Download free work instruction templates for manufacturing, service, and office processes. Learn how to write clear work instructions that employees actually follow.
Work Instruction Templates: Free Downloads + How to Write Instructions That Actually Get Followed
Work instructions are the detailed, step-by-step procedures that tell employees exactly how to perform specific tasks. Unlike high-level SOPs, work instructions include every click, every measurement, every decision point.
This guide provides free templates and teaches you how to write work instructions that employees will actually use.
Work Instructions vs SOPs: What's the Difference?
| Aspect |
SOP (Standard Operating Procedure) |
Work Instruction |
| Level of detail |
High-level process overview |
Detailed step-by-step tasks |
| Audience |
Managers, new employees |
Task performers |
| Length |
1-5 pages typically |
Can be many pages |
| Focus |
Why and what |
How exactly |
| Updates |
Less frequent |
More frequent |
Example:
- SOP: "Process customer returns within 24 hours following company policy"
- Work Instruction: "Step 1: Open the returns module. Step 2: Enter order number in field A. Step 3: Select reason code from dropdown..."
Work instructions sit below SOPs in the documentation hierarchy:
Policies (Why we do things)
↓
SOPs (What to do)
↓
Work Instructions (How to do it exactly)
Free Work Instruction Templates
Template 1: Standard Work Instruction (General Purpose)
Use for: Office procedures, software tasks, administrative work
WORK INSTRUCTION
================
Title: [Task Name]
Document ID: WI-[Department]-[Number]
Revision: [Version] | Date: [Date]
Owner: [Name/Role]
PURPOSE
-------
[One sentence explaining why this task matters]
SCOPE
-----
[Who performs this task and when]
PREREQUISITES
-------------
□ [What must be ready before starting]
□ [Required access or permissions]
□ [Materials or tools needed]
INSTRUCTIONS
------------
Step 1: [Action verb] [specific action]
[Additional detail if needed]
[Screenshot or diagram reference]
Step 2: [Action verb] [specific action]
Note: [Important consideration]
Warning: [Safety or error concern]
Step 3: [Action verb] [specific action]
If [condition], then [action]
If [other condition], then [other action]
[Continue for all steps]
VERIFICATION
------------
□ [How to confirm task was done correctly]
□ [Expected outcome or result]
TROUBLESHOOTING
---------------
Problem: [Common issue]
Solution: [How to fix]
Problem: [Another issue]
Solution: [How to fix]
RELATED DOCUMENTS
-----------------
- [Link to SOP]
- [Link to related work instruction]
Template 2: Manufacturing Work Instruction
Use for: Assembly, production, quality control
WORK INSTRUCTION - MANUFACTURING
================================
Part Number: [PN]
Operation: [Op Number/Name]
Workstation: [Location]
Revision: [Rev] | ECO: [Number]
SAFETY REQUIREMENTS
-------------------
⚠ PPE Required: [List items]
⚠ Hazards: [List hazards]
⚠ Emergency: [Contact/procedure]
TOOLS AND EQUIPMENT
-------------------
| Item | Specification | Qty |
|------|---------------|-----|
| [Tool] | [Spec] | [#] |
MATERIALS
---------
| Part Number | Description | Qty |
|-------------|-------------|-----|
| [PN] | [Desc] | [#] |
SETUP
-----
1. [Setup step with measurement/specification]
Tolerance: [±X]
2. [Next setup step]
OPERATION STEPS
---------------
Step 1: [Action]
Critical Dimension: [X.XX ± 0.XX]
[Visual reference]
Step 2: [Action]
Cycle Time: [XX sec]
Step 3: [Action]
Quality Check Point: [What to verify]
QUALITY VERIFICATION
--------------------
| Check Point | Specification | Method |
|-------------|---------------|--------|
| [Item] | [Spec] | [Gauge/Visual] |
PACKAGING
---------
[How to package completed work]
DISPOSITION OF NON-CONFORMING PRODUCT
-------------------------------------
[What to do if quality check fails]
Template 3: Software Task Work Instruction
