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Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

The importance of letters of instruction can’t be understated. As they provide clear and concise communication between parties to an agreement, they become integral to the success of the venture by ensuring all involved are aware of expectations and consequences. Furthermore, such documents can serve as a reference tool in legal proceedings should any discrepancies arise and help simplify complex matters.

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Such documentation provides both parties with protection by documenting wishes, intentions, and expectations in writing; this is especially important where financial dealings are concerned. Moreover, having everything written down facilitates understanding by providing a straightforward document that everyone must adhere to - avoiding confusion or misunderstanding throughout the process.

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Definitions (feel free to skip)

Letter of Instruction: A document written to provide clear and concise instructions for a specific task or purpose.
Recipient: The person or party who the letter is addressed to.
Supporting Documents: Any documents that are relevant to the instructions and should be included with the letter.
Instructions: The directions or commands given in the letter.
Subject Line: The title of the letter that clearly states the purpose of the letter and the instructions that are being given.
Font: The typeface used to write the letter.
Margins: The blank space surrounding the text on all sides.
Contact Information: Information of the sender such as name, title, address, phone number, and email address.
Simple Language: Language that is easy to understand and does not contain complex words or phrases.
Specific Details: Additional information that is necessary for the instructions to be understood.
Deadlines: The time by which the task should be completed.
Official Letterhead: A printed heading on a document, usually containing a name and an address, and serving to identify the document as an official communication.
Blue/Black Ink: A marking made by a pen using a dark coloured ink.

Contents

• Understand the purpose of a letter of instruction
• Gather the necessary information
• Identify who the letter is for
• Gather any supporting documents
• Decide what instructions need to be included
• Write a clear and concise subject line
• Format the letter of instruction
• Choose the appropriate font
• Set the margins
• Include any necessary contact information for the sender
• Introduce yourself and explain why you are writing
• Outline the instructions in detail
• Use simple, direct language
• Include any specific details
• Provide clear instructions for any tasks that need to be completed
• Make sure the instructions are clear and easy to understand
• Ask someone else to read the instructions to make sure they are understandable
• Provide any necessary supporting documents
• Attach any documents that may be relevant to the instructions
• Close the letter by thanking the recipient
• Sign and date the letter of instruction
• Print the letter on official letterhead
• Sign the letter with a blue or black ink pen
• Include your title and contact information

Get started

Understand the purpose of a letter of instruction

• Understand the purpose of the letter of instruction - it is a document that serves as a guide to a third party, such as an executor, to provide them with information on how to carry out a task.
• Research the key elements of a letter of instruction and what information should be included.
• Make sure you understand the specific requirements for the letter of instruction that you are writing.
• When you have a clear understanding of the purpose of the letter and the requirements, you can check this step off your list and move on to the next step.

Gather the necessary information

• Brainstorm the topics you need to cover in the letter
• Make a list of the key points that need to be included
• Collect any relevant documents such as contracts or agreements
• Gather the contact information for the recipients
• Research any facts or figures that you may need to include

When you have collected all of the necessary information, you can move on to the next step of identifying who the letter is for.

Identify who the letter is for

• Consider who the letter is intended for and why
• Make sure to include the correct name and address of the recipient
• Obtain any contact information (phone number, email address, etc.) that may be necessary
• Check off this step when you have identified the recipient of the letter and have all relevant contact information
  ready to include in the letter.

Gather any supporting documents

• Collect any relevant documents that may be needed to support the letter, such as contracts, agreements, or financial records
• Obtain any documents that may help explain the details of the instruction, like an organizational chart or a brief description of the process
• Review the documents for accuracy and completeness, and make sure that the information is up-to-date
• Once you have all the necessary documents, you can start writing the letter of instruction.

Decide what instructions need to be included

• Make a list of all the instructions that need to be included in the letter
• Consider who will be receiving the letter and what instructions they need to follow
• Think about the instructions that need to be included for the recipient to complete the task that the letter is about
• When you have a comprehensive list of instructions, you can check this step off your list and start writing the letter.

Write a clear and concise subject line

• Identify the main purpose of the letter of instruction
• Create a subject line that is direct and relevant to the content
• Make sure the subject line is concise and to the point
• When the subject line is complete, you can move on to the next step in the guide.

Format the letter of instruction

• Use a standard business letter format
• Set the margins to 1 inch on all sides
• Format the text to left-align
• Use a 12 point font size
• Select a professional font type such as Times New Roman or Arial
• Double space the entire document
• Include your name and contact information in the top-right corner of the page

Once you have formatted the letter of instruction, you can move on to the next step.

