yourself. Whether you’re planning for retirement, dealing with a chronic illness, or preparing for the unexpected, a letter of instruction can provide valuable information and guidance to your loved ones and key advisors. But how do you ensure your letter of instruction is clear, comprehensive, and effective? Here are a few tips:

1. Be Specific: The more detailed your instructions, the easier it will be for your loved ones to follow them. Be sure to include specific details about your wishes, such as who should be notified in the event of your passing, what medical treatments you prefer, and how you want your assets distributed.

2. Keep it Concise: While it’s important to be specific, you don’t want your letter of instruction to be so lengthy that it becomes overwhelming for your loved ones. Try to keep your instructions concise and to the point.

3. Use Clear and Simple Language: Remember that your letter of instruction is intended to be read by people who are not experts in estate planning or legal jargon. Use clear and simple language so that your instructions are easy to understand and follow.

4. Keep it Up-to-Date: Your wishes and preferences may change over time, so be sure to update your letter of instruction periodically. Keep a copy in a safe place and make sure your loved ones and key advisors know where to find it.

5. Consider Getting Professional Help: If you’re unsure about what to include in your letter of instruction, consider working with a professional estate planner. They can provide guidance and help ensure that your wishes are carried out as you intended.

By following these tips, you can help ensure that your letter of instruction is clear, comprehensive, and effective, helping to give you and your loved ones peace of mind.

Frequently Asked Questions about Example Letter of Instruction

What is a letter of instruction?

A letter of instruction is a document that contains specific directions or guidance for someone to follow when certain circumstances arise. It can be used to communicate important information, convey instructions for estate planning, or provide specific directions for someone to follow upon your death.

When should I write a letter of instruction?

You should write a letter of instruction when you want to provide direction or guidance to someone, especially in situations where there may be confusion or uncertainty. You can write a letter of instruction for anything from estate planning to providing guidance for a family member who needs to care for your pets while you are away.

What should be included in a letter of instruction?

A letter of instruction should include specific directions or guidance, including names and contact information for important individuals, details about assets or accounts, and any other information that is important for the individual who will be following the letter.

Can a letter of instruction be changed or updated?

Yes, a letter of instruction can be changed or updated as needed. It is important to review and update the letter on a regular basis or after any major life changes to ensure that the information is accurate and up-to-date.

Do I need a lawyer to write a letter of instruction?

No, you do not need a lawyer to write a letter of instruction. However, it may be helpful to consult with a legal professional to ensure that the letter is legally binding and covers all necessary information.

Who should I give my letter of instruction to?

You should give your letter of instruction to anyone who may need to follow the directions or guidance it contains. This may include family members, financial advisors, attorneys, or other individuals who will be acting on your behalf.

Is a letter of instruction legally binding?

A letter of instruction is not necessarily legally binding, but it can be used to provide direction and guidance in situations where there may be confusion or uncertainty. It is important to consult with a legal professional to ensure that the letter is legally binding if you want it to be.

Sending You Off With Gratitude!

And that’s it, folks! You just learned how to create a perfect letter of instruction. I hope this guide has been helpful to you and you’ve learned something new today. Remember, letter of instruction plays a crucial role and can help you avoid any unwanted hassle. I hope you’ll come back to visit us soon for more informative articles. Thank you so much for reading, and have a wonderful day!