You have to be a great assistant to become a good UX writer. Helping people and guiding them should be a core characteristic of your nature. UX writing is a tough job if you are poor at empathizing with people.
This is an era of AI. We need any sort of assistance, any help, and doubts; we immediately turn to AI. ChatGPT and Gemini get thousands of queries every day. But what to do when you are using a website or an app where you don’t know the next step? Who is going to help you there? Smart UX writing is the answer. If you are an aspiring writer and want to specialize in UX writing, then this blog is for you. I have tried to simplify UX copywriting with examples. Let’s start.
What is UX Writing?
UX writing is a micro copywriting style. You see those crisp texts on buttons or form instructions that guide you through the process? Those words are UX writing. It’s closer to copywriting. You step in where a UX designer faces limitations. Not all instructions can be explained in words. That’s where a UX writer jumps in.
UI UX designers make things look good, and UX writers make them feel clear, friendly, and easy to use. It focuses on microcopy; small bits of text that help users take action or understand what to do next (like buttons, tooltips, error messages, or navigation labels).
Screenshot Source: Dreamcatcherz
There is a fine line between web copy and UX writing (microcopy). For instance, in the following image, you can see how I have crafted a compelling and clear H1: “Put Your Energy In Enjoying, Not Planning”. This is web copy. However, if you look at the right side, the booking side, you can see how I have managed to showcase all booking options in such a small space.
How to Improve UX Writing?
If you aspire to become a star UX writer, you should continually seek out new ideas and trends. Here, I have curated a few tips to help you improve your UX writing.
1. Who Is Going to Use It?:
It is important to understand the user. Understand who’s using the product and what they need. If the website or app is targeted to a tech-savvy audience or for kids, or for common people. For example, the Swiggy and Blinkit apps are used by the masses like Gen Z, Millennials, and Boomers. WhatsApp and YouTube are used by elders as well. So, any button or step has to be very simple.
But Tinder is used by young people. Their language, their slang, and their preferences are all considered while drafting the microcopy.
2. Keep It Simple:
Always consider that your users are busy. When a person is busy, one thing they hate the most is anything that creates confusion and delays the work. Use short, familiar words. Avoid jargon.
The main goal of any UX writer should be to help the user complete the task. The task can be opening a new account or submitting a query. Hence, simplicity is key. UX writing is all about transforming complex information into simple, actionable steps.
3. Be Clear, Not Clever:
Say exactly what action will happen. Being a writer, I always try to balance my inner urge to explain things in detail. I have assisted hundreds of brands with content writing services. Hence, I am used to lengthy writing like articles, blogs, white papers, etc.
But if you want to explore UX writing professionally, you must master micro copywriting. The goal is not to showcase your knowledge or vocabulary but to help the users with simple, short words.
4. Write for Action:
Always write action-oriented microcopy. Use verbs like “Get started,” “Try again,” “Save changes.” Be as straightforward as you can. When a user is trying to complete a certain task on the app, it should be able to incorporate the next step.
Don’t leave them with multiple options. They won’t understand what to select. This will only lead to delays and failure to complete the task. Hence, action-oriented copy is crucial. An important note: make sure you are being direct and polite at the same time.
Examples:
❌ Confusing copy: “Would you like to continue, save, or exit?”
✅ Action-oriented copy: “Save and continue”
❌ Rude: “You entered the wrong password.”
✅ Polite: “Incorrect password. Please try again.”
❌ Rude: “You didn’t fill in all fields.”
✅ Polite: “Please fill in all required fields.”
❌ Rude: “Invalid email.”
✅ Polite: “Please enter a valid email address.”
❌ Rude: “Payment failed.”
✅ Polite: “We couldn’t process your payment. Please try again.”
❌ Rude: “You did it wrong.”
✅ Polite: “Something seems off. Let’s fix it together.”
5. Stay Consistent:
Consistency is the backbone of good UX writing. When users move through an app or website, they expect a familiar tone, pattern, and word choice. If your “Sign In” button suddenly becomes “Log In” or “Access Account,” it confuses them. Even small inconsistencies can make the user question if they’re on the right track. A consistent tone and terminology create trust and make the product feel seamless.
To maintain consistency, create a style guide. Define tone, preferred words, and voice rules that match your brand personality. For example, Google maintains uniformity in all its products by using simple, clear words everywhere. The same word choices appear on Gmail, Drive, and Docs. This consistency doesn’t just improve usability; it strengthens brand identity, too.
6. Guide, Don’t Confuse:
UX writing should act like a friendly guide walking users through the experience. Don’t just inform them; show them the way. For example, instead of writing “Error occurred,” guide them by saying “Please check your internet connection and try again.” The difference is empathy. The first one only reports a problem, while the second helps solve it.
The goal is to reduce hesitation and make every step easy to follow. Avoid using technical words or internal company terms that users don’t understand. Every piece of microcopy, from tooltips to notifications, should move the user closer to completing their goal. If users never have to guess what to do next, your UX writing is working perfectly.
7. Never Leave the Marketing Angle:
What is UX writing without the tadka of marketing? You are writing for a business. Every business has a goal of sales. That’s the bottom line. Even if you are writing to help users, you must look for opportunities to upsell. Swiggy is an excellent example of this.
Screenshot Source: Swiggy App.
Look how they are upselling in a subtle way. UX writing is not only about writing a good CTA and simplifying steps. It is also about benefiting the brand with such subtle marketing tactics.
8. Write for Real People:
UX writing is about humans, not systems. Write the way people speak. Instead of sounding robotic or overly formal, keep your tone natural, conversational, and helpful. For instance, “Your order is on the way!” feels friendly and engaging, while “Order dispatched successfully” sounds mechanical. When users feel a human connection, they’re more likely to trust and enjoy using your product.
Using personal words like “you” and “your” also helps. It makes users feel seen. Imagine an app saying, “We’ve saved your preferences.” It instantly builds warmth. The more your UX writing sounds like a genuine conversation, the more users will connect emotionally with the brand. Canva is an excellent example of this.
Screenshot Source: Canva
9. Be Positive:
Positivity in UX writing keeps users calm even when things go wrong. When people encounter an error message or delay, they’re already frustrated. Your words can either add to their stress or ease it. For instance, “Upload didn’t go through. Let’s try again” feels far better than “Upload failed.” The first one maintains optimism and encourages action.
Positive language also shapes how users perceive your brand. A kind tone tells them your brand understands them. Instead of focusing on the problem, focus on the next step. A reassuring voice helps maintain user confidence, even in difficult moments. In UX writing, positivity is not sugarcoating; it’s empathy in action.
10. Collaborate with Designers:
A UX writer’s job doesn’t stop at writing; it begins with collaboration. The best microcopy is written with a deep understanding of layout, user flow, and design limitations. Button sizes, screen space, and visual hierarchy matter. Long phrases might break the layout or reduce readability on mobile. Working closely with designers ensures every word fits perfectly in both meaning and form.
This partnership also brings clarity to the user journey. When designers and writers work together, they can test placements, highlight important actions, and ensure the tone matches the visuals. Great UX writing is not about fitting words into boxes; it’s about fitting them into experiences.
Final Words:
‘How to improve UX writing’ is such a wide topic. I can write more and more. But I think it is important to empathize with the users. Once you start empathizing with them, you can improve your micro copywriting naturally. Explore our content writing services to see how my team and I craft words that are best for the users and the businesses at the same time.
If you want to learn the importance of UX writing in just a few minutes, watch this scene from the movie Dhamaal.
Screenshot Source: YouTube