How to write clear interface copy
Apply the Sitka writing guidelines to the four highest-impact areas: button labels, error messages, empty states, and tooltips.
Objective
By the end of this guide you will be able to audit and rewrite the four most common sources of unclear UI copy in a Sitka product, following the voice and tone guidelines.
Audit for filler phrases and passive voice
Start by scanning the interface for these patterns. Each one is a signal that the copy can be tightened.
"Please note that…"→Delete it. The user is already reading."It looks like…"→State the condition directly."We're sorry, but…"→Don't apologise. Describe and recover."This action cannot be undone."→"Deleting [name] is permanent.""Are you sure?"→Name the consequence in the dialog title.Rewrite button labels
Every button label should be a verb-first phrase that names the real-world action. Generic labels like "OK", "Submit", and "Yes" are almost always wrong.
Before
Submit
After
Save changes
Name the action, not the mechanism.
Before
OK
After
Delete project
Especially in confirmation dialogs — name exactly what will happen.
Before
Yes
After
Sign out
'Yes' on its own is meaningless. What are they agreeing to?
Before
Process
After
Send payment
Use natural language over technical process vocabulary.
Rewrite error messages
A good error message answers three questions: what happened, why it happened, and what to do next. If you can only answer one, answer "what to do next."
Before
Something went wrong.
After
We couldn't save your changes. Check your connection and try again.
Name what failed and give a recovery action.
Before
Error 401: Unauthorized
After
Your session expired. Sign in again to continue.
Translate HTTP codes into plain language.
Before
Invalid input.
After
Password must be at least 8 characters.
Name the constraint, not just the failure.
Before
Upload failed.
After
File too large. Upload a file smaller than 10 MB.
Include the limit so the user knows what to change.
Rewrite empty states
Empty states have two jobs: explain what would normally be here, and give the user a clear next step.
Before
No items found.
After
No projects yet. Create your first project to start collaborating.
Name the content type. Give them a next step.
Before
Nothing here.
After
No results for "darkmode". Try a different spelling or browse all foundations.
Repeat the query. Offer an alternative.
Write tooltips and helper text
Tooltips should be one sentence maximum. They supplement a visible label — they never replace it. Helper text below a field is for constraints (format, limits), not instructions.
Before
Click this button to download your data as a comma-separated values file that you can open in Excel.
After
Export as CSV
Tooltips are one line. The label already says most of it.
Before
Please enter a valid email address in the format user@example.com
After
e.g. name@company.com
Placeholder text shows format. Don't use it for instructions — it disappears on focus.