20 Sample Emails Giving Instructions

Giving clear instructions is an essential skill in both personal and professional life.

Whether you’re delegating tasks to a team member, providing directions to a friend, or explaining a process to a client, the ability to communicate effectively can make all the difference.

In today’s digital age, email has become one of the most common ways to convey instructions.

A well-crafted email not only ensures that the recipient understands what needs to be done but also helps to avoid misunderstandings and delays.

So let’s explore 20 sample emails that demonstrate how to give instructions effectively.

20 Sample Emails Giving Instructions

Here are 20 examples of emails providing clear and persuasive instructions on various topics:

1. Subject: Please Update the Q3 Sales Report by Friday

Hi John,

As we wrap up Q3, I need you to update the sales report with the latest figures. Here’s what I’d like you to do:

Gather data from each regional manager

Compile the numbers into the master spreadsheet
Create a summary slide with key highlights
Send the updated report to me and the leadership team

Please have this completed by the end of the day on Friday. Let me know if you have any questions or need assistance.

Thanks,

Sarah

Sales Manager ABC Company

2. Subject: New Office Security Procedures – Effective Immediately

Dear Team,

In light of recent events, we are implementing new security procedures for our office. Starting today, please adhere to the following:

Always wear your ID badge visibly while on the premises
Do not let anyone tailgate you through secure doors
Report any suspicious activity to building security immediately

Ensure your desk is clear of sensitive materials when you leave for the day

Your cooperation is vital to maintaining a safe workplace for everyone. If you have concerns, please don’t hesitate to contact HR or your supervisor.

Thank you,

Mark Johnson

Director of Operations

3. Subject: Action Required: Sign Up for Benefits by June 30

Hello everyone,

It’s time for annual benefits enrollment! You must log in to the HR portal and make your selections by June 30 to ensure coverage for next year. Here’s a quick guide:

Visit benefits.ourcompany.com and log in with your network ID
Click “Annual Enrollment” and review the available plans

Choose your desired medical, dental, and vision coverage
Designate beneficiaries for life insurance
Save or submit your selections

If you have questions, you can refer to the Benefits Guide on the portal or contact the HR team. Don’t miss this important deadline!

Best regards,

Your HR Team

4. Subject: Reminder: Submit Your Timesheets Every Friday

Hello team,

This is a friendly reminder about timesheet submissions. To ensure timely processing of payroll, it’s crucial that you:

Record your time daily throughout the week

Double-check that your entries are accurate
Submit the completed timesheet via the portal by 5 pm every Friday

Failing to submit on time may result in delayed payment. If you encounter any issues with the submission process, let your manager or HR rep know right away.

Thanks for your attention to this matter,

Payroll Department

XYZ Corp

5. Subject: New Client Onboarding Process

Hi Sales Team,

We’ve updated our process for onboarding new clients to streamline the experience. Effective immediately, please follow these steps after closing a deal:

Enter client info into the CRM within 1 business day

Alert the Account Management team via email
Schedule a kick-off call with the client and AM
Send a welcome package before the call

By adhering to this process, we can ensure a smooth transition and get new clients up and running quickly. Reach out with any questions.

Cheers,

Kelly

Head of Customer Success

6. Subject: Event Preparation Tasks for Tomorrow’s Conference

Hello Event Staff,

In preparation for tomorrow’s conference, please complete the following tasks:

Arrive at the venue by 7 am for setup
Arrange the check-in tables and hang all signage
Test the AV equipment and resolve any issues with the technician

Lay out the attendee materials at each seat
Confirm catering details and timing with the banquet manager

Remember to wear your staff shirts and bring a positive attitude! We’ve got a great day ahead.

See you bright and early,

Tanya

Event Coordinator

7. Subject: Expense Report Guidelines

Attention All Employees,

As we begin the new fiscal year, I want to remind everyone about expense report guidelines. When submitting expenses for reimbursement:

Include clear, legible receipts for each expense

Categorize expenses accurately (e.g. travel, meals, supplies)
Attach a brief justification for any unusual or high-dollar items
Submit reports within 30 days of incurring the expense

Adhering to these guidelines will help our Finance team process your reimbursements quickly. If you have any questions, consult the Expense Policy or contact your manager.

