6 Ways UX Writing Takes Products from Basic to Brilliant
When we interact with apps, websites and other digital products, the words on the screen play a crucial role in shaping that experience.
Writing for the user, or ‘UX writing’ as it’s more commonly known – isn’t about showing off or impressing your audience with verbosity. It takes the complexity out of digital interactions and provides clear directions, reassures when needed, and ensures users never feel lost or overwhelmed.
it’s the voice that helps them navigate your product without confusion, traverse through your website to find the information they need, or make quick, intuitive decisions in your app.
So, how do we create writing that does all of that? Glad you asked.
1. Clarity wins – every time
When users interact with your product, they don't have the time (or patience) for fluff. They want a button that says, "Sign Up", not a novel titled "Click Here to Begin Your Journey with Our Incredible Service."
Clarity is especially important in moments of friction, like when you're about to delete something. That’s where a line like, "Are you sure you want to delete this file? This action can’t be undone," can save the day. It’s not fancy, but there’s zero ambiguity, saving users from the depths of Deleted File Hell.
Sure, we can add a little flair to maintain brand tone like, “Hey, are you sure you want to delete this?” But mostly, users just want us to get to the point so they can carry out their task and move on with their days. That’s why they’ll appreciate your product over others that skimp on UX considerations.
2. Empathy at heart
Good UX writing treats the user like a human being. Think of it as having a conversation where you're actually listening. If someone messes up, you don’t rub it in their face – you offer them a way to fix it. UX writing should do the same.
Take error messages, for example. You’ve probably run into websites where an error feels like a slap in the face – “INVALID PASSWORD” in red font like it’s yelling at you. Compare that to something like, “Oops, looks like your password’s incorrect. Want to try again?” One feels like you’re being scolded, the other feels like a helpful suggestion from a friend. Guess which one users will prefer?
When Dropbox says, “That file is too big, try a smaller one,” they’re showing empathy. That’s what great UX writing does – it doesn’t make you feel bad, it helps you move forward.
3. It’s okay to have fun – but read the room
Now, we get it. You want to inject a bit of personality into your UX writing. After all, who said buttons and tooltips can’t be fun? But here’s the thing: there’s a fine line between clever and cringe-worthy. Not every brand can be quirky, and not every moment calls for it.
Take Slack, for example. Their light-hearted tone fits their product because it’s all about communication. A message like, “All clear. Move along,” when there’s no activity in a channel brings a smile without trying too hard. But when you’re dealing with something more serious – like banking or healthcare – you might want to dial it down a little.
Imagine getting a playful error message while trying to submit a tax form – probably not the vibe you’re going for.
4. Brevity without sacrificing friendliness
It’s tempting to give just a bit more detail in our writing, especially when we’re explaining something complex. But effective UX writing knows when to stop. Yes, the goal is brevity – but not at the expense of being a cold, robotic voice. It’s a balance of efficiency and warmth, and that’s what great writers will understand.
Apple is a master at this. Their product set-up instructions are famously brief, but still manage to sound friendly. It’s never just, "Turn on your device.” It’s “Let’s get you started.” And in a world of endless options, that little bit of personality makes all the difference.
5. Consistency keeps the score
Consistency is the glue that holds the entire UX writing experience together. If the tone shifts from one section to the next, your users are going to feel lost. Imagine walking through a cosy café where everyone’s speaking softly, and suddenly someone starts blasting heavy metal – it’s jarring. UX writing should feel like the same person is guiding you, no matter what part of the product you’re in.
Look at Google’s suite of products. From Google Docs to Gmail, everything feels seamless. It’s clear, friendly, and – most importantly – consistent. Whether you’re creating a document or deleting an email, the tone never changes, and neither does the ease of understanding.
6. Keep it simple, keep it human
Helpful UX is about making the journey from point A to point B as smooth as possible. You don’t want users getting stuck, confused, or feeling stupid – that all impacts the way they feel about your brand, your product, and your legacy. You want to guide them in a way that feels natural and human, because when UX writing is done right, people don’t even notice it’s there – and that’s the real magic.
So whether you’re drafting a call to action, writing a warning, or just naming a button, keep it simple, keep it friendly, and most importantly, keep it human. Oh, and maybe throw in a little fun, too (but only if it feels right).
