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UX writing and accessibility

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Accessibility ensures that information is clear, inclusive and easy to understand for all users. Based on the Web Content Accessibility Guidelines (WCAG), all our UX writing guidelines help to improve overall usability and inclusive access to information and services.

UX writing and accessibility

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Many rules here direct you to further information and examples either within iX or the Web Content Accessibility Guidelines (WCAG 2.2) .

Our accessibility target is conformance with WCAG 2.2 Level AA (the global standard). Where technically and contextually feasible, we additionally adopt selected Level AAA best practices, e.g. plain language and reduced reading complexity.

General rules​

Use simple, plain language to make the text easier to read and understand. We aim to use language at a lower secondary / grade eight education level (about the reading level of a 13- or 14-year-old), to reach the WCAG 2.2 Level AAA standard (the gold standard). See WCAG Reading Level .

  • This wording conforms to WCAG 2.2.
  • This page uses ARIA labels. These are hidden tags that help screen readers describe buttons and links to blind users.
  • This terminology is in full alignment with the benchmarks established by the WCAG 2.2 framework.
  • This page implements ARIA labeling to enhance assistive technology compatibility.

Continue to use domain-specific industry and technical terms while writing in plain language. See Vocabulary.

  • The system uses OAuth 2.0 to authenticate users before granting access to the API.
  • The sensor measures torque in newton-meters and sends the reading to the PLC.
  • The system uses a special login trick to let people use the app.
  • The sensor checks the twisting force and tells the machine brain about it.

Use active voice as it's shorter and easier to understand. See Grammar.

  • The system detected a network error.
  • A network error was detected by the system.

Use concise, descriptive headings so users understand the content and purpose of the page. Identify and remove unnecessary words. See Form headings.

  • Heading: Schedule maintenance
  • Heading: Update payment details
  • Heading: Here you can schedule all your system maintenance
  • Heading: On this page you will be able to make changes to your payment information

Use short, descriptive form field labels so users know what information to enter. Aim to identify and remove unnecessary words. See WCAG Headings and Labels .

  • Asset ID
  • Email address
  • Enter the asset ID of the asset
  • Enter your email address into the field below

Break complex ideas, workflow, steps and instructions into shorter sentences.

  • Perform routine maintenance on sensors, PLCs, and actuators. Follow the manufacturer's schedule to avoid unplanned downtime.
  • To ensure your system operates efficiently and to prevent unplanned downtime, you should perform routine maintenance checks on all components including sensors, PLCs, and actuators according to the manufacturer's recommended schedule.

Use lists for two or more items. Choose ordered lists when steps must happen in a specific sequence, and unordered lists when the order does not matter. See WCAG Info and Relationships .

  1. Connect the sensor.
  2. Power on the PLC.
  3. Calibrate the system using the control panel.
  • To complete the setup, first connect the sensor, then power on the PLC, and finally calibrate the system using the control panel.

Use brief, meaningful link text to explain the function of the target web page or resource. Pair link text with universal icons, e.g. the open-external or application-screen icons.

  • SIMATIC S7-1500 firmware updates
  • Demonstration projects
  • https://www.company.com/s7-1500-firmware
  • Remote access

Pair the download of resources with both file type and size when possible.

  • Download User manual (2.5 MB)
  • Download

Avoid generic phrases like "click here" or "read more". See External links and resources.

  • Open accessibility features.
  • See accessibility features.
  • Click here.
  • Read more.

Make sure each link makes sense on its own, even out of context, as screen reader users often scan a list of links without reading the surrounding text. See WCAG Link Purpose (In Context) .

  • Read the accessibility guidelines.
  • Read more.

Input fields / labels​

Provide descriptive labels with plain language to make the content's purpose clear. See Forms and form fields and WCAG Identify Input Purpose .

  • Email address
  • First name
  • Last name
  • Phone number

Group similar labels together. See WCAG Labels or Instructions .

  • First name
    Last name
    Middle name
  • First name
    Zip code
    Middle name

Use an asterisk (*) for required fields. Ensure that required fields are also programmatically identified for screen readers.

