Work Instructions – Document Naming Conventions (with examples)

What’s the correct naming convention to use when writing work instructions? What phrasing should you use when describing precautions, prohibited actions, and compulsory actions?

In this tutorial, we look at how to use a consistent naming convention to your work instructions, so they standalone for processes and procedures, and also how to phrase the typical activities performed by users.

Document Naming Conventions

List the following documents in sequential order:

  • ..Pxxx = Procedure
  • ..WIxxx = Work Instruction
  • MLD = Master List of documents

Sample

  • P = Process document
  • WI = Work Instruction
  • D = QMS form or document
  • DS = company-specific form
  • EX = external document or reference

Phrasing

Use the following words to describe handling precautions, prohibited actions, and compulsory actions.

  • DANGER – Indicates an immediately hazardous situation which if not avoided will result in death or serious injury.
  • WARNING – Indicates a potentially hazardous situation which if not avoided could result in death or serious injury.
  • CAUTION – Indicates a potentially hazardous situation which, if not avoided, could result in minor or moderate injury, or damage to the equipment.
  • NOTE – Explains the key point in the operation in a concise manner.

Document Format

Use of font, pt. size, margins, picture use conventions for image size, resolution, jpg. vs. bitmap, etc.

Page Design

Indenting, paragraph spacing

Outline format

Or – Outline format of I,A,1, a,  vs.  1.0,1.1,1.2,1.2.1, etc.

Summary: A Work Instruction is a step by step guide to perform a single instruction. Follow these guidelines to write Work Instructions for IT, Pharma, Biotechnology, or Construction

Download Work Instruction Templates for only 7.99!

Download Template

Learn more about this template

Thousands of templates to jump start your project

Acceptance Test Plan

Contingency Plan

Software Development Templates

Acquisition Plan

Conversion Plan

Software Requirements Specification

Action Plan

Cost Benefit Analysis

Software Testing

API Documentation

Database Design

Standard Operating Procedures (SOP)

Audience Analysis

Datasheet

Statement of Work

Availability Plan

Deployment Plan

System Administration Guide

Bill of Materials

Design Document

System Boundary

Business Case

Disaster Recovery Plan

System Design Document

Business Continuity

Disposition Plan

System Specifications

Business Plan

Documentation Plan

Technical Writing Templates

Business Process

Employee Handbook

Test Plan

Business Requirements

Error Message Guide

Training Plan

Business Rules

Expression of Interest

Transition Plan

Capacity Plan

Fact Sheet

Troubleshooting Guide

Case Study

Feasibility Study

Use Case

Change Management Plan

Functional Requirements

User Guide

Communication Plan

Grant Proposal

Verification and Validation Plan

Concept of Operations

Implementation Plan

White Papers

Concept Proposal

Installation Plan

Work Instructions

Configuration Management Plan

Interface Control Document

Software Development Templates

Acceptance Test Plan

Maintenance Plan

Software Requirements Specification

Acquisition Plan

Market Research

Software Testing

Action Plan

Marketing Plan

Standard Operating Procedures (SOP)

API Documentation

Needs Statement

Statement of Work

Audience Analysis

Operations Guide

System Administration Guide

Availability Plan

Policy Manual

System Boundary

Bill of Materials

Project Plan

System Design Document

Business Case

Proposal Manager Templates

System Specifications

Business Continuity

Proposal Template

Technical Writing Templates

Business Plan

Quality Assurance Plan

Test Plan

Business Process

Release Notes

Training Plan

Business Requirements

Request for Proposal

Transition Plan

Business Rules

Risk Management Plan

Troubleshooting Guide

Capacity Plan

Scope of Work

Use Case

Case Study

Security Plan

User Guide

Change Management Plan

Service Level Agreement (SLA)

Verification and Validation Plan

Communication Plan

Setup Guide

White Papers

Concept of Operations

Social Media Policy

Work Instructions

Concept Proposal

Contingency Plan

 

Configuration Management Plan

Conversion Plan