UX Writing: Fundamentals for Beginners

In a time when an app's user experience (UX) can determine whether people use it every day or abandon it for good, UX writing has emerged as a critical component in creating seamless interactions between users and digital products.

Within a digital product, UX writing combines with UX design to create content that guides users effortlessly through whatever task they're trying to accomplish, whether that's playing a game or contacting their doctor. As a result, effective UX writing can boost user satisfaction and even increase business success. So if you want users to truly enjoy using your website, app or software, you need to implement compelling UX writing. 

What is UX Writing?

UX writing is the practice of creating the text that appears within digital interfaces like websites, mobile apps and other types of software. The main purpose of UX writing is to smoothly guide users through a digital product and help them achieve their goals with ease and clarity.

To achieve that purpose, UX writers are often tasked with creating microcopy, or small pieces of text within a user interface (UI) that make it easy for users to figure out how to accomplish their desired task. To do so, UX writers must create microcopy that's clear, concise and simple for users to understand. Each snippet of text they write needs to serve a specific function and align with the user's needs.

That's what sets UX writers apart from other types of content writers. Unlike copywriters (who focus on crafting persuasive and marketing content), email copywriters (who excel at writing email campaigns) and technical writers (who provide detailed instructions and documentation), UX writers specialize in creating text that is brief, intuitive and easy for end users to understand.

Examples of UX Writing

You know UX writing involves creating microcopy, but what does that look like in real life?

These are a few examples of UX writing in practice:

• Notifications: Brief messages that alert users to important information or changes within an app or website.
  • Think: The notification that appears on your phone when you have a new voicemail.
• Think: The notification that appears on your phone when you have a new voicemail.
• Tooltips: Small, informative pop-ups that provide additional context or instructions when a user hovers over or clicks on an element.
  • Think: A box that says “Your password must be at least 8 characters long” when you hover over the password field while creating a new account. 
• Think: A box that says “Your password must be at least 8 characters long” when you hover over the password field while creating a new account. 
• Error messages: Clear and helpful messages that tell users about issues and offer guidance on how to correct them.
  • Think: A pop-up that reads “Error: You must fill out all required fields” when you try to submit a form before completing it. 
• Think: A pop-up that reads “Error: You must fill out all required fields” when you try to submit a form before completing it. 
• Onboarding instructions: Step-by-step instructions that help new users understand a digital product's features and learn how to use them.
  • Think: A blurb that appears next to a website’s dashboard icon and says, “Here’s where you can get to your dashboard.”
• Think: A blurb that appears next to a website’s dashboard icon and says, “Here’s where you can get to your dashboard.”
• Social media prompts: Engaging text that encourages user interaction and sharing on social platforms.
  • Think: Text that says “Share your thoughts” above a comments section.
• Think: Text that says “Share your thoughts” above a comments section.
• Think: The notification that appears on your phone when you have a new voicemail.
• Think: A box that says “Your password must be at least 8 characters long” when you hover over the password field while creating a new account. 
• Think: A pop-up that reads “Error: You must fill out all required fields” when you try to submit a form before completing it. 
• Think: A blurb that appears next to a website’s dashboard icon and says, “Here’s where you can get to your dashboard.”
• Think: Text that says “Share your thoughts” above a comments section.

Why is UX Writing Important?

Good UX writing contributes to a seamless user journey by providing clear and effective microcopy that guides users, reduces frustration and improves satisfaction.

For instance:

• In software, well-crafted error messages can prevent user irritation and increase retention rates by helping users quickly resolve issues.
• In e-commerce, clear and concise microcopy can streamline the checkout process, which can, in turn, reduce cart abandonment and increase sales.
• In mobile apps, intuitive notifications and tooltips can enhance usability, which leads to better user engagement and retention.

The bottom line is that effective UX writing makes business goals a reality by enhancing the user experience and driving digital products' success.

UX Writing Principles & Best Practices

Follow these best practices to create UX writing that enhances the user experience, minimizes friction and supports the success of your digital product:

Clarity

First and foremost, ensure that your text is easy to understand and free of confusing jargon. Clarity is critical in UX writing because users need to comprehend information quickly and without uncertainty.

To achieve clarity in your UX writing:

• Use simple language and avoid complex terms.
• Break down complex information into small, digestible chunks.
• Test your text with real users to ensure they can easily understand it.

Brevity

Brief text helps users process information quickly, which is essential in a fast-paced digital environment.

To keep your UX writing short and sweet:

• Focus on the key message and eliminate any unnecessary words.
• Use bullet points or numbered lists when possible.
• Aim for the shortest possible text that still conveys the necessary information.

Consistency

Aim for consistency in your UX writing to make sure that users have a cohesive and predictable experience.

To achieve consistency:

• Follow an internal style guide that outlines tone, terminology and formatting rules.
• Regularly review and update your content to ensure close alignment with the style guide.
• Collaborate with other writers and team members to maintain a consistent voice across all platforms.

