#64 Giving Instructions to Subordinates at Work｜English Business Phrases

In the workplace, giving clear and specific instructions to subordinates is essential for ensuring that tasks are carried out smoothly and efficiently.

When giving instructions in English, it is important not to sound overly commanding, to clearly state the purpose and deadline, and to confirm the other person’s understanding.

In this article, I explain useful English expressions for assigning and instructing tasks to subordinates through a sample conversation.

Dialogue

A

Could you take care of the sales report for this week?

B

Sure. When do you need it by?

A

Please have the first draft ready by Thursday afternoon.

B

Got it. Do you want a summary as well, or just the detailed data?

A

A short summary would be helpful. Let me know if you have any questions.

B

Okay, I’ll get started right away.

1. Giving Instructions as a “Request,” Not a Command

When giving instructions to subordinates in English, it is generally best to avoid using the imperative form (such as Do this or Finish it).

Instead, the following structure is commonly used:

“Could you ～?” is a polite way to ask for cooperation while showing respect, making it appropriate for instructions from a manager to a subordinate.

In practice, this expression can be used in a wide range of situations:

By phrasing instructions as requests, subordinates are more likely to accept them positively, which helps work proceed more smoothly.

2. Clearly Stating Deadlines

Another key point when giving instructions is clearly stating the deadline. By doing so, the other person can plan their schedule more effectively.

The preposition “by” means “no later than” and is commonly used to indicate deadlines.

Common examples include:

Using these expressions helps avoid ambiguity and ensures that expectations are clear.

3. Aligning on the Scope of the Task

When a subordinate asks follow-up questions about the task, it is actually a positive sign.

It shows that they are trying to understand the task clearly and take responsibility.

Presenting options in this way is effective in preventing misunderstandings.

Examples of clarifications from the manager’s side include:

Clarifying expectations at this stage helps ensure the final output matches what is needed.

4. Showing a Supportive Attitude

Adding a short supportive phrase at the end of an instruction reassures subordinates and encourages them to ask questions if necessary.

Depending on the situation, you can also say:

By showing that you are available to support them, you help build trust and create a more positive working relationship.

Summary