Procedural Writing
Procedural writing guides users through completing a specific task step-by-step. Well-written procedures prevent errors, reduce support requests, and help users succeed quickly.
Elements of a Strong Procedure
Title
The title should clearly state what users will accomplish, using outcome-focused language.
Weak: "Authentication Setup" Strong: "Set Up Two-Factor Authentication"
Weak: "Database Migration" Strong: "Migrate Your Database to PostgreSQL"
Introductory Context
Provide users context about why they're doing this and what success looks like.
This procedure walks you through enabling two-factor
authentication (2FA) on your account. 2FA adds a security
layer requiring a second verification method beyond your
password. When complete, you'll be prompted for a code
from your phone when logging in.
Prerequisites Section
List everything users need before starting:
Before you start, you need:
- An active account
- Access to your phone
- An authenticator app (Google Authenticator, Authy,
Microsoft Authenticator, or similar)
Numbered Steps
Use numbered lists for sequential actions. Each step should be:
- One action per step: Don't combine multiple actions
- Action-oriented: Start with a verb
- Concise: 1-2 lines each
- Specific: Include what to look for
Weak steps:
- Log in and go to security settings
- Set up 2FA
- Save and finish
Strong steps:
- Log in to your account at example.com
- Click Settings in the top-right menu
- Select Security from the left sidebar
- Click Enable Two-Factor Authentication
- Choose an authenticator app (Google Authenticator recommended)
- Scan the QR code with your authenticator app
- Enter the 6-digit code shown in your app
- Click Verify and Enable
- Save your backup codes in a safe location
Expected Results
Tell users what they should see when each step completes.
3. Click the **Enable** button
→ A QR code appears on your screen
Verification Section
Help users confirm they've completed the task successfully.
## Verify 2FA is enabled
1. Log out of your account
2. Log in again with your password
3. You should be prompted to enter a code from your
authenticator app
4. Enter the code and click **Verify**
If you can log in successfully, 2FA is enabled.
Troubleshooting (if needed)
Include common issues and solutions.
## Troubleshooting
**I don't see the QR code**
- Refresh the page
- Try a different browser
- Clear your browser cache
**The code keeps saying it's invalid**
- Make sure your phone's time is synchronized correctly
- Try the next code (codes change every 30 seconds)
- Ensure the authenticator app is up to date
Next Steps
Point users to related tasks or information.
## What's next
- [Set up backup authentication methods](link)
- [Review your security settings](link)
- [Manage connected devices](link)
Writing Techniques for Procedures
Use Consistent Terminology
Stick to one word for each concept throughout.
Inconsistent: "Click the button... press the button... select the button..." Consistent: "Click the button" (use "click" for mouse, "enter" for keyboard)
Emphasize UI Elements
Make it clear which buttons, menus, and fields to use.
1. Click **Settings** (button in top-right corner)
2. In the left sidebar, click **Account**
3. Find the "Change Password" field
4. Enter your current password
5. Enter your new password
6. Click the **Save Changes** button
Include Screenshots Strategically
Screenshots help users find the right button or field, but don't overuse them.
Use screenshots for:
- Complex interfaces where buttons aren't obvious
- Finding a specific field among many options
- Confirming expected results
Don't use screenshots for:
- Simple, labeled buttons
- Navigation that's obvious from text
- Content that changes frequently (screenshots get outdated)
Handle Variations and Branches
When different users follow different paths, use conditional language.
4. Choose your authentication method:
- If using Google Authenticator: Go to step 5
- If using SMS: Go to step 6
- If using email: Go to step 7
Procedure Length Guidelines
Ideal length: 5-10 steps for a focused task
Too short (<3 steps): Probably needs more detail or combines multiple tasks Too long (>15 steps): Consider breaking into multiple procedures
If you need more than 15 steps, consider:
- Breaking into smaller focused procedures
- Using a tutorial format for teaching a complex workflow
- Providing conceptual background first
Common Procedure Mistakes to Avoid
| Mistake | Problem | Fix |
|---|---|---|
| "Then do X and Y" | Two actions in one step | Separate into two numbered steps |
| "Configure settings" | Too vague | "Set the timeout to 30 seconds" |
| No expected results | Users unsure if step worked | Add "You should see..." after each step |
| Assumes knowledge | New users get lost | Include prerequisites and terminology |
| Walls of text | Hard to follow | Break into short, numbered steps |
| "Go back to step 5" | Hard to navigate | Repeat critical information instead |
| Only happy path | Doesn't handle common issues | Add troubleshooting section |
Procedural Writing Checklist
- Title clearly states what users will accomplish
- Introductory context explains the purpose
- Prerequisites listed completely
- Each step contains one action
- Steps start with action verbs
- UI elements are emphasized (bold/special formatting)
- Expected results included for each step
- Verification section helps users confirm completion
- Troubleshooting section addresses common issues
- Next steps point to related tasks
- Terminology is consistent throughout
- Length is appropriate (5-10 steps ideal)
- Screenshots used strategically, not for every step