The simple present is the go-to tense for process descriptions, with past tense for completed steps

Tense matters more than you might think when you’re explaining a process. The words you choose don’t just convey steps—they set the reader’s sense of timing, authority, and ease of use. In technical communication, especially when you’re describing procedures, the cadence of your verbs matters as much as the steps themselves.

What tense is typically expected in process descriptions?

• The short answer: simple present.

• Why it works: it presents actions as general truths or habitual steps. It’s the closest thing to a “here, now” guide for the reader. When someone follows the instructions, they feel like they’re stepping through a reliable routine, not a story that happened yesterday.

Let me explain with a quick mental model. Think of a recipe, a how-to manual, or a setup guide you’ve used at work. The language tends to say things like, “Attach the hose to the valve,” or “Turn the knob until the light stabilizes.” Those lines read as universal instructions, not a recap of something that already occurred. That sense of immediacy—without fuss—helps readers act with confidence.

Past tense or historical present: when do they show up?

• Past tense: you’ll see it when the focus is on something that’s already completed or when you’re recounting a process that happened in the past. For example, “The system was calibrated, and the test ran without errors.” It’s telling a story about what happened, not guiding the reader through what to do right now.

• Historical present: this one is a bit more playful. Writers use it to narrate a sequence of events as if the reader is experiencing them in the moment, often in documentation that preserves a historical arc—think version histories, case studies, or a narrative about how a process evolved. It can add clarity when you want to emphasize that a set of steps remains relevant across time, but it should be used sparingly and consistently.

So, for everyday instructions, simple present is the sturdy default. It keeps readers oriented and the text tight. When you’re documenting a completed workflow or telling a story about how a process unfolded, you can switch tenses—but do so deliberately and keep your shifts clear.

Practical guidelines you can apply today

• Default to simple present for steps and descriptions:

• “First, connect the cable to the port. Next, enter the credentials. Finally, verify the status indicators.”

• This feels straightforward, almost mechanical in the best possible way—precise, accessible, and easy to skim.

• Maintain consistency within a section:

• If you start a section describing the operational steps in simple present, don’t swap to past tense mid-section. Readers notice that inconsistency, and it slows comprehension.

• Reserve past tense for completed-process narratives:

• If you’re outlining a case where you’re explaining what happened after the fact, or describing a workflow that led to a known result, past tense fits nicely.

• Use historical present deliberately:

• When you want to convey that the process remains current while you’re telling its history (for example, a historical overview of a system’s workflow), you can use the historical present, but keep it focused and readable.

• Be mindful of the audience and purpose:

• In hands-on guides, the reader needs immediacy. In a narrative report about process improvements, a mix can work, but clarity should still ground every sentence.

Examples that illustrate the difference (clearly labeled)

• Simple present (typical instructional tone):

• “Connect the printer to the network. Install the driver. Run a test page.”

• “Verify that the cables are secure and the device powers on without error.”

• Past tense (descriptive, retrospective tone):

• “The printer was connected to the network, the driver was installed, and a test page was printed successfully.”

• Historical present (narrative, time-aware tone):

• “The team connects the printer to the network, installs the driver, and runs a test page. The device now shows a green light, signaling readiness.”

Note: use this sparingly and only when your document benefits from a narrative arc that readers are meant to follow.

How this lands in real-world writing

• Clarity and consistency win.

• Readers don’t waste cognitive energy trying to figure out when something happened versus what they should do next. The simplest present tense acts like a steering wheel for instruction.

• Tone matters, but never overpowers content.

• For technical audiences, a calm, direct voice is best. You can sprinkle slightly more formal phrasing in professional manuals and keep the tone approachable in quick-start guides or help articles.

• Simple present helps information feel universal.

• It signals that the steps apply across contexts, not just in a single moment in time. That universality is comforting to someone who’s about to perform a task.

A few practical writing tips worth keeping in your toolkit

• Use action-first sentences.

• Start with the action: “Connect,” “Attach,” “Verify.” That keeps the reader oriented and the steps easy to follow.

• Keep parallel structure.

• If you begin a list with “Connect the,” continue the pattern: “Connect the cable, connect the power, connect the network.” Consistency reduces friction.

• Limit tense switches to meaningful moments.

• If you must switch, do it at a natural break (before a new phase of the process) and make the purpose of the switch explicit.

• Pair tense choices with helpful features.

• Diagrams, bullet lists, and labeled steps work well with the present tense. When you present a timeline or history, consider a short narrative paragraph in past tense before the steps resume in present tense.

• Lean on a glossary for terminology.

• Consistent names for components, ports, and modes reduce the mental load. A reader won’t trip over a term they recognize from earlier in the document.

Connecting to the bigger picture of technical communication

• Process descriptions aren’t islands.

• They sit beside diagrams, tables, and workflow charts. The tense you choose should harmonize with those elements. A well-timed diagram can reinforce the immediacy of present-tense steps, while a historical sidebar can justify a change in process without muddying the current instructions.

• Diagrams are friends, not rivals.

• A flowchart that mirrors the step-by-step language helps readers confirm they understand the sequence. If you switch tenses, a legend or caption can prevent confusion.

• Real-world tools shape style.

• Writers lean on word processors, content management systems, and authoring tools like MadCap Flare, Adobe FrameMaker, and DITA-based editors. These tools often include style guides that nudge you toward consistent tense usage, which is a quiet but powerful friend in long documents.

Common pitfalls to avoid in process descriptions

• Mixing tenses without a clear reason.

• Readers will pause to puzzle through the shift, which erodes trust in the guide.

• Overusing imperative mood without a plan.

• Imperatives feel direct, but they can also feel abrupt or instructional if overused. If you use imperatives, balance them with simple present descriptions to maintain a readable rhythm.

• Skipping road-tested phrases for flashy alternatives.

• If you’re tempted to use fancy synonyms for simple actions, you risk muddying meaning. Clarity beats cleverness in technical text, every time.

• Ignoring the audience’s prior knowledge.

• Some contexts require more explicit steps, while others benefit from shorthand. Tailor your level of detail to who’s reading.

A quick, reader-friendly way to wrap it up

• For most process descriptions, aim for simple present. It’s clean, direct, and universally understood.

• Use past tense sparingly when you’re documenting completed workflows or telling a brief history.

• If you tell a story about how a process evolved, you can sprinkling a touch of historical present, but keep the narrative lean and relevant.

• Pair tense choices with clear structure, helpful diagrams, and consistent terminology.

• Always write for your audience first. The right tense supports comprehension, not the other way around.

If you’re building guidance that others will rely on, think of tense as a soft skeleton that holds the meat of your instructions together. The reader isn’t looking for a literary mood. They want a reliable map they can follow. The simple present tense does just that: it anchors steps in a present moment of use, giving readers a confident sense of “I can do this now.” And when the document tells the story of a change or highlights a past milestone, a careful shift to past tense or a carefully placed historical present keeps everything clear without pulling readers out of the flow.

One last thought: the best process descriptions feel almost conversational without losing rigor. They invite a reader to try something, to picture themselves in the moment of action. That’s the sweet spot where technical clarity and human connection meet—where instructions become usable knowledge, not a chalkboard lecture. So keep it simple, keep it steady, and let the tenses do a quiet, essential job: guiding, not distracting.