Thank you,

Allen Smith

CFO

8. Subject: New Social Media Posting Procedure

Greetings Marketing Team!

To ensure consistent branding across our social media channels, we’re implementing a new posting procedure:

All posts must be approved by the Social Media Manager before going live
Use the content calendar template for planning posts
Include relevant hashtags and visuals with each post

Respond to comments and messages within 24 hours

By following this process, we can maintain a cohesive brand voice and provide timely engagement with our followers. Don’t hesitate to reach out with any questions!

Cheers,

Liz

Director of Marketing

9. Subject: Mandatory Training: Diversity & Inclusion

Dear colleagues,

As part of our commitment to fostering an inclusive workplace, all employees are required to complete Diversity & Inclusion training by the end of the quarter. Please follow these steps:

Log in to the Learning Management System (LMS)
Search for “Diversity & Inclusion Fundamentals”

Launch the course and complete all modules
Take the post-course assessment to receive credit

The training takes approximately 2 hours and can be completed in multiple sittings if needed. If you encounter LMS technical issues, contact IT support.

Thank you for investing in this important initiative.

Regards,

HR Team

10. Subject: Inventory Count Instructions – All Hands on Deck!

Attention Warehouse Staff,

It’s that time again – annual inventory count! To ensure an accurate count, please follow these steps:

Report to your designated section at the start of your shift

Partner up with your assigned count buddy
Carefully count each item and record the quantity on the inventory sheet
Notify a supervisor immediately of any discrepancies

Initial each completed section on the master list

Remember, accuracy is key! Double-check your counts and don’t hesitate to ask for help. We appreciate your hard work during this busy time.

Best,

Mike

Warehouse Manager

11. Subject: Server Migration – Downtime Expected

IT Team,

As discussed, we will be migrating to the new server infrastructure this weekend. To minimize disruption, please adhere to the following plan:

Begin backup of all critical data by 6 pm Friday
Verify successful backup before proceeding

Take old servers offline at midnight on Saturday
Migrate data and configure new servers
Conduct testing and resolve any issues

Bring new servers online by 6 am Monday

Some downtime is expected during this window, but we’ll work to minimize it. Be prepared to assist with troubleshooting and communicate any delays to leadership.

Thanks,

Sanjay

IT Director

12. Subject: New Press Release Approval Process

Hello PR folks,

Going forward, all press releases must follow this approval process before distribution:

Draft release using the approved template
Route to Legal for review and approval

Send the approved version to the executive team for sign-off
Upon exec approval, send to PR Manager to coordinate the release
PR Manager to provide final copy to distribution team

This process ensures that our public communications are accurate, on-brand, and legally sound. Please build in adequate lead time for each step. Any questions, just ask!

All the best,

Rachel

Head of Public Relations

13. Subject: Updated Travel & Expense Policy – Effective Jan 1

Greetings Travelers,

Please be advised that our Travel & Expense Policy has been updated for the new year. Key changes include:

Increased per diem rates for meals
Pre-approval is required for all international trips
Booking flights and hotels through the corporate portal is mandatory

Rental cars are restricted to compact-class vehicles
First-class upgrades are no longer reimbursable

You can review the full policy on the company intranet. Adherence to these guidelines is necessary for timely expense processing.

Safe travels!

Alan

Travel Manager

14. Subject: Action Required: Update Your Emergency Contact Info

Dear valued employee,

We must have your current emergency contact information on file. Please take a moment to:

Navigate to the Personal Information section
Review your existing emergency contacts
Make any necessary updates or additions

Save your changes

Having up-to-date information ensures we can reach your designated contacts in case of an emergency. Please complete this request by the end of the week.

Feel free to reach out with any questions.