  • Username*
  • Username
  • *Username

When all form fields are required, add a clear statement below the form heading informing users that all fields are mandatory. Add the asterisk (*) to all required form fields and ensure they are programmatically identified. Don't use the abbreviation "req." even in space-constrained UIs.

  • All form fields are required.
  • Complete all fields.
  • * = required
  • Username (req)

Error identification and prevention​

Describe errors clearly in plain text, explain what happened, and provide solutions. See our template Error messages and WCAG Error Identification .

  • Value out of range. Enter a number between 1 and 100.
  • Invalid value.

Explain format requirements and constraints to prevent errors before they happen in helper texts. See Forms and form fields and WCAG Error Identification .

  • Field label: Upload files
    Helper text: Supported formats: PDF, DOCX, XLSX (max 10 MB)
  • Field label: Upload files
    Helper text: Use the right format.

Don't rely solely on colors or icons to indicate there's been an error.

  • Error: Password must be at least 8 characters.
  • Image: Red field without text

Provide suggestions for correction and help users fix problems with clear, actionable guidance.

  • Error: Email format is incorrect. Use the format: name@example.com
  • Missing @ symbol
  • Invalid email

Provide clear and consistent wording for users to reverse actions and submissions.

  • Undo
  • Undo action
  • Go back
  • Changed your mind?

Warn users of any consequences before automatic or unexpected actions occur. See Warning messages and WCAG On Input .

  • Warning: This action will apply changes to all sensor data immediately.
  • Data submitted. This action cannot be undone.

Provide confirmation messages for users to review, confirm or correct their input before submitting.

  • Message: Review your changes: Device maintenance postponed until September 2027.
    Buttons: Cancel, Postpone maintenance

Tell users when there are time limits. See Time-related messages.

  • Your session expires in 5 minutes.
  • Your session expires in 3 minutes. Press the space bar to extend your session.
  • Your session expires soon.
  • Your session is over. We're logging you out.

Provide options to extend time limits. See WCAG Timing Adjustable .

  • Message: Your session will expire in 5 minutes.
    Buttons: Extend session, End session now

Audio controls​

Write clear, descriptive button labels for audio controls. If a page has only one audio control, a short, simple label is acceptable. See WCAG Audio Control .

  • Start
  • Stop
  • Mute
  • Record
  • Play
  • Click

If there is more than one audio player or recording on the same page, each label must identify which audio it controls, not just what action it performs.

  • Start diagnostic playback
  • Stop voice memo recording
  • Mute machine alarm
  • Start
  • Stop
  • Mute

If audio plays automatically for more than 3 seconds, provide either a mechanism to pause or stop the audio or a mechanism to adjust its volume independently of the system volume. We recommend providing pause, stop and independent volume controls, even when audio is shorter than 3 seconds.

  • Pause audio
  • Stop audio
  • Volume up
  • Volume down

Text alternatives (ALT-text)​

Alternative text is part of UX writing and accessibility. It represents a text replacement for content that has no text. The table below describes the most common non-text content that requires alternative text.

Non-text contentDescribe
Photograph / illustration / imageryContent, relevance and context
Icon (standalone or in button)Action or purpose, e.g. Close dialog
Chart / graph / data visualizationKey data or trends
InfographicMain message and key takeaways
Logo with linkDestination or action, e.g. Homepage
ScreenshotContent, relevance and context
Diagram / flowchartKey relationships or flows
MapLocation and what it shows, e.g. Factory site areas in Europe
Video thumbnailVideo theme

Write clear and descriptive ALT-text for non-text content. See WCAG Non-text Content .

  • Icon without text: Success checkmark
    ALT-text: Submission successful
  • Icon without text: Warning icon
    ALT-text: Warning
  • Icon without text: Error icon
    ALT-text: !

All ALT-text must present and convey the same information as the non-text content.

