What is UX writing?

UX writing is the practice of creating customer-facing text and copy for user interfaces. UX writers plan and write the text that guides users through a digital product, application, or website, also known as microcopy.

In other words, UX writers determine how a product “sounds.” It’s a pretty big job, and a quickly growing field as software companies continue to invest more resources into the user experience of their products.

Of course, the words that users read while navigating a product is hugely important. If they’re poorly written, the product will be harder to use, confuse and frustrate the reader, and ultimately discourage further use.

On the other hand, great interface copy blends seamlessly into the product. When a digital product feels smooth and simple to learn and use, it’s largely thanks to the UX writers.

Despite their job title, UX writers aren’t just writers. While they do write the text itself, UX writers are also designers, responsible for shaping how users experience an entire product, and how to make those experiences easier (and even delightful) to complete with the text they write.

What do UX writers write?

UX writers plan, create, and test the text that users see in digital products. This includes text that is displayed on a screen or read aloud by a voice (like from a smart speaker or text-to-speech software).

A UX writer creates the text for some or all of the following elements:

• buttons and other interactive items
• tooltips and instructions
• menus and navigation
• forms
• notifications
• error messages
• modals and dialogs
• onboarding screens

Another word for this kind of text is “microcopy.” Microcopy comprises the small bits of text you see on websites and apps that instruct you what to do, alleviate uncertainty, encourage progress, and provide reassurance that you’re moving toward a goal.

Additionally, users often follow “scanning patterns,” such as the F-shaped pattern. In the F-shaped scanning pattern, a user starts by reading horizontally across the top of the text area, then moves vertically while scanning less horizontally, eventually scanning vertically.

Some other ways that UX writers minimize reader effort include:

• avoiding long paragraphs and walls of text
• avoiding complex language and jargon (i.e., industry-specific language) when possible
• showing the user only what they need to know at any given point, and presenting it to them when they need it
• avoiding excessive options, which can cause information overload
• keeping a consistent voice throughout the product (more on that later)
• keep interfaces familiar with techniques like visual hierarchy and design patterns

UX Writer Responsibilities

Interested in pursuing UX writing? Depending on the size of your company, you’ll be expected to handle some or all of these responsibilities day-to-day:

Writing

Let’s get the obvious one out of the way — UX writers are responsible for actually coming up with and writing the product microcopy, from the instructions a user sees in onboarding screens to button text and tooltips to error messages and notifications.

In order to best serve users with copy, the writing process requires a thorough understanding of the product and knowing how to present that information in a digestible manner. The more complex a task, the more effort is required to make it feel easy.

A UX writer may also contribute to copy on the product website, customer communications like emails, and support documentation, but their main focus is text seen inside the product itself.

Creating Deliverables

Besides writing the microcopy itself, a UX writer is responsible for producing deliverables that communicate their designs and research to other stakeholders. These deliverables include:

Style Guides

A style guide is a set of guidelines and terms that govern a brand’s written communications.

Style guides are a key part of the UX writer’s toolbelt since they ensure that all copy inside and outside the product is consistent and high-quality. A style guide clarifies things like grammar rules, capitalization, how to spell certain words, and terminology for product features. As mentioned above, when these things are consistent, it makes for better UX.

Handoff Documents

As UX writers create the microcopy for their product, they need to organize them into deliverables that they’ll eventually pass off to developers, who code the copy into the product. This stage is called the developer handoff.

These deliverables may take several forms. Product mockups are often used, as they show how the text should appear in the interface.

Content Audits

A UX team may conduct routine content audits as well. A content audit is an evaluation of all of a product and/or website’s assets in order to determine which to keep, change, and delete.

Companies may conduct a content audit when completing a brand refresh, or when restructuring a product or website. It’s also a good idea to perform regular content audits to ensure you’re best serving active and potential users.