Thank you,

Your HR Team

15. Subject: New Quality Control Checklist

Attention Production Team,

To reduce defects and improve overall quality, we’re rolling out a new QC checklist. At each station, you must now:

Verify incoming materials against the spec sheet
Conduct visual inspection for obvious flaws

Measure critical dimensions and tolerances
Perform designated function test
Record results on the QC log

Any non-conforming units should be set aside for further review. The QC Manager is available if you need clarification on the new procedures.

Let’s work together to ship the highest quality products possible!

Regards,

Samantha

Director of Manufacturing

16. Subject: Monthly Close Schedule and Tasks

Hey Accounting folks,

As we approach month-end, here’s what needs to happen:

Reconcile all bank statements by EOD Monday
Send invoice aging report to Collections by Tuesday
Post all accruals and deferrals by Wednesday
Run preliminary financial statements on Thursday morning
Meet for review and adjustments on Thursday afternoon
Distribute final reports to management on Friday

Let’s aim to wrap up the close process by noon on Friday. If you encounter any roadblocks, elevate them to me ASAP.

Thanks for your diligence,

Marie

Controller

17. Subject: New Customer Support Escalation Protocol

Hello Support Team,

To better serve our customers, we’re implementing a new escalation protocol for complex issues. When you encounter a Tier 3 issue that you’re unable to resolve:

Gather all relevant case details and history
Flag the case as “Escalated” in the support portal
Assign the case to the appropriate Tier 3 queue
Send a status update to the customer
Monitor progress and provide additional info as needed

By following this process, we can ensure that complex problems get the attention they require and that customers stay informed. Remember, our goal is always to provide exceptional support!

Cheers,

Luke

Customer Support Manager

18. Subject: Reminder: Submit Vacation Requests 2 Weeks in Advance

All,

Just a reminder about our time off request procedure. To ensure adequate coverage, please:

Check the department vacation calendar before selecting dates
Submit your request via the HR portal at least 2 weeks before the desired time off
Wait for manager approval before finalizing any travel plans
Update your out-of-office message and voicemail before departing

Of course, we understand that unexpected situations arise. In those cases, please communicate with your manager as soon as possible.

Happy vacationing!

The HR Team

19. Subject: Sales Contest – Earn a Trip to Hawaii!

Aloha Sales Team!

Ready to hit the beach? Here’s how you can win an all-expenses-paid trip to Hawaii:

Sell $50K in new business between now and June 30
maintain a 90% customer satisfaction rating
Attend at least 3 sales training sessions this quarter

The top 5 performers who meet all criteria will earn a spot on the winners’ trip. Second and third-place finishers will receive cash prizes.

It’s time to heat those sales skills and start packing your swimsuit!

Good luck,

Denise

VP of Sales

20. Subject: Deadline Approaching: Benefits Enrollment Ends Friday

Hi there,

This is your final reminder that open enrollment for next year’s benefits closes at midnight this Friday. You must take action if you want to:

Change your medical, dental, or vision elections
Add or remove dependents from your coverage
Increase your HSA or FSA contributions
Update beneficiary designations

Even if you’re happy with your current choices, please log in to the benefits portal to review and confirm. Doing so will ensure you receive the coverage you want in the coming year.

As always, the Benefits team is here to help. Just give us a buzz!

Cheers,

Your Friendly Benefits Crew

Wrapping Up Instructions Via Email

Giving clear, effective instructions is a skill that can be honed with practice.

By following some key principles—like breaking tasks into specific steps, setting clear deadlines, and offering help—you can craft emails that enable your recipients to take precise action.

The sample emails provided here illustrate various scenarios where conveying instructions is necessary, from onboarding new hires to coordinating a sales contest.

Use them as inspiration the next time you need to provide direction via email.

Remember, the foundation of instructional writing is clarity and specificity.

Be direct, break things down into small steps, anticipate questions, and always offer a path for getting help or more info.

With those guidelines in mind, you’re well on your way to being an email instruction pro.