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.
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.
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.