Use for: System procedures, data entry, software operations
WORK INSTRUCTION - SOFTWARE
===========================
System: [Application Name]
Task: [Task Name]
Version: [Software Version]
Last Updated: [Date]
ACCESS REQUIREMENTS
-------------------
- System: [URL/Application]
- Login: [How to access]
- Permissions needed: [Role/access level]
BEFORE YOU BEGIN
----------------
□ [Prerequisite task completed]
□ [Data you'll need to have ready]
□ [Browser/system requirements]
STEP-BY-STEP INSTRUCTIONS
-------------------------
STEP 1: [Navigation]
Click: [Menu] > [Submenu] > [Option]
[Screenshot: step1.png]
STEP 2: [Data Entry]
In field [Name]: Enter [what to enter]
In field [Name]: Select [option] from dropdown
[Screenshot: step2.png]
STEP 3: [Action]
Click the [Button Name] button
Wait for: [What indicates success]
⚠ If error appears: See Troubleshooting section
STEP 4: [Verification]
Confirm [what to check]
[Screenshot: step4.png]
STEP 5: [Completion]
[Final action]
Expected result: [What you should see]
TROUBLESHOOTING
---------------
ERROR: "[Error message text]"
CAUSE: [Why this happens]
FIX: [What to do]
ERROR: "[Another error message]"
CAUSE: [Why this happens]
FIX: [What to do]
STILL STUCK?
------------
Contact: [Help desk / manager]
Ticket system: [Link]
Template 4: Service Business Work Instruction
Use for: Client services, professional services, field work
WORK INSTRUCTION - SERVICE
==========================
Service: [Service Name]
Client Type: [Who receives this service]
Estimated Time: [Duration]
Last Updated: [Date]
PRE-SERVICE CHECKLIST
---------------------
□ Client file reviewed
□ [Materials prepared]
□ [Appointments confirmed]
□ [Equipment tested]
SERVICE DELIVERY STEPS
----------------------
PHASE 1: PREPARATION
Step 1.1: [Preparation action]
Time: [X minutes]
Step 1.2: [Preparation action]
Note: [Important consideration]
PHASE 2: EXECUTION
Step 2.1: [Service action]
Client communication: "[Script/talking point]"
Step 2.2: [Service action]
Decision point:
- If [condition A]: Proceed to Step 2.3
- If [condition B]: Skip to Step 2.5
Step 2.3: [Service action]
Quality standard: [What "good" looks like]
PHASE 3: COMPLETION
Step 3.1: [Wrap-up action]
Client confirmation: [What to verify with client]
Step 3.2: [Documentation]
Update: [System/file to update]
Record: [What information to capture]
POST-SERVICE REQUIREMENTS
-------------------------
□ [Follow-up task]
□ [Billing action]
□ [Documentation complete]
ESCALATION TRIGGERS
-------------------
Escalate to [Role] if:
- [Condition requiring escalation]
- [Another condition]
Contact: [Name/Number]
How to Write Effective Work Instructions
Principle 1: One Action Per Step
Wrong:
"Open the application, log in with your credentials, and navigate to the reports section."
Right:
Step 1: Open [Application Name] from your desktop
Step 2: Enter your username and password
Step 3: Click the Login button
Step 4: Click Reports in the left navigation menu
Principle 2: Start with Action Verbs
Strong action verbs make instructions clear:
- Click, Select, Enter, Type
- Verify, Confirm, Check
- Remove, Install, Attach
- Wait, Hold, Pause
- Record, Document, Note
Avoid passive voice:
- Wrong: "The form should be filled out"
- Right: "Fill out the form"
Principle 3: Include Visual References
People process visuals faster than text. Include:
- Screenshots for software procedures
- Photos for physical tasks
- Diagrams for complex assemblies
- Flowcharts for decision points
Annotation tips:
- Number callouts to match step numbers
- Use arrows to show click locations
- Highlight important areas with boxes
- Keep images current with software updates
Principle 4: Specify Exact Values
Vague:
"Tighten the bolt securely."
Specific:
"Tighten the bolt to 25 ft-lbs using the torque wrench."
Vague:
"Wait until the process completes."
Specific:
"Wait until the green checkmark appears (approximately 30 seconds)."