Choose the appropriate font

• Choose a font style that is easy to read and professional, such as Times New Roman, Arial, or Calibri
• Set the font size to 12pt
• Ensure the font style and size is the same throughout the letter
• Once you have chosen the font style and size, you can move on to the next step of setting the margins.

Set the margins

-Set the margins of your document to 1"" on each side.
-Use the ruler or ““Page Layout”” tab to adjust the margins.
-Check to ensure the margins are uniform on each side.
-You will know this step is complete when the margins look uniform on each side.

Include any necessary contact information for the sender

• Make sure to include your full name and contact information, such as your mailing address, email address, and phone number.
• If you’re writing on behalf of an organization, include the organization’s name and contact information.
• Double-check that all information is accurate before continuing.
• Once you’ve included all necessary contact information, you can check this step off your list and move on to introducing yourself and explaining why you’re writing.

Introduce yourself and explain why you are writing

• Begin the letter by introducing yourself and explaining the purpose of writing the letter.
• Provide your name and title, if applicable, as well as a brief explanation of why you are writing the letter.
• Ensure that your introduction is concise and to the point.
• Once you have finished writing your introduction, you can move on to the next step.

Outline the instructions in detail

• Break down instructions into individual steps (e.g. ““To get started, first gather the necessary documents, then create a draft of the letter, and finally review the letter for accuracy.””)
• Include relevant information such as deadlines, contact information, and other necessary details
• Cite any relevant sources you are referencing
• When you’ve finished outlining the instructions, review them for accuracy and clarity
• Once you are satisfied with the instructions, you can check this step off your list and move on to the next step.

Use simple, direct language

• Use language that is direct, clear and easy to understand
• Avoid using jargon, technical terms and abbreviations
• Make sure the instructions are clear by reading them out loud
• Once you’ve written the instructions in a simple manner, you can move on to the next step.

Include any specific details

• List out any details that may be important for the recipient to know in order to carry out your instructions
• Provide details such as contact information, deadlines, or any other relevant information
• Make sure to be as specific as possible in order to ensure the instructions are understood correctly
• When you have included all the relevant details, you can check this step off your list and move on to the next step.

Provide clear instructions for any tasks that need to be completed

• Break down any tasks into clearly defined steps
• Provide any necessary resources that might be needed to accomplish the task
• Ensure that the instructions are easy to understand and can be followed logically
• Consider providing examples of how the task should be completed
• Make sure to provide any deadlines associated with the task
• Check that any instructions that need to be followed are detailed and accurate
• Ensure that instructions are clear and concise and can be followed without confusion

Make sure the instructions are clear and easy to understand

• Read through the instructions once you have written them
• Make sure the instructions are clear and concise, avoiding any jargon or long words
• Ask someone else to read the instructions and provide feedback
• Make sure the instructions are easy to follow and understand
• Check that there are no ambiguous statements or areas that need additional clarification
• Once you have reviewed the instructions and feel confident that they are clear and understandable, you can move on to the next step.

Ask someone else to read the instructions to make sure they are understandable

• Ask a trusted friend or family member to read through the instructions you have written
• Make sure they can understand the instructions and that they are clear
• Ask them to let you know if they have any comments or questions
• Once they have read the instructions and you have made any necessary revisions, you can check this step off your list and move on to the next step.

Provide any necessary supporting documents

• Review the instructions to identify any documents that should be included
• Gather any necessary documents to ensure the instructions are clear and complete
• Attach the documents to the letter of instruction
• Ensure any documents are clearly labeled and referenced in the letter
• When all necessary documents have been attached and labeled, you can move on to the next step.

Attach any documents that may be relevant to the instructions

• Collect any relevant documents that may provide further instruction related to the letter
• Make copies of any documents to attach to the letter
• Ensure the documents are legible and organized in the correct manner
• Place the documents in order of relevance to the instructions
• Securely attach the documents to the letter
• When the documents are securely attached, you can move on to the next step in the letter of instruction.

Close the letter by thanking the recipient

• Express your appreciation to the recipient for taking the time to read and act on your instructions
• Reiterate the main points of the letter and thank them for their attention and assistance
• Sign off the letter with a polite closing, such as “Sincerely,” followed by your name
• When you’ve finished the closing, you’ll know it’s time to sign and date the letter of instruction.

Sign and date the letter of instruction

• Sign your name in the signature line at the end of the letter
• Make sure to include the date on which you signed the letter
• When you have written your signature and included the date, the letter is ready to be printed on official letterhead.

