The do’s and don’ts of email instructions
Corinna Lines | January 26, 2026
When email instructions go rogue
Subject: Cat feeding
Hi, sorry just realised I haven’t asked you if you can feed the cat while we’re away (from tomorrow). Hope you can — it’s pretty straightforward, just a Fancy Feast and a few Temptations. Hopefully he’s stopped puking on the doormat. I’ll leave the key out and the food in the usual place. We’ll be back in a fortnight, cheers. Vet no on fridge. You’re the best.
Did you enjoy reading that? Would you know what to do? What if you can’t do it? We’re all used to writing emails — but not always so good at planning them.
Email instructions need even more planning
If you’re writing an email and want the recipient to do something, it’s super-important to make the call to action clear. State it early on, in case the recipient doesn’t read to the end. Put it in the subject line if you can. And repeat it in the email to reinforce its importance.
But for instructions, you need to take even more care. I’m going to demonstrate what I mean right here.
- Start by noting all the steps in your instructions. One way is to write each step on a Post-it note, so you can rearrange them in an order that makes sense.
- Then number them to help clarify if you’ve given the reader information in a logical order.
- Check on your reasoning for the order you’ve chosen. Sometimes the timing sets the order, or some processes have alternative next steps.
- Set out any alternatives or decision points.
- Use numbers when setting out steps in a process, so each step is separated clearly.
Instructions can be difficult to set out well in an email, because formatting options are limited. But you can always use numbers, short paragraphs, and white space to help the reader see what to do. And yes, you can use headings!
Use headings if they help with clarity
People often think they can’t use headings in emails — but you can. They’re really good for breaking up long emails into topics or categories. For detailed instructions, you may need headings for alternative scenarios or decision points along the way. It depends on the complexity of your instructions.
Rewriting the rogue email
Let’s review the email at the top of this post. What does the reader need to know? You might organise the points into categories, such as:
- Courtesy start (greeting, apology for short notice, asking rather than telling)
- Feeding details (amounts and how often)
- Welfare info (recent vomiting)
- Logistics (vet contact details, key)
- Courtesy finish (gratitude/repeat apology/hope it goes smoothly/will bring gift)
You don’t need to use numbers or headings as it’s a more conversational email with a simple task.
Subject: Can you feed our cat from tomorrow until XX January?
Hi and happy new year!
I’m sorry about the short notice — I just realised I haven’t asked you if you can feed Mittens while we’re away from XX to XX January. Will this work for you?
If this is ok, he just has:
- one Fancy Feast pouch morning and evening, plus
- about 5 Temptations at night.
Supplies are in the cupboard above the toaster.
He vomited a few times last week, but seems to be ok now.
I’ll leave the key out in the usual place and the vet’s details on the fridge (just in case!).
I’ll be really grateful if you can help, and I do hope it’s no trouble. I’ll bring you a bottle of that Korean serum we talked about from duty-free to say thanks. Good luck!
Yes, this version is longer. But it’s much clearer — and notice that the call to action (‘Can you feed our cat?’) appears in the subject line and also in the first paragraph. Even though it’s longer, it’s more likely to get a positive response — which is important!
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