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Giving and Receiving Verbal Instructions: Functional Language

02 Feb 2024

busspeakingThe ability to understand verbal instructions is a necessary requirement in most workplaces across all industries. Giving verbal instructions is often the quickest and most effective way to communicate ideas.

When giving instructions we should do the following:

  • Use a simple, clear language
  • Be concise (clear and specific)
  • Cover every step to be taken (do not make assumptions).
  • Give the person an opportunity to seek clarifications.
  • Ask the person to repeat the instructions to check if they understood.
  • Emphasize important points.

When receiving instructions is important that you:

  • Listen carefully.
  • Ask questions to seek clarifications if you do not understand.
  • Repeat the instructions to see whether you understood.

FOR THE FULL LESSON PLEASE LOG IN AND GO TO:

Giving and Receiving Verbal Instructions

(includes lesson notes, sample dialogues, audio lesson + interactive practice exercises)


Below is some useful language for giving and receiving instructions:

GIVING INSTRUCTIONS

Sequencing

First, you . . .

Then, you . . .

Next, you . . .

Lastly, you . . .

Starting Out

Before you begin, (you should . . .)

The first thing you do is . . . .

I would start by . . .

The best place to begin is . . .

To begin with,

Continuing

After that,

The next step is to . . .

The next thing you do is . . .

Once you’ve done that, then . . .

When you finish that, then . . .

Finishing

The last step is . . .

The last thing you do is . . .

In the end,

When you’ve finished,

When you’ve completed all the steps,

Using Conditional Instructions

If someone comes into the office, greet them warmly.

If a visitor has to wait for a while, make them feel comfortable.

If the red light doesn’t appear, call a technician.

If you receive multiple calls at the same time, put the person you’re speaking to on hold.

Checking that Someone Understands

Do you understand?

Are you following me?

Are you with me?

Have you got that?

Got it? (informal)


RECEIVING INSTRUCTIONS

Asking for Instructions

How do I . . . ?

What is the best way to . . . ?

How do I go about it?

What do you suggest?

How do you suggest I proceed?

What is the first step?

Querying Instructions

Should I say my name before the name of the company?

Should I write the message down and leave it for the person it’s meant for?

Do I need to push the hold button twice?

Is it a good idea to page someone after hours?

So you mean I shouldn’t leave someone on hold for long?

What should I do after that?

What should I do next?

Checking Instructions

Let me make sure that I’ve got that.

Let me check that I’ve understood that.

Let me just repeat those back to you.

Clarifying Instructions

Do you mean that the boxes are only for messages?

Are you saying that I need to press this button here?

Confirming that you Understand

Yes, I’ve got it.

Yes, I see.

I understand.

I’m with you.

I’m following you.

 

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