Writing a clear process document
For anyone who writes down how a task is done so someone else can do it: office and operations staff, coordinators, team leads and the person who 'just knows how it works'. Complete 'Plain-language business writing' first; this course builds on it. You'll define who the document is for and where the task starts and ends, choose a title and structure people can scan, write numbered steps with precise 'must', 'need' and 'can', test the document by watching someone new follow it, and keep it current with change notes. Based on GOV.UK's content design and writing guidance. For regulated or safety-critical procedures with formal approval and document control, go on to 'Writing standard operating procedures people follow'. Your organisation's template and approval route apply.
- Level
- Beginner
- Length
- About 95 minutes
- Contents
- 5 lessons · final exam
- Status
- Published · updated 10 Oct 2026
Skills you'll practise
- Write the user need and scope for a process document: who does the task, what starts it, where it ends and what done looks like
- Choose a title and structure people can scan: summary, before you start, numbered steps, decisions and who to contact
- Write numbered steps that each start with an action and use must, need and can precisely
- Test a process document by watching someone new follow it, and fix the places where they stall
- Keep a process document current with a named owner, a review date and change notes that say what changed
Course outline
- 1.Writing the user need and scopeLesson · 16 min
- 2.Choosing a title and structure people can scanLesson · 17 min
- 3.Writing numbered steps that start with an actionLesson · 18 min
- 4.Testing the document by watching someone new follow itLesson · 16 min
- 5.Keeping the document current with an owner and change notesLesson · 12 min
- 6.Writing a clear process document: knowledge checkKnowledge check · 14 questions
- 7.Writing a clear process document: practical exerciseKnowledge check · 1 question
- 8.Final exam10 questions · passing it completes the course, so people who already know the material can test out
Sources it draws on
The lessons and questions are written from these references, so learners can go back to the original.
- GOV.UK content and publishing guidance: Identify user needs
- GOV.UK content and publishing guidance: Understand content design
- GOV.UK content and publishing guidance: Create a clear structure for your content
- GOV.UK content and publishing guidance: Use clear language
- GOV.UK content and publishing guidance: Write clear titles
- GOV.UK content and publishing guidance: Use the right tone
- GOV.UK content and publishing guidance: Write change notes
- GOV.UK content and publishing guidance: A to Z style guide (bullet points and steps)
- GOV.UK Service Manual: Using moderated usability testing
See it with your own jobs and topics
Tell us about your team and we'll walk you through setup, from choosing jobs to your first skills check.