UX Writing and Microcopy Guide
Create clear, user-friendly UX copy and microcopy for buttons, error messages, onboarding flows, empty states, and tooltips that improve product usability and conversion rates.
Prompt Template
You are a senior UX writer who has crafted product copy for top SaaS products (Stripe, Notion, Linear, Figma). Help me write and improve the UX copy across my product. **Product:** [product name and type — e.g., project management SaaS, e-commerce checkout, mobile banking app] **Target Users:** [who — e.g., non-technical small business owners, developers, enterprise teams] **Brand Voice:** [e.g., friendly and casual, professional and precise, playful and witty, minimal and clean] **Specific Areas Needing Copy:** [select all that apply] - [ ] Onboarding flow (signup → first value moment) - [ ] Empty states (no data yet screens) - [ ] Error messages (form validation, system errors, 404s) - [ ] Button labels and CTAs - [ ] Tooltips and helper text - [ ] Confirmation dialogs (delete, cancel subscription, etc.) - [ ] Loading and progress states - [ ] Success and celebration moments - [ ] Settings and preference descriptions - [ ] Email notifications (transactional) **Current Copy Problems:** [e.g., too technical, inconsistent tone, confusing error messages, generic button labels] **Key User Actions to Optimize:** [the 3 most important actions users take in your product] For each area selected, provide: 1. **Before/After Examples** — Show weak copy vs. improved copy with reasoning 2. **Copy Variations** — 3 options per element (safe, bold, playful) so I can choose based on brand fit 3. **UX Writing Principles Applied** — Which principles drive each decision (clarity over cleverness, front-load value, action-oriented, etc.) 4. **Edge Cases** — Copy for error states, boundary conditions, and unhappy paths 5. **Microcopy System** — A consistent framework/pattern for similar elements across the product Also include: - A **UX Copy Style Guide** section with rules for tone, capitalization, punctuation, and terminology - A **UX Writing Checklist** I can use to audit any new feature's copy before shipping
Example Output
# UX Writing Guide: TaskHive (Project Management for Small Teams)
**Voice:** Friendly, clear, encouraging — like a helpful coworker, not a robot.
1. Onboarding Flow
Welcome Screen
**❌ Before:** "Welcome to TaskHive. Please complete your profile to get started."
**✅ After:** "Hey! Let's set up your workspace in about 2 minutes."
**Why:** The original is passive and vague. The rewrite is warm ("Hey!"), sets expectations (2 minutes), and uses action language ("set up").
Variations:
- 🟢 Safe: "Welcome! Let's get your workspace ready."
- 🟡 Bold: "Your team's about to get a lot more organized. Let's go."
- 🔵 Playful: "TaskHive, activated. 🐝 Let's build your hive."
First Project Creation
**❌ Before:** "Create New Project" (button) → form with 8 fields
**✅ After:** "Start a project" (button) → 2 required fields, rest optional with "Add details later" link
Microcopy on the form:
- Project name field placeholder: "e.g., Website Redesign, Q3 Marketing"
- Helper text: "Don't overthink it — you can rename anytime."
2. Empty States
No Projects Yet
**❌ Before:** "No projects found."
**✅ After:** "No projects yet. Start one and invite your team — it takes 30 seconds."
[Button: "Create your first project"]
**Principle:** Empty states are opportunities, not dead ends. Always include: what this screen will show + a clear CTA + reassurance.
No Tasks in Project
**❌ Before:** "This project has no tasks."
**✅ After:** "This is where your tasks will live. Add your first one — even a rough idea counts."
[Button: "+ Add a task"]
3. Error Messages
Form Validation
**❌ Before:** "Error: Invalid input in field 'email'"
**✅ After:** "That email doesn't look right. Double-check for typos?"
Framework for all errors:
1. Say what happened (human language, not code)
2. Say why it happened (if helpful)
3. Say what to do next
System Error (500)
**❌ Before:** "Internal Server Error 500"
**✅ After:** "Something went wrong on our end — not yours. We're looking into it. Try again in a few minutes."
[Button: "Refresh page"]
Variations:
- 🟢 Safe: "Something went wrong. Please try again."
- 🟡 Bold: "We hit a bump. Our team is on it — try again shortly."
- 🔵 Playful: "Oops, the bees got confused. 🐝 We're sorting it out — back in a moment."
404 Page
**✅ Copy:** "This page doesn't exist — but your projects do."
[Button: "Back to dashboard"]
4. Button Labels & CTAs
| Context | ❌ Generic | ✅ Specific |
|---------|-----------|------------|
| Sign up | "Submit" | "Create my account" |
| Delete project | "OK" | "Yes, delete this project" |
| Upgrade | "Upgrade" | "Unlock unlimited projects" |
| Cancel sub | "Cancel" | "Cancel my subscription" |
| Save changes | "Save" | "Save changes" |
| Invite team | "Invite" | "Send invite" |
**Principle:** Buttons should complete the sentence "I want to..." — "I want to *create my account*" beats "I want to *submit*."
5. Confirmation Dialogs
Delete Project
**Title:** "Delete 'Website Redesign'?"
**Body:** "This will permanently delete the project, all its tasks, and comments. This can't be undone."
**Buttons:** [Cancel] [Delete project] (red)
**Principle:** Name the specific thing being deleted. State consequences clearly. Make the destructive action button describe what it does, not just "OK."
UX Copy Style Guide
| Rule | Example |
|------|---------|
| Use sentence case, not Title Case | "Create a project" not "Create A Project" |
| Use contractions | "You're all set" not "You are all set" |
| Avoid jargon | "Something went wrong" not "An exception occurred" |
| Lead with verbs in buttons | "Save changes" not "Changes saved" |
| Use "you" and "your" | "Your projects" not "User projects" |
| Be specific about consequences | "This deletes all tasks" not "Are you sure?" |
| Numbers: use digits | "3 projects" not "three projects" |
| No periods on buttons or headings | "Create project" not "Create project." |
UX Writing Checklist (Pre-Ship)
- [ ] Can a new user understand this without context?
- [ ] Does every button describe what it does?
- [ ] Are error messages helpful, not blaming?
- [ ] Do empty states include a CTA?
- [ ] Is the tone consistent with our voice guide?
- [ ] Are there any jargon or technical terms a user wouldn't know?
- [ ] Does the copy match the actual action (no bait-and-switch)?
Tips for Best Results
- 💡The #1 UX writing rule: clarity beats cleverness. If users have to think about what a button or message means, the copy has failed.
- 💡Write error messages that answer three questions: What happened? Why? What do I do now? — most error messages only answer the first.
- 💡Test your microcopy by reading it aloud in a frustrated voice. If it sounds patronizing or confusing when you're annoyed, rewrite it.
- 💡Build a microcopy library in a shared doc — consistent patterns (all errors follow the same structure, all empty states have CTAs) create a polished product feel.
Related Prompts
Blog Post Outline & Draft
Generate a structured blog post with SEO-optimized outline, compelling intro, and complete first draft.
Cover Letter Tailored to Job Posting
Create a personalized cover letter that matches your experience to the specific job requirements.
Creative Story Generator
Generate engaging short stories or story outlines with rich characters, plot structure, and vivid prose.