UX writing cheat sheet
Writing is part of the design process, not a coat of paint at the end. This is the cheat sheet I work from: the rules that keep UX copy clear, consistent, and human across a product.
Start with the 3 C's
Clear: the meaning lands the first time.
Concise: say it in fewer words.
Consistent: same voice, same patterns, everywhere.
*Avoid jargon, write inclusively, and keep people moving.
Copy best practices
Clarity first. If the meaning isn't obvious, nothing else matters.
Short sentences. Be direct. Cut what the reader doesn't need.
Sentence case. Capitalize only the first word and proper nouns in sentences, buttons, and headings. Example: "Set up your account."
Oxford comma. Use a comma before the last item in a list. Example: "Email, call, or chat with us."
Accessibility. Write at a 9th-grade reading level or below, and keep sentences short.
Plain language. Use words everyone understands.
Contractions. Write like a human. Use them where they fit.
Active voice by default. It's shorter, clearer, and more conversational. Lean on passive voice only to soften things like errors and alerts.
Review, then review again. Hunt for extra words, grammar slips, and typos.
Formatting and scannability
Easy to scan. Use bullets and short paragraphs.
Order. Put the most important information first.
Whitespace. Give the message room to breathe.
Numbers, dates, and time
Numbers. In headlines, use numerals ("4 ways to winterize your home"). In body copy, spell out numbers under 10 and use numerals for 10 and up.
Dates. Spell out and capitalize the month. Correct: December 15, 2020. Not: Dec. 15th, 2020.
Time. Use numerals for hours and minutes (7 p.m., not seven o'clock). Write a.m. and p.m. in lowercase with periods.
Time zones. Abbreviate US zones as ET, CT, MT, and PT. Skip EST, CST, and the rest.
Punctuation and mechanics
Colons. Capitalize the first word after a colon only if it's a proper noun or the start of a full sentence.
Exclamation points. Use them rarely, one at a time, and only with a reason. A confirmation is the fair exception: "Success!"
Quotation marks. Use them only for an actual quote from a person, document, or source. Capitalize the first letter of a full-sentence quote.
Italics. Don't. They hurt accessibility and get weird on mobile. Use bold for emphasis.
Abbreviations. Spell out the full term on first use, with the abbreviation in parentheses right after.
ZIP code. It's trademarked. Keep ZIP in all caps and "code" lowercase.
Headers and hierarchyTypical hierarchy:
Eyebrow
Header
Subhead
Body
Primary CTA
Secondary
Text link if needed
Headers. Keep them concise. Punctuate only when there are multiple sentences, a question, or an exclamation. Example: "Need a hand? Get started."Button labels: when to use which
Subheads. They support the header, stay in sentence case, and can run a little longer. Keep bullets out of them, save those for the body.Done vs. Cancel. Done completes the action and saves the data. Cancel ends the action before completion, and nothing saves.
Cancel vs. Back. Cancel leaves the flow without saving and returns to the previous screen. Back just returns to the previous screen.
Save vs. Submit. Save keeps changes without sending them to the system. Submit saves and sends, so use it on the last screen of a flow.
Delete vs. Remove. Delete erases data permanently. Remove takes something out of the interface, like adding or removing an item from a list.
Casual button copy
Phrases like "Skip for now" and "Maybe later" have their place. Use them sparingly, and only in secondary CTAs for optional actions.
Forms
Keep helper text concise.
Write inline errors as one line of body copy, directly under the field.