Print the letter on official letterhead

• Make sure you are using the correct letterhead for the letter
• Place the letterhead in the printer and print the letter of instruction
• Make sure that the printed letter is legible and that all the information is correct
• Once the letter is printed, you can check this step off your list and move on to signing the letter with a blue or black ink pen.

Sign the letter with a blue or black ink pen

• Take a blue or black ink pen
• Sign the letter at the bottom of the page
• Make sure to sign with one continuous line
• Check that your signature is clearly legible
• Once you have signed the letter, you have completed this step and can move on to the next step.

Include your title and contact information

• Write your name, address and contact information (e.g. email and phone number) at the top of the letter
• Make sure that your contact information is accurate and up to date
• When you have finished writing your contact information, check it twice to make sure all the information is correct
• Once you have double-checked your contact information, you can move on to the next step.

FAQ:

Q: How do I write a formal letter of instruction for a UK based client?

Asked by Sarah on 4th June 2022.
A: Writing a formal letter of instruction for a UK based client requires consideration of the relevant jurisdictions and laws, especially if you are acting as an international lawyer. There are a number of important considerations to make in order to ensure that the letter is compliant with local laws and regulations. Firstly, you should ensure that the client has given explicit consent to the letter being written and that they understand the legal implications of signing it. You should then take into account the particular industry or sector in which your client operates, as well as any specific business model they may adhere to (such as SaaS, Technology or B2B). Additionally, you should consider any specific requirements or instructions the client has given you and make sure these are upheld within the letter. Finally, make sure to include language which makes it clear that the content of the letter is legally binding and enforceable.

Q: Can I write a letter of instruction without consulting a lawyer?

Asked by Jonathan on 19th November 2022.
A: While it is possible to write a letter of instruction without consulting a lawyer, it is not advised due to the potential legal implications. Letters of instruction contain legally binding language which can have serious consequences if not handled correctly. Therefore, it is strongly recommended that you consult a qualified legal professional before writing such a document. This is especially true if you are writing for an international client, where different jurisdictions and laws may apply. A qualified lawyer will be able to advise you on how best to proceed and ensure that your document is legally sound and binding.

Q: Is there an example of what a letter of instruction should look like?

Asked by Olivia on 1st April 2022.
A: Yes, there are many examples available online which can give you an idea of what a letter of instruction should look like. It is important to remember, however, that each letter will be unique depending on the particular circumstances of your client and their industry or sector. Therefore, while these examples can be useful starting points, they should not be used as templates or copied verbatim – any letter must be tailored to your individual needs and requirements. If you are unsure about what information to include in your letter or how best to word it then consulting with a qualified lawyer may be advisable.

Q: What happens if I break one of the conditions in my letter of instruction?

Asked by Logan on 22nd August 2022.
A: If you break one of the conditions outlined in your letter of instruction then this could have serious legal consequences depending on the nature of the breach and its implications for any involved parties. If you are unsure about the potential consequences then consulting with a qualified lawyer is advisable. They can explain any potential risks associated with breaking the conditions laid out in your letter and help you understand what might happen if this were to occur. It is important to note that while ignoring certain conditions in a letter may not have immediate repercussions, it could still leave you vulnerable to legal action further down the line so it is best to ensure all conditions are adhered to at all times.

Q: What is the difference between an informal and formal letter of instruction?

Asked by Emma on 18th July 2022.
A: The main difference between an informal and formal letter of instruction is their purpose; informal letters tend to be less legally binding whereas formal letters typically contain legally binding language which makes them enforceable by law. An informal letter might be used for something like giving instructions for an event or project whereas a formal letter would usually be used in more serious cases such as business contracts or legal negotiations where laws must be upheld and adhered to at all times. Therefore, understanding which type of letter best suits your needs will help ensure that any instructions given are taken seriously by those involved and seen as legally binding documents.

Example dispute

Suing Companies with a Letter of Instruction

• A plaintiff may raise a lawsuit against a company if the company has not responded to a letter of instruction.
• The letter of instruction must be able to demonstrate that the company has been given proper notice of the claim and has failed to respond or take any action in response to the letter.
• The letter of instruction should contain the details of the claim, the requested action, and any evidence to back up the claim.
• The plaintiff may seek damages or a court order to compel the company to comply with the letter.
• If the plaintiff is successful, they may be awarded a monetary settlement or an injunction requiring the company to take specific action.
• The damages may be calculated based on the harm caused by the company’s failure to comply with the letter.

Templates available (free to use)

Expert Witness Letter Of Instruction
Letter Of Instruction For Employee Medical Report Request To Employers Doctor Uk Gdpr
Letter Of Instruction To Employees Gp Or Medical Consultant Requesting Medical Report Uk Gdpr

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