So, I’ve been thinking a lot about how we talk to people in the digital world, especially in UX. You know, it used to be a lot of techy jargon out there, but things are changing. Now, it’s all about being clear. For those of us writing for user experiences, it’s not just a good idea, it’s absolutely essential.
See, plain language isn’t about making things sound dumb. It’s actually really smart, empathetic communication that helps people. When a user is trying to get something done with an interface, the words we use are like their guide. We want them to lead, not get in the way.
I’ve put together this guide to break down plain language in UX. I really want to share some practical ways to make things clear instead of confusing.
The Hidden Power of Plain Language: Why It’s So Important in UX
Imagine trying to find your way through a really twisty maze, and then someone hands you directions in a language you barely understand. That’s how users often feel when the words on a screen are poorly written. Plain language just knocks down that wall.
It makes things easier to understand, cuts down on mistakes, helps people finish what they’re trying to do, and builds trust. Users don’t want to have to figure out what we mean; they just want to do. Plain language helps them do that smoothly and efficiently. It can be the difference between someone giving up on a purchase and actually buying something, or feeling annoyed versus feeling like they totally got it.
The Core Principles: Building Blocks for Clarity
Plain language isn’t just one rule. It’s like a whole orchestra of principles working together. Getting good at these is key to creating experiences that really click with people.
1. Know Your Audience: The Empathy Engine
Before I even type one word, I always think about who I’m talking to. This is the absolute foundation of plain language. What do they already know about tech? What are they trying to do? What might make them nervous? Are they completely new to this, or have they been using it forever? What I write for a banking app notification for a retired person will be super different from an update for a teenager on a gaming app.
What I do:
* Create User Personas: Don’t just guess! I actually write down their demographics, what tech they use, their goals, what frustrates them, and even how they might be feeling when they’re using the product.
* Do User Research: Surveys, interviews, usability tests – these are gold. They show me how users actually understand my words, not just how I hope they do.
* Match My Vocabulary: I use words that my audience already knows. If they’re not tech-savvy, I avoid terms like “asynchronous call” or “database schema.” I’d rather say something like “wait for the system to respond” or “how we organize your information.”
For example:
* Bad: “To modify your account’s persistent data store, access the user configuration API.”
* Good: “To change your account details, go to Settings.”
2. Use Simple, Familiar Vocabulary: The Gateway to Understanding
You know, long, complicated words can sometimes make us feel smart, but in UX, they’re just roadblocks. I always go for words that most people understand. Think “start” instead of “commence,” “use” instead of “utilize,” “choose” instead of “select.” It’s not about dumbing down my vocabulary; it’s about picking the clearest, most direct way to say something.
What I do:
* Prioritize Common Words: If a simpler word means the same thing, I use it. Period.
* Avoid Jargon and Acronyms (Unless Defined/Common within Niche): Things like SaaS, API, UI, UX are super common in tech, but a new user might be totally lost. If I absolutely have to use them, I’ll define them the first time or add a little tooltip.
* Replace Phrasal Verbs with Single Words: “Find out” becomes “learn,” “set up” becomes “configure.” It just makes it cleaner.
For example:
* Bad: “Kindly endeavor to ascertain the requisite information prior to the commencement of the process.”
* Good: “Please find the information you need before you start.”
3. Keep Sentences Short and Direct: The Brevity Imperative
Long, rambling sentences make users hold a bunch of information in their heads at once, and that’s just too much work. Short sentences give one idea at a time, making it super easy to digest. I aim for one idea per sentence.
What I do:
* Limit Conjunctions: Too many “and,” “but,” “or,” “while” can make sentences messy. I break them up.
* Favor Active Voice: Active voice is punchier and clearer than passive. “The user clicked the button” is way better than “The button was clicked by the user.”
* Avoid Unnecessary Clauses and Phrases: I cut out extra words. “Due to the fact that” can just be “Because.”
For example:
* Bad: “After carefully considering all options, and taking into account the user’s previously expressed preferences, which were recorded in the system, it was decided that the most optimal course of action would be to initiate the immediate termination of the current session.”
* Good: “We will end your session now.”
4. Structure for Scannability: The Visual Pathway to Information
People don’t read every single word; they scan. How my content looks on the page is just as important as the words themselves. Well-structured content guides the eye and helps users quickly find what they need.
What I do:
* Use Headings and Subheadings: I break down content into logical chunks. My headings are descriptive and give a good idea of what’s in the section.
* Employ Bullet Points and Numbered Lists: These are perfect for showing individual pieces of information, steps, or different choices.
* Utilize White Space: I don’t cram text together. Enough white space makes it much easier to read and less overwhelming.
* Highlight Key Information: I use bolding or different colors sparingly to draw attention to really important details.
* One Idea Per Paragraph (Microcopy): Even in tiny bits of text, I avoid putting multiple, unrelated thoughts together.
For example:
* Poorly Scannable: “Accessing your profile allows you to view your personal details, change your password, update your shipping address, and manage your communication preferences. To do this, locate the ‘My Account’ section in the navigation bar and click on the ‘Profile Settings’ link. You will then be presented with various options to modify your information.”
* Highly Scannable:
Manage Your Profile
* View personal details
* Change password
* Update shipping address
* Manage communication preferences
How to:
1. Go to ‘My Account.’
2. Click ‘Profile Settings.’
5. Be Consistent: The Predictability Factor
Consistency in how I use language, terms, and phrases builds trust and reduces confusion. If I call something a “dashboard” on one page, I don’t suddenly call it a “control panel” somewhere else. If a button’s main job is to “Save,” I stick with “Save” for that same function everywhere.
