The Interactive Guide to UX Writing: 9 Tips for Better Microcopy
Every button, error message, and tooltip you write is a tiny conversation with your users. Get it right and they flow through your interface without thinking. Get it wrong and they get confused, frustrated, or just leave.
You don't need to be a professional writer to write good UX copy. You just need to understand a few principles and see them in action.
Let's explore what makes the difference between UX text that helps and UX text that hurts.
Write clearly
The goal is simple: your users should understand what you mean the first time they read it.
People don't actually read interfaces. They scan. They're in a hurry, distracted, or just want to get something done. Your job is to communicate instantly.
Try it: Scan Test
How fast can you find the answer?
To cancel your subscription, you'll need to navigate to the settings page which can be found in the top right corner of your dashboard. Once there, look for the "Account" section and then find the "Subscription" tab. Click on "Manage Subscription" and then scroll down to find the cancellation option. Note that cancellations take effect at the end of your current billing cycle.
Cancel your subscription
- Go to Settings → Account → Subscription
- Click 'Manage Subscription'
- Select 'Cancel' at the bottom
Takes effect at end of billing cycle
Which version helps you find the cancellation steps faster?
Clear writing means:
- Use simple, everyday words
- Prefer active voice over passive voice ("We sent you an email" vs "An email has been sent to you")
- If you must use technical terms, explain them briefly
Here's a quick before and after:
Before & After
Click each card to compare
An error message that actually helps
The first version dumps a technical error code on the user. The second tells them what's wrong and what to do about it.
Be concise
Writing short is harder than writing long. It takes effort to trim the fat while keeping the meaning. But on small screens with limited space, every word needs to earn its place.
Word Count Challenge
See how much we can trim
In order to successfully complete the process of resetting your password, you will need to click on the button below which will send an email to the email address that is currently associated with your account.
Click below to reset your password. We'll email you a link.
The trimmed version says the same thing with 69% fewer words. Shorter text gets read. Long text gets skipped.
The key moves:
- Cut filler phrases ("in order to", "at this point in time", "due to the fact that")
- Start with the important information
- Delete words that don't change the meaning
Be consistent
Nothing confuses users faster than inconsistency. If your app says "My Profile" in one place and "Your Account" in another, people have to stop and think: wait, whose stuff is this?
Spot the Problem
Toggle between consistent and inconsistent menus
Mixing "My" and "Your" is confusing. Is this my profile or yours?
Consistency applies to everything:
- Terminology: Pick one word for each concept. If you call it "Workspace" once, don't call it "Project" somewhere else.
- Tone: Don't be formal in one screen and casual in another.
- Patterns: If "Cancel" is always on the left, keep it on the left.
A simple style guide goes a long way. Just a shared doc listing "we say X, not Y" prevents most inconsistencies.
Be helpful (and actionable)
When something goes wrong, don't just announce the problem. Help the user fix it.
Error Messages
Compare unhelpful vs helpful error handling
Error
Connection error. Server unreachable. (Code: ERR_NETWORK_TIMEOUT)
Technical jargon + a dead-end button = the user is stuck.
The difference between "OK" and "Retry" buttons might seem small, but it changes everything. One closes a dialog and leaves the user stuck. The other gives them something to do.
Think about:
- What went wrong?
- Why did it happen (in plain language)?
- What should the user do next?
Use clear button labels
A button that just says "OK" or "Yes" forces users to re-read the dialog to understand what they're agreeing to. A button that says "Delete Project" leaves no room for confusion.
Button Labels Matter
Try deleting items with vague vs clear labels
Good button labels are verbs that describe the action: "Save changes", "Send message", "Delete account". Bad labels are vague responses: "OK", "Yes", "Submit".
Find the right tone
Tone isn't just about being professional or casual. It's about matching your users' expectations and emotional state.
A banking app should probably be calm and reassuring. A gaming app can be playful. A password reset email shouldn't be trying too hard to be funny.
Tone Slider
See how the same message feels at different tones
There's no universally "correct" tone. The right tone is the one that:
- Matches your brand
- Fits the context (errors should be calm, success can be warmer)
- Respects your users' time and emotional state
Make it accessible
Accessibility isn't optional. It's part of good UX.
One common problem: link text that says "click here" or "learn more." Screen readers often navigate by jumping between links, so users hear a list like "click here, learn more, click here, read more." That's useless.
Accessible Link Text
See what screen readers hear
We offer great features. Click here to see them. Want to know more? Learn more about what we do. Also, read this for tips.
"Click here" and "Learn more" tell screen reader users nothing about where the link goes.
Better link text describes the destination: "View pricing plans", "Read the API documentation", "Contact support."
More people have reading difficulties than you think, so avoid complex language unless you're sure that your audience would be familiar with it.
Plain Language
Compare complexity and clarity
Upon successful authentication of your credentials, you may proceed to facilitate the transmission of your data packets to our centralized repository via the provided graphical interface.
Users might have vision impairments, so you shouldn't count on just color to convey certain thing. Having clear text and icons improve the readers experience.
Don't rely on color
See how users with vision impairments might see your UI
Notice how the "Bad" version becomes impossible to distinguish when color is removed.
Inclusive language
Your users come from everywhere. If your language assumes a specific gender, culture, or background, you're alienating people. The goal isn't to be "politically correct". It's to be professional and welcoming to everyone who uses your product.
Inclusive Terminology
Switch between categories to see more inclusive alternatives
Words matter. Avoiding terms with negative historical or gendered baggage makes everyone feel welcome.
The goal isn't to be politically perfect. It's to not accidentally exclude or offend the people you're trying to serve.
Summary
Good UX writing is:
- Clear: Say what you mean, simply
- Concise: Use fewer words
- Consistent: Same terms, same patterns
- Helpful: Guide users to solutions, not dead ends
- Scannable: Structure for quick reading
- Accessible: Works for everyone
- Inclusive: Respects all your users