Ux writing

UX Writing

The Button Label Problem

Never use "OK", "Submit", or "Yes/No". These are lazy and ambiguous. Use specific verb + object patterns:

Bad	Good	Why
OK	Save changes	Says what will happen
Submit	Create account	Outcome-focused
Yes	Delete message	Confirms the action
Cancel	Keep editing	Clarifies what "cancel" means
Click here	Download PDF	Describes the destination

For destructive actions, name the destruction:

• "Delete" not "Remove" (delete is permanent, remove implies recoverable)
• "Delete 5 items" not "Delete selected" (show the count)

Error Messages: The Formula

Every error message should answer: (1) What happened? (2) Why? (3) How to fix it? Example: "Email address isn't valid. Please include an @ symbol." not "Invalid input".

Error Message Templates

Situation	Template
Format error	"[Field] needs to be [format]. Example: [example]"
Missing required	"Please enter [what's missing]"
Permission denied	"You don't have access to [thing]. [What to do instead]"
Network error	"We couldn't reach [thing]. Check your connection and [action]."
Server error	"Something went wrong on our end. We're looking into it. [Alternative action]"

Don't Blame the User

Reframe errors: "Please enter a date in MM/DD/YYYY format" not "You entered an invalid date".

Empty States Are Opportunities

Empty states are onboarding moments: (1) Acknowledge briefly, (2) Explain the value of filling it, (3) Provide a clear action. "No projects yet. Create your first one to get started." not just "No items".

Voice vs Tone

Voice is your brand's personality—consistent everywhere. Tone adapts to the moment.

Moment	Tone Shift
Success	Celebratory, brief: "Done! Your changes are live."
Error	Empathetic, helpful: "That didn't work. Here's what to try..."
Loading	Reassuring: "Saving your work..."
Destructive confirm	Serious, clear: "Delete this project? This can't be undone."

Never use humor for errors. Users are already frustrated. Be helpful, not cute.

Writing for Accessibility

Link text must have standalone meaning—"View pricing plans" not "Click here". Alt text describes information, not the image—"Revenue increased 40% in Q4" not "Chart". Use alt="" for decorative images. Icon buttons need aria-label for screen reader context.

Writing for Translation

Plan for Expansion

German text is ~30% longer than English. Allocate space:

Language	Expansion
German	+30%
French	+20%
Finnish	+30-40%
Chinese	-30% (fewer chars, but same width)

Translation-Friendly Patterns

Keep numbers separate ("New messages: 3" not "You have 3 new messages"). Use full sentences as single strings (word order varies by language). Avoid abbreviations ("5 minutes ago" not "5 mins ago"). Give translators context about where strings appear.

Consistency: The Terminology Problem

Pick one term and stick with it:

Inconsistent	Consistent
Delete / Remove / Trash	Delete
Settings / Preferences / Options	Settings
Sign in / Log in / Enter	Sign in
Create / Add / New	Create

Build a terminology glossary and enforce it. Variety creates confusion.

Avoid Redundant Copy

If the heading explains it, the intro is redundant. If the button is clear, don't explain it again. Say it once, say it well.

Loading States

Be specific: "Saving your draft..." not "Loading...". For long waits, set expectations ("This usually takes 30 seconds") or show progress.

Confirmation Dialogs: Use Sparingly

Most confirmation dialogs are design failures—consider undo instead. When you must confirm: name the action, explain consequences, use specific button labels ("Delete project" / "Keep project", not "Yes" / "No").

Form Instructions

Show format with placeholders, not instructions. For non-obvious fields, explain why you're asking.

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Avoid: Jargon without explanation. Blaming users ("You made an error" → "This field is required"). Vague errors ("Something went wrong"). Varying terminology for variety. Humor for errors.