Brand Voice

Adhere to the brand's voice and tone to create an even more cohesive user experience. A strong brand voice sets your product apart and also helps to create a connection with users.

To maintain brand voice throughout your UX writing:

• Define your brand's voice and tone in a comprehensive style guide.
• Make sure everyone is on the same page and understands the brand guidelines.
• Regularly check your content to ensure it aligns with the brand's identity.

User-Centric Language

User-centric language ensures that your content is relevant to your audience's needs and helps them achieve their goals.

To implement more user-centric language:

• Conduct user research to understand your audience's specific needs, preferences and pain points.
• Use inclusive language that speaks directly to users and makes them feel understood.
• Continuously gather feedback from actual users to refine and improve your content.

What Does a UX Writer Do?

A UX writer's primary tasks and responsibilities include:

• Creating compelling microcopy.
• Helping to develop a broader content strategy.
• Initiating and participating in usability testing.

UX writers are involved in the UI design process from initial user research to final implementation. They work closely with designers, product managers, content strategists and other team members to ensure the written content aligns with the overall user interface and functionality.

In general, UX writing is well-suited to individuals who are detail-oriented, empathetic and have a knack for clear and concise communication.

Skills Needed for UX Writing

Essential skills for UX writers include:

Solid Writing Skills

The ability to write clearly, concisely and persuasively is absolutely necessary for a UX writer. This involves:

• Grammar and syntax: A strong grasp of grammar and syntax to ensure content is professional and free of errors.
• Clarity: The ability to convey information in a straightforward and understandable manner.
• Tone and voice: Adjusting tone and voice to fit the brand and context, whether that means adopting a formal, casual, compassionate or authoritative tone.

Understanding of UX Design Principles

It's crucial to understand how design and content work together to create a seamless user experience. That means learning about UX design principles like:

• Information architecture (IA): Understanding how to structure content logically and intuitively.
• Interaction design (IxD): Knowing how users interact with different interface elements and how to write for those interactions.
• Visual hierarchy: Recognizing the importance of layout, white space and typography in making text readable and encouraging users to read certain things first.

Knowledge of User Research

The ability to conduct and interpret user research to inform writing is essential. This involves:

• User testing: Conducting usability tests to gather feedback on how users interact with content.
• Analytics: Analyzing data from user behavior, such as click-through rates and drop-off points, to identify areas for improvement.
• Surveys and interviews: Using surveys and interviews to gain qualitative insights into user needs and preferences.

Understanding the Target Audience

Creating content that meets the specific needs and expectations of users requires:

• Empathy: Putting yourself in the users' shoes to understand their pain points, motivations and objectives.
• Segmentation: Recognizing different user segments and tailoring content to suit those segments.
• Context awareness: Being aware of the context in which users will encounter and use the content you're creating.

Collaboration

Working effectively with product managers, designers and other colleagues is key for creating high-quality content. This involves:

• Cross-functional teamwork: Collaborating with different departments such as design, development, marketing and customer support.
• Communication: Clearly articulating ideas, feedback and requirements, both verbally and in writing.
• Feedback: Receiving and incorporating feedback from various team members to improve your content and gain additional perspectives.

How to Get Into UX Writing

Interested in becoming a UX writer yourself? Here's how you can get started.

Consider Your Education

A background in writing, communication, web design or psychology can certainly be beneficial, although a college degree in one of those fields may not be strictly necessary. Consider pursuing relevant courses or certifications to enhance your knowledge and skills in UX writing specifically.

Create a Portfolio

Build a polished portfolio that showcases practical examples of your UX writing work. Be sure to include case studies that demonstrate your ability to improve the user experience through effective microcopy. 

(Hint: If you don’t have any professional experience yet, you can always use projects you completed in Skillshare classes to flesh out your portfolio.)

Gain Experience

Look for internships, freelancing opportunities or entry-level positions that will allow you to gain hands-on experience in UX writing. Strive to participate in digital design projects and collaborate with UX designers to better understand the role of content in the user experience.

Tools & Learning Resources for UX Writers

To streamline the UX writing process, add these tools and resources to your toolkit:

• Intuitive design tools like Figma, Sketch and Adobe XD are crucial for creating, revising and collaborating on design projects.
• Content management systems like WordPress and HubSpot make managing and publishing content a breeze.
• User testing platforms like Maze simplify the process of gathering user feedback. (Pro tip: You can always create your own user testing survey and post it on a site like Reddit's /r/SampleSize if you don't want to commit to a specific testing platform).

And to continue learning about the ins and outs of UX writing, take advantage of these learning resources too:

• Online classes like Skillshare’s UI/UX design classes can help you gain new skills, refine the ones you already have and learn from experts.
• Books on UX design and writing, such as "Strategic Writing for UX” by Torrey Podmajersky, can introduce you to new concepts and tactics.
• UX-focused podcasts provide a convenient way to stay updated with industry trends and insights from experts in the field.

Written By

Carrie Buchholz

Carrie Buchholz is a freelance writer who lives in Northern Colorado with her husband and dog.

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