A kinder way to say “please follow instructions”
Why it can fall flat
“please follow instructions”
When a request has already been missed, this line sounds like a scolding, as if the person ignored you on purpose or can't be trusted to read. Most of the time you only need one step done, so name that step and explain why it matters.
Say this instead
- 01
Can we go back to the steps in the brief? I need the report in that format so it fits with the rest of the team's files.
Someone you manage · Chat
Use this when someone has drifted from a set format, since it points to the exact standard and the reason for it.
- 02
Quick flag: the process doc says to log the request before passing it on. Could you do that step next time so nothing gets lost?
Coworker · Chat
Good for a peer who skipped a step, because it names the step and the benefit without blaming them.
- 03
Hi Imani, your form was returned because step 3 was skipped. Please complete that step as described in the attached guide so we can process the form.
Client · Email
Useful when a client's submission can't move forward, as it says exactly what is missing and where to find it.
- 04
The setup steps in the manual need to be done in order for the device to work properly. Could you try again, starting at step 2?
Customer · Email
Helps when a customer has done the steps out of order, because it gives a clear place to restart.
- 05
Before I go ahead, can we check this against the approval steps in the policy? I'd like to be sure it follows the process as written.
Boss · Chat
Lets you raise a skipped process step upward as a question, which keeps the tone respectful.
- 06
From now on I need weekly updates in the shared template. Please use it for this week's update, and tell me if any part of it doesn't work for you.
Someone you manage · Email
Fits a new or repeated expectation, since it is firm about the requirement but leaves room for feedback on the template.
- 07
Reminder: please use the sign-out sheet before taking equipment. It keeps everything easy to find for all of us. Thanks.
Coworker · SMS
Suits a quick nudge about a shared rule when you aren't at your desk and want a light tone.
- 08
Hi Imani, your form still needs the signed page before we can process it. Please send it as described in our earlier email.
Client · SMS
Short and specific, so it works as a polite follow-up when a client has missed a required document.
Examples
Hi Harish, Thanks for sending the expense claim. It came back from finance because the receipts weren't attached as a single PDF, which is the format the submission steps require. Could you resend it with the receipts combined, following the steps in the expenses guide? Thanks, Pooja
Hi Shay, the handover note is missing the checklist section from the template. Could you add it before end of day? The next shift relies on it to pick up where you left off.
What to avoid
- Phrases like “as I already said” or “as per my last message” sound like blame, so leave them out.
- Say which step was missed rather than staying vague with “you didn't follow instructions”.
- ALL CAPS, repeated exclamation marks and bold text come across as frustration, so skip them.
- Correcting one person's mistake in a public group message will embarrass them, so use a direct message.
- Guessing at motives such as “you obviously didn't read it” helps no one, so stick to what happened and what you need.