General rules
Use clear and consistent language your users are familiar with.
- Your subscription expires in 30 days. Renew now to keep access to all features.
- Your entitlement terminates in 30 days. Execute renewal procedures to maintain feature provisioning.
Use the same terms throughout workflows, applications and portfolios to avoid confusion.
- Activate your license / License activated / View activated licenses
- Activate your license / License enabled / View dynamic licenses
Use links when referencing terms of use or compliance documents.
- By using this software, you agree to our Terms of Use.
Link text: View full terms
Grammar and spelling rules
Use American English spelling “license” (with s) for both nouns and verbs in all global interfaces.
- Your license expires in 30 days.
- Your licence expires in 30 days.
Use “a license” when referring to single licenses in general, and “the license” when referring to specific licenses.
- You need a license to access this feature.
- The license you purchased includes 5 users.
Avoid using apostrophes to describe singular (‘s) or plural (s’) license possession.
- The license expires on May 1, 2026.
- The status of all licenses can be viewed here.
- The license’s expiration date is May 1, 2026.
- All licenses’ status can be viewed here.
Use active voice for user actions.
- Activate your license now.
- Your license should be activated by you.
Use passive voice when the actor is unknown or unimportant.
- Your license was activated successfully.
- The license activates.
Use hyphens to connect descriptive words before nouns.
- A multi-user license
- The license is multi-user
- A multi user license
License types
Note licenses can be both proper nouns and common nouns (per Product License vs. per product license) depending on the context, e.g. legal contracts often consider license types as proper nouns. When unsure, we recommend using sentence case.
| License type | Definition | Example |
|---|---|---|
| Demo | Limited-feature version for evaluation purposes. | Notification: Demo mode |
| Free | No-cost version with basic features. | Status indicator: Free license active |
| Trial | Full-featured version with time limit. | Warning: 14 days remaining in trial |
| Promo package | Special promotional bundle or discount offer. | Popup: Get 3 modules for the price of 2 |
| Floating / Concurrent | Shared licenses with multiple users or limited simultaneous users. | Dashboard: 5 of 10 licenses in use |
| Named user | License assigned to a specific individual. | Heading: Licensed to [user name] |
| Backup | Redundant license for failure or continuity. | Status indicator: Backup license available |
| Test | License for testing only. | Watermark: Test environment: Not for production use |
| Token | Credit-based system where features consume tokens. | Balance display: 450 tokens remaining |
| By server | License tied to a specific server installation. | Settings: Licensed for server PROD-01 |
| By product | Separate license required for each product. | Status indicator: Advanced Analytics Module (licensed) |
| Single | One installation or one user only. | Status indicator: Single-user license active |
| Unlimited | No restrictions on users, installations or usage. | Settings: Unlimited license: No restrictions |
License states
| License state | Definition | Example |
|---|---|---|
| About to expire | License is close to its expiration date. | Warning: Expires on February 2 |
| Active | License is valid and in use. | System status: Active |
| Assigned | License has been allocated to a user or system. | User profile: Assigned to [user name] |
| Available | License is ready to be assigned or used. | Status indicator: Available for assignment |
| Compliance status | Indicates whether usage meets license terms. | Balance display: Compliant - 8 of 10 licenses used |
| Expired | License validity period has ended. | Error message: License expired on 15-Jan-2026 |
| Grace period | License has expired but remains functional for limited time. | Alert: Grace period: 5 days remaining |
| Inactive | License exists but is not currently in use. | Status indicator: Inactive |
| Exceeded | More users or instances in use than license allows. | Alert: License limit exceeded: 12 of 10 in use |
| Pending | License activation or approval is in progress. | Status indicator: Pending approval |
| Purchased | License has been bought but not yet activated. | Order summary: Purchased: Awaiting activation |
| Quarantined | License flagged for review or audit. | Alert: Quarantined: Under review |
| Reserved | License held for specific future use or users. | Status indicator: Reserved for [project name] |
| Revoked | License permanently withdrawn or cancelled. | Status indicator: Revoked: No longer valid |
| Suspended | License temporarily disabled due to non-payment or violation. | Warning: Suspended license: Contact administrator |
License actions
| License action | Definition | Example |
|---|---|---|
| Activate | Enable or start using a purchased license. | Button: Activate license |
| Allocate | Distribute licenses from a pool to departments or projects. | Admin panel: Allocate 5 licenses to Engineering team |
| Assign | Designate a license to