Principle 5: Anticipate Questions
Think about what someone new would ask:
- Where exactly do I click?
- How do I know it worked?
- What if something goes wrong?
- How long should this take?
- What do I do next?
Answer these questions within the instruction.
Principle 6: Include Decision Points
Real work involves choices. Document them:
Step 7: Review the customer's account status
If status = "Active":
Proceed to Step 8
If status = "Suspended":
See Work Instruction WI-CS-042 for account reactivation
If status = "Closed":
Inform customer: "I'm unable to process this request
on a closed account. Would you like to open a new account?"
If yes: Proceed to Step 15
If no: Document in notes and end call
Principle 7: Test with Users
Before finalizing any work instruction:
- Have someone unfamiliar with the task follow it exactly
- Watch them without helping
- Note where they hesitate or make mistakes
- Revise those sections
- Test again
The person who created the process is the worst person to test the instructions.
Work Instruction Best Practices
Formatting for Usability
Do:
- Use numbered steps (not bullets for sequential tasks)
- Keep steps visible without scrolling when possible
- Use consistent formatting throughout
- Include white space for readability
- Make it printable if needed
Don't:
- Bury critical information in paragraphs
- Use tiny fonts to fit more on a page
- Combine too many actions in one step
- Forget mobile users if instructions are accessed on devices
Maintenance and Updates
Work instructions become useless when they're outdated.
Update triggers:
- Software or system updates
- Process changes
- Error reports from users
- Annual review cycle
Version control:
- Date all revisions
- Note what changed
- Archive old versions
- Communicate updates to users
Organization and Access
Instructions are worthless if people can't find them.
Naming convention:
WI-[Department]-[Process]-[Version]
Example: WI-FIN-InvoiceProcessing-v3
Storage options:
- Wiki (Notion, Confluence)
- Shared drive with clear folder structure
- Process documentation platform (Trainual, SweetProcess)
- Integrated in the systems where work happens
Common Work Instruction Mistakes
Too Much in One Document
Break complex processes into multiple work instructions. Each should be completable in one session.
Assuming Knowledge
Write for someone doing this for the first time. What's obvious to you isn't obvious to everyone.
Outdated Screenshots
Nothing undermines trust faster than images that don't match the current system. Schedule regular reviews.
No Troubleshooting Section
Things go wrong. Document common problems and solutions to prevent escalations.
Never Testing
Work instructions that haven't been tested by actual users always have gaps.
Tools for Creating Work Instructions
Documentation Platforms
- Notion: Flexible, free tier available
- Confluence: Enterprise standard
- Trainual: Purpose-built for procedures
- SweetProcess: SOP-focused platform
Screen Capture
- Loom: Video + screenshot
- Snagit: Professional screenshots
- CloudApp: Quick sharing
- Built-in tools: Windows Snip, macOS Screenshot
Diagramming
- Lucidchart: Professional diagrams
- Miro: Collaborative whiteboarding
- Excalidraw: Quick sketches
- Canva: Accessible design
Frequently Asked Questions
What's the difference between a work instruction and a procedure?
The terms are often used interchangeably, but traditionally: A procedure describes what to do and who does it. A work instruction describes exactly how to do it with step-by-step detail. Procedures are broader; work instructions are granular.
How detailed should work instructions be?
Detailed enough that someone new could complete the task without asking questions. The test: Give it to someone unfamiliar with the task. If they can complete it correctly, it's detailed enough.
Who should write work instructions?
The person who performs the task regularly should draft it, but someone else should review and test it. Subject matter experts often skip steps that feel obvious to them.
How often should work instructions be updated?
Review whenever the process changes (software update, policy change, etc.) and at minimum annually. Set calendar reminders for review cycles.
Should I use video or written work instructions?
Both have value. Video is great for physical tasks and initial training. Written instructions are easier to reference during task execution. Consider video for training, written for reference.
How do I get employees to actually use work instructions?
Make them easy to access (in the systems where work happens), keep them current, and involve employees in creating them. Instructions that are hard to find or outdated get ignored.
Build Your Documentation System
Work instructions are the foundation of consistent operations. They enable training, ensure quality, and make your processes scalable.
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