What I do:
* Create a Glossary/Style Guide: I document common terms, how we prefer to use them, and any words we should avoid. This is super valuable for teams.
* Maintain Voice and Tone: I make sure our brand’s personality comes through consistently, whether it’s friendly, formal, playful, or serious.
* Consistent Action Verbs: If I use “Edit” for changing content, I use it all the time, not “Modify” or “Change.”
For example:
* Inconsistent: “To upload a file, find the ‘Add Document’ button.” Later: “Click ‘Submit File’ to send your document.”
* Consistent: “Click ‘Upload’ to add your file.” Later: “Click ‘Upload’ to send your file.”
6. Use Action-Oriented Language: The Call to Interaction
UX writing is really about helping users do things. My words should encourage action, not just describe. I use strong verbs that clearly tell the user what they need to do or what will happen.
What I do:
* Start Buttons with Verbs: “Submit,” “Save,” “Download,” “Confirm,” “Continue.”
* Focus on User Benefit/Outcome: Instead of “System will update,” I try “Your changes are saved.”
* Avoid ambiguity: I don’t want to leave the user wondering what to do next.
For example:
* Passive/Vague: “Your request has been received for processing.”
* Action-Oriented: “We’ve received your request. We’ll email you when it’s done.”
* Bad Button: “Okay”
* Good Button: “Save Changes”
7. Provide Context and Explain Why: The Sense of Purpose
Users feel more secure and understand better when they know why something is happening or why they need to do a certain action. I don’t just tell them what to do; I explain why it matters.
What I do:
* Explain Error Messages: Instead of “Error 404,” I’d say “Page not found. The page you requested doesn’t exist.” Even better: “Page not found. We couldn’t find the page you were looking for. Check the address or go back to the homepage.”
* Clarify Potential Consequences: If an action can’t be undone, I state that clearly. “Deleting your account will remove all your data permanently.”
* Offer Helpful Hints: I explain why a particular piece of information is needed. “We ask for your phone number in case we need to contact you about your order.”
For example:
* Unhelpful: “Account suspended.”
* Helpful: “Your account has been suspended due to unusual activity. Please contact support to regain access.”
8. Prioritize Accessibility: Language for Everyone
Plain language naturally helps with accessibility, but there are specific things I consider to make sure my content works for people with disabilities. This includes people who use screen readers, those with cognitive issues, or those who have trouble reading.
What I do:
* Use Clear, Concise Alt Text: I describe images accurately for screen readers.
* Avoid Color-Dependent Instructions: I don’t say “Click the red button” if color is the only way to tell it apart.
* Ensure Readability for All Devices: I check how my text looks on phones, tablets, and computers.
* Use Inclusive Language: I avoid gendered terms or phrases that might be insensitive.
For example:
* Inaccessible: “Click the green icon to proceed.” (Relies on color)
* Accessible: “Click the ‘Next’ icon (green arrow) to proceed.”
Implementation Strategies: Weaving Plain Language into My Workflow
Plain language isn’t an afterthought for me; it’s a core part of the design process.
1. Integrate UX Writing Early: Words as Design Elements
I always make sure I’m involved in the design process right from the wireframing and prototyping stages. The words shape the user experience just as much as the layout and how things work. Getting involved early prevents costly rewrites later and makes sure the text is part of the design, not just stuck on at the end.
What I do:
* Collaborative Brainstorming: I’m in those feature discussions from the very beginning.
* Content-First Approach: I think about the words before designing the boxes. This often points out design flaws or missing content right away.
2. Test Your Language: The User’s Verdict
My idea of plain language might be different from my users’. Usability testing, A/B testing, and even just simple read-aloud tests are incredibly valuable.
What I do:
* Perform Readability Checks: Tools like the Flesch-Kincaid scale give a rough idea, but actual user feedback is the real measure.
* “Read Aloud” Test: If it sounds awkward when I read it out loud, it probably is.
* Usability Testing: I watch users interact with the text. Where do they pause? Where do they get confused?
* A/B Testing: I test different versions of microcopy (like button labels) to see which one works better.
3. Establish a Content Style Guide: The North Star
For teams, a comprehensive style guide is absolutely essential. It makes sure everything is consistent, speeds up the writing process, and serves as a definitive reference for everyone who creates content.
What I do:
* Define Voice and Tone: Is our brand formal, friendly, witty, serious?
* Specify Terminology: What’s the official term for “user profile,” “customer account,” or “member area”?
* Outline Grammar and Punctuation Rules: Consistency here keeps users from getting distracted.
* Provide Examples: I offer “do’s” and “don’ts” for common UX patterns.
4. Iteration and Optimization: The Continuous Improvement Cycle
Plain language isn’t a one-and-done thing. It’s a continuous process of refining and improving based on user feedback, data, and new product features.
What I do:
* Monitor Analytics: I track things like task completion rates, bounce rates, and support tickets that might be caused by confusing text.
* Gather Feedback Channels: I make sure there are ways for users to easily tell us if something is unclear.
* Regular Content Audits: I periodically review existing content to check for clarity, consistency, and how well it follows plain language principles.
The Impact Beyond Usability: Trust and Brand Perception
Beyond just helping people complete tasks, plain language builds a deeper relationship with users. It tells them: “We respect your time. We want you to understand. We’re here to help, not to confuse.” This builds trust, which is incredibly important these days. A brand that communicates clearly is seen as capable, transparent, and user-focused. This intangible value, which comes from deliberately applying plain language, turns a simple interaction into a really positive, memorable experience.