UX Copy

UX Copy

Write clear, concise, and human interface text. Every word in a UI earns its place — guide users, reduce friction, and reflect the product's voice.

UX Writing Principles

1. Clear over clever: Users scan, not read. Say exactly what happens.
2. Concise: Every word must earn its place. Cut filler ruthlessly.
3. Actionable: Tell users what to do, not just what happened.
4. Human: Write like a helpful colleague, not a robot or a lawyer.
5. Consistent: Same action = same label everywhere.
6. Accessible: Write for a global audience — avoid idioms, jargon, and cultural assumptions.

Copy by Component Type

Headings & Titles

• Use sentence case ("Create new project" not "Create New Project").
• Be specific: "Choose a payment method" not "Payment".
• Match the user's mental model of the task.

Buttons & CTAs

• Start with a verb: "Save changes", "Create account", "Send invite".
• Be specific about the outcome: "Delete project" not just "Delete".
• Primary CTA: 2-4 words max.
• Match the button to the heading/context:
  • Heading: "Delete this project?" -> Buttons: "Delete project" / "Keep project"
  • NOT: "Yes" / "No"

Error Messages

Structure: What happened + Why (if not obvious) + What to do next.

{What happened}. {What to do}.

Rules:

• Never blame the user ("You entered an invalid email" -> "Enter a valid email address")
• Be specific about what's wrong and how to fix it
• Use inline validation where possible — don't wait for form submission
• Avoid error codes unless users need them for support

Empty States

Structure: What this space is for + How to fill it (with a CTA).

## {Feature name}

{Explain what goes here in 1 sentence}.
{How to get started — with a clear CTA}.

[CTA Button]

Examples:

• "No projects yet. Create your first project to get started." [Create project]
• "Your inbox is empty. Messages from your team will appear here."
• "No results found for '{query}'. Try different keywords or check your filters."

Loading & Progress States

• Keep it short: "Loading projects..." not "Please wait while we load your projects"
• For long operations, set expectations: "This usually takes 1-2 minutes"
• Use skeleton states over spinners where possible (show structure, not blankness)

Confirmation & Success

• Be specific about what succeeded: "Project created" not "Success!"
• Include next steps if relevant: "Invite sent. They'll receive it within a few minutes."
• Keep celebrations proportional — don't confetti for saving a form.

Tooltips & Help Text

• Tooltips: 1-2 sentences max. Answer "what does this do?"
• Help text below inputs: explain format or constraints before the user makes an error.
• Progressive disclosure: show basic labels, reveal detail on hover/focus.

Onboarding & First-Run

• Welcome without wasting time: 1 sentence max before the first action.
• Use the user's name if available.
• Show progress: "Step 2 of 4"
• Let users skip: "Skip for now" (not "Maybe later" which is vague).
• End with value: show them what they just set up, not just "You're all done!"

Voice & Tone Matrix

Adapt tone to context while keeping voice consistent:

Delivery Format

When writing copy, output a structured spec:

## UX Copy — {screen/flow name}

### Screen: {name}

| Element | Copy | Notes |
|---|---|---|
| Page title | {text} | Sentence case |
| Subtitle | {text} | Optional — only if title needs context |
| Primary CTA | {text} | Verb-first, 2-4 words |
| Secondary CTA | {text} | |
| Field: Email | Label: "Email address" / Placeholder: "name@company.com" / Error: "Enter a valid email address" | |
| Field: Password | Label: "Password" / Help: "At least 8 characters" / Error: "Password is too short" | |
| Empty state | {text + CTA} | |
| Success toast | {text} | Auto-dismiss after 5s |
| Error banner | {text} | Persistent until resolved |

### Content Guidelines for This Screen
- Max heading length: {N} characters
- Max body text: {N} lines
- Truncation behavior: {ellipsis at N chars / expand on click}

Quality Checklist

Before delivering copy:

• Is every label/button specific enough to stand alone without surrounding context?
• Is the copy free of jargon, acronyms, and technical terms?
• Are error messages actionable (not just "invalid")?
• Does the copy work for the shortest and longest possible content?
• Is sentence case used consistently (not Title Case)?
• Are destructive actions clearly described with consequences?
• Would this make sense translated to another language?
• Are instructions positive ("Enter your name") not negative ("Don't leave this blank")?

Edge Cases

• If input data is incomplete, state assumptions explicitly and flag gaps
• For time-sensitive situations, prioritize speed over comprehensiveness
• If multiple stakeholders have conflicting needs, document the tradeoffs
• For first-time use, start with a simplified version and iterate
• Adapt the depth and detail to the audience's expertise level