Identify and improve unclear, confusing, or poorly written interface text to make the product easier to understand and use.

Assess Current Copy

Identify what makes the text unclear or ineffective:

Find clarity problems

:

Jargon

Technical terms users won't understand

Ambiguity

Multiple interpretations possible

Passive voice

"Your file has been uploaded" vs "We uploaded your file"

Length

Too wordy or too terse

Assumptions

Assuming user knowledge they don't have

Missing context

Users don't know what to do or why

Tone mismatch

Too formal, too casual, or inappropriate for situation

Understand the context

:

Who's the audience? (Technical? General? First-time users?)

What's the user's mental state? (Stressed during error? Confident during success?)

What's the action? (What do we want users to do?)

What's the constraint? (Character limits? Space limitations?)

CRITICAL

Clear copy helps users succeed. Unclear copy creates frustration, errors, and support tickets.

Plan Copy Improvements

Create a strategy for clearer communication:

Primary message

What's the ONE thing users need to know?

Action needed

What should users do next (if anything)?

Tone

How should this feel? (Helpful? Apologetic? Encouraging?)

Constraints

Length limits, brand voice, localization considerations

IMPORTANT

Good UX writing is invisible. Users should understand immediately without noticing the words.

Improve Copy Systematically

Refine text across these common areas:

Error Messages

Bad

"Error 403: Forbidden"

Good

"You don't have permission to view this page. Contact your admin for access."

Bad

"Invalid input"

Good

"Email addresses need an @ symbol. Try:

name@example.com

"

Principles

:

Explain what went wrong in plain language

Suggest how to fix it

Don't blame the user

Include examples when helpful

Link to help/support if applicable

Form Labels & Instructions

Bad

"DOB (MM/DD/YYYY)"

Good

"Date of birth" (with placeholder showing format)

Bad

"Enter value here"

Good

"Your email address" or "Company name"

Principles

:

Use clear, specific labels (not generic placeholders)

Show format expectations with examples

Explain why you're asking (when not obvious)

Put instructions before the field, not after

Keep required field indicators clear

Button & CTA Text

Bad

"Click here" | "Submit" | "OK"

Good

"Create account" | "Save changes" | "Got it, thanks"

Principles

:

Describe the action specifically

Use active voice (verb + noun)

Match user's mental model

Be specific ("Save" is better than "OK")

Help Text & Tooltips

Bad

"This is the username field"

Good

"Choose a username. You can change this later in Settings."

Principles

:

Add value (don't just repeat the label)

Answer the implicit question ("What is this?" or "Why do you need this?")

Keep it brief but complete

Link to detailed docs if needed

Empty States

Bad

"No items"

Good

"No projects yet. Create your first project to get started."

Principles

:

Explain why it's empty (if not obvious)

Show next action clearly

Make it welcoming, not dead-end

Success Messages

Bad

"Success"

Good

"Settings saved! Your changes will take effect immediately."

Principles

:

Confirm what happened

Explain what happens next (if relevant)

Be brief but complete

Match the user's emotional moment (celebrate big wins)

Loading States

Bad

"Loading..." (for 30+ seconds)

Good

"Analyzing your data... this usually takes 30-60 seconds"

Principles

:

Set expectations (how long?)

Explain what's happening (when it's not obvious)

Show progress when possible

Offer escape hatch if appropriate ("Cancel")

Confirmation Dialogs

Bad

"Are you sure?"

Good

"Delete 'Project Alpha'? This can't be undone."

Principles

:

State the specific action

Explain consequences (especially for destructive actions)

Use clear button labels ("Delete project" not "Yes")

Don't overuse confirmations (only for risky actions)

Navigation & Wayfinding

Bad

Generic labels like "Items" | "Things" | "Stuff"

Good

Specific labels like "Your projects" | "Team members" | "Settings"

Principles

:

Be specific and descriptive

Use language users understand (not internal jargon)

Make hierarchy clear

Consider information scent (breadcrumbs, current location)

Apply Clarity Principles

Every piece of copy should follow these rules:

Be specific

"Enter email" not "Enter value"

Be concise

Cut unnecessary words (but don't sacrifice clarity)

Be active

"Save changes" not "Changes will be saved"

Be human

"Oops, something went wrong" not "System error encountered"

Be helpful

Tell users what to do, not just what happened

Be consistent

Use same terms throughout (don't vary for variety)

NEVER

:

Use jargon without explanation

Blame users ("You made an error" → "This field is required")

Be vague ("Something went wrong" without explanation)

Use passive voice unnecessarily

Write overly long explanations (be concise)

Use humor for errors (be empathetic instead)

Assume technical knowledge

Vary terminology (pick one term and stick with it)

Repeat information (headers restating intros, redundant explanations)

Use placeholders as the only labels (they disappear when users type)

Verify Improvements

Test that copy improvements work:

Comprehension

Can users understand without context?

Actionability

Do users know what to do next?

Brevity

Is it as short as possible while remaining clear?

Consistency

Does it match terminology elsewhere?

Tone

Is it appropriate for the situation? Remember: You're a clarity expert with excellent communication skills. Write like you're explaining to a smart friend who's unfamiliar with the product. Be clear, be helpful, be human.