  • Image: Line graph with multiple data series
    ALT-text: Line chart comparing energy consumption across three production lines over Q1 to Q4 2025, showing a 12% reduction in Line A and 8% in Line B.
  • Image: Map showing colored regions
    ALT-text: Map of Europe highlighting service centers in 12 countries, with red pins indicating locations in Germany, France, Poland, and Italy, and blue pins for Nordic regions.
  • Image: Overhead view of industrial facility
    ALT-text: Facility map showing the manufacturing plant in Stuttgart with green pins indicating three production halls, warehouse zones, and emergency assembly points.
  • Image: Technician working
    ALT-text:A technician in a hard hat and safety vest is operating a CNC machine while monitoring the control panel display.
  • Image: Line graph with multiple data series
    ALT-text: Chart showing data.
  • Image: Map showing colored regions
    ALT-text: Map of Europe.
  • Image: Overhead view of industrial facility
    ALT-text: Factory map.
  • Image: Technician working
    ALT-text: Person working with machine.

For decorative images, it's not necessary to write alternative text. Instead, use empty alt text (alt="") so it is ignored by assistive technology.

  • alt=""

ARIA labels​

ARIA (Accessible Rich Internet Applications) labels are part of UX writing and accessibility. They represent a text name for interactive controls that have no visible text. The table below describes some of the most common interactive elements that require ARIA labels.

Interactive controlName
Icon-only buttonAction verb, e.g. Download file
Icon-only linkDestination or action, e.g. Homepage
Search boxPurpose, e.g. Search devices
Menu button / toggleState or action, e.g. Open menu
Close / dismiss buttonAction, e.g. Close dialog
Social media icon linkPlatform and action, e.g. Follow us on LinkedIn
Expandable section / accordionSection name, e.g. Expand technical specifications
Modal / dialogDialog purpose, e.g. Confirm additional users
Navigation landmarks (banners, search, main menu, etc.)Navigation type, e.g. Main navigation, Sidebar menu, Quick links, Banner

Write clear and concise ARIA labels for interactive controls without visible text. Labels should describe the action and the object, e.g. "Download report" instead of just "Download". See WCAG Name, Role, and Value .

  • Icon without text: Download icon on download icon button
    ARIA label: Download installation file
  • Icon without text: Gear icon on settings menu toggle
    ARIA label: Open settings menu
  • Input field (no visible label): Search box in search field
    ARIA label: Search product documentation
  • Icon without text: Chevron icon to expand technical details
    ARIA label: Expand technical specifications
  • Icon without text: X icon to close modal dialog
    ARIA label: Close order confirmation dialog
  • Icon without text: Download icon on download icon button
    ARIA label: Icon
  • Icon without text: Gear icon on settings menu toggle
    ARIA label: Settings
  • Input field (no visible label): Search box in search field
    ARIA label: Search
  • Icon without text: Chevron icon to expand technical details
    ARIA label: Expand
  • Icon without text: X icon to close modal dialog
    ARIA label: X

All ARIA labels must be concise, action-oriented, and match the visible context of the control.

  • Print production report
  • Click here to print the report that contains all production data for the selected month.

Don’t use ARIA labels to duplicate visible text. If a button displays "Submit", adding an ARIA label also titled "Submit" can confuse voice control users and assistive technology.

  • Button with visible text: Submit (no ARIA label needed)
  • Button with visible text: Submit
    ARIA label: Submit form

Use unique ARIA labels when pages have more than one navigation landmark, e.g. banners, main and navigation menus.

  • Navigation / Main menu / Footer links
  • Navigation / Navigation / Navigation

Dos and Don’ts​

  • Do keep writing clear and accessible with plain language
  • Do collaborate with developers to ensure ARIA labels and ALT-text are aligned with UI text
  • Do provide every image, icon, and link with concise, meaningful text alternatives that make sense out of context
  • Don’t rely solely on visual asterisks without checking accessibility implementation
  • Don’t use vague or generic helper text, link text, or button labels that leave users guessing
  • Don’t duplicate visible text with redundant ARIA labels or clutter screens with unnecessary jargon
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Official Siemens accessibility resources are exclusively available for Siemens AG employees and partners and can be accessed on Siemens Design Language Accessibility .