Work instructions: what they are and how to write them

A work instruction shows one person exactly how to do one task — step by step, in the order they do it, with the checks that matter. It is the most detailed level of a company's procedures.

Where work instructions fit

Level	Document	Answers
1	Policy	What we do and why
2	Procedure / SOP	Who does what and when, across a process
3	Work instruction	Exactly how to do one task
4	Forms and records	Proof that it was done

What a work instruction includes

Title and number, version and date, linked to the SOP it belongs to.
Task and workstation: which machine, product or area.
Who can do it: the role and the training needed.
Safety and PPE for the task, and warnings at the exact step.
Tools, materials and settings: part numbers, torque values, temperatures, times.
Numbered steps, one action each, with a photo or video for any step that is easy to get wrong.
Quality checks: what "good" looks like and what to do if it is not.

How to write a clear work instruction

Watch the task done by the best operator, and record it on a phone.
Write one action per step, starting with a verb: Place, Tighten, Check, Record.
Use the exact names and labels on the machine and the parts.
Give numbers: "Tighten to 25 Nm", not "tighten firmly".
Show, do not describe: add a photo, a marked-up picture or a short video clip for hard steps.
Put the key point and the reason next to the step: "Hold for 5 seconds — so the glue sets."
Test it with a trained person who has not done the task. Fix every place they hesitate.
Put it at the workstation, in the language of the people who use it.

Work instruction example

Task: Changing the label roll on a case labeller. Who: Line operator (trained). PPE: Safety glasses, cut-resistant gloves.

Step	Action	Key point / reason
1	Press STOP and wait until the labeller stops.	The applicator arm can move without warning.
2	Open the guard door. Check that the machine shows "Guard open".	The interlock keeps the arm from moving.
3	Remove the empty core and the backing paper from the rewind spindle.	Cut the paper with the safety cutter, not a knife.
4	Load the new roll with the labels facing out.	Labels facing in will not peel.
5	Thread the web along the marked path and attach it to the rewind spindle.	Follow the yellow arrows on the frame.
6	Close the guard, press RESET, then FEED once.	One label must come out straight.
7	Check the first case label for position and print. Record the roll change.	Label within the marked box on the case.

Example only. Follow the manufacturer's manual and your own site procedure.

Paper, digital or video?

Paper is simple but goes out of date and is hard to follow for complex tasks. Digital work instructions on a tablet or phone are always the current version and can include photos and checklists. Video work instructions show the movement itself — the best way to teach a hands-on task, especially to people who read in a second language. We turn work instructions and SOPs into short videos with a quiz and a sign-off record.

Start from our free SOP template — the procedure table works for work instructions too.

Questions

What is a work instruction?

A detailed, step-by-step description of how to do one specific task, written for the person doing it — often with photos or video. It sits below an SOP: the SOP describes the process, the work instruction shows exactly how to do one task in it.

What is the difference between an SOP and a work instruction?

An SOP covers a whole process — who does what, when and why — and often several roles. A work instruction covers one task for one role, in much more detail: the exact settings, the order of each hand movement, the checks. In small teams one document often does both jobs.

What are digital work instructions?

Work instructions shown on a screen at the workstation — a tablet, a phone or a monitor — instead of on paper. They can include photos, video and checklists, are always the current version, and can record who completed each step.

Does ISO 9001 require work instructions?

ISO 9001 requires documented information where it is needed to make sure processes are carried out as planned. It does not prescribe a format. Many companies use work instructions to meet this for tasks where mistakes affect quality or safety.

How detailed should a work instruction be?

Detailed enough that a trained new worker can do the task right the first time without asking. Use one action per step, the exact names on the machine, numbers instead of words, and a photo or video for any step people get wrong.