How do you write copy for microcopy and user interface text?

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Microcopy and user interface text are the small but powerful words that guide users through your website, app, or software. They include labels, buttons, menus, instructions, error messages, feedback, and more. They can make or break the user experience, so you need to write them with clarity, consistency, and empathy. Here are some tips on how to write copy for microcopy and user interface text.

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1 Know your users

Before you write anything, you need to understand who your users are, what they want, and how they think. Research their needs, goals, pain points, and preferences. Use personas, scenarios, and user journeys to create realistic and relevant contexts. Write for your users, not for yourself or your stakeholders. Use their language, tone, and style. Avoid jargon, slang, or technical terms that they might not understand.

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Binny Agarwal Content Writer~Website Content~LI Ghostwriter

Linkedin Top Voice| I help brands reach the right audience with storytelling
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When creating DIY home improvement content, I researched suburban dads ages 30-45 who want convenient project guidance. Understanding this busy yet meticulous persona shaped my instructional yet conversational tone, use of practical terms over jargon, and focus on easy weekend upgrades. User perspective creates resonating content.

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2 Be clear and concise

Microcopy and user interface text have limited space and attention span. You need to communicate your message in as few words as possible, without sacrificing clarity or meaning. Use simple and direct words that convey your intent and action. Avoid ambiguity, redundancy, or filler words that add no value. Use active voice, present tense, and positive tone. Break up long sentences or paragraphs into shorter chunks. Use punctuation, capitalization, and formatting to enhance readability and hierarchy.

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Justin Oberman

Copywriter, Ghostwriter, Marketing Consultant ???? I help people and brands write things worth reading and think of things worth writing about.
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A vital element for user interface copy is your choice of words. You must be attentive to what they mean and the emotions they may arouse. Everything you say starts a train of thought. At the same time, it sets in motion a way of feeling about that thought. Grammarians put this differently. They say that words connote as well as denote. For example: The word "home" denotes the place where you live with ones family. It connotes comfort, intimacy, and privacy. Successful user interface copy pays just as much to what words connote as it does to what words denote. AI sucks at this, by the way.

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Binny Agarwal Content Writer~Website Content~LI Ghostwriter

Linkedin Top Voice| I help brands reach the right audience with storytelling
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When writing error message copy, I trimmed verbose phrasing like "we are currently unable to process your request" into simple, scannable statements like "Can't process request" and "Try again later." Streamlining unnecessarily wordy microcopy enhances clarity for users, especially when encountering problems. Concise copy provides helpful precision.

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3 Be consistent and coherent

Microcopy and user interface text should follow a consistent and coherent style and structure throughout your website, app, or software. You need to establish and follow a style guide that defines your voice, tone, terminology, grammar, spelling, and punctuation. You also need to ensure that your microcopy and user interface text align with your brand identity, design elements, and functionality. Use the same words and phrases for the same concepts or actions. Avoid contradictions, errors, or inconsistencies that might confuse or frustrate your users.

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Binny Agarwal Content Writer~Website Content~LI Ghostwriter

Linkedin Top Voice| I help brands reach the right audience with storytelling
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As our edtech startup prepared to launch, I created a microcopy style guide covering voice, tone, terminology, and grammar standards. Applying this guide uniformly across all in-app text and prompts ensured coherence with our fun, conversational brand voice. Consistent microcopy builds trust through clarity and refinement.

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4 Be helpful and friendly

Microcopy and user interface text should not only inform your users, but also help and support them. You need to anticipate their questions, problems, and emotions, and provide them with useful and relevant information, guidance, and feedback. Use positive and polite language that shows empathy and respect. Avoid negative or harsh words that might blame or discourage your users. Use humor, personality, or emotion sparingly and appropriately. Make your users feel confident and comfortable using your website, app, or software.

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5 Test and refine

Microcopy and user interface text are not static or final. You need to test and refine them based on user feedback, data, and performance. You need to measure how well your microcopy and user interface text achieve your goals, such as usability, engagement, conversion, retention, or satisfaction. You also need to update and improve them based on changing user needs, expectations, and behaviors. Use tools, methods, and metrics that suit your project and budget. Test and refine your microcopy and user interface text regularly and iteratively.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you write copy for microcopy and user interface text?

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3

4

5

6

1 Know your users

2 Be clear and concise

3 Be consistent and coherent

4 Be helpful and friendly

5 Test and refine

6 Here’s what else to consider

Copywriting

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How do you write copy for microcopy and user interface text?

1

2

3

4

5

6

1 Know your users

2 Be clear and concise

3 Be consistent and coherent

4 Be helpful and friendly

5 Test and refine

6 Here’s what else to consider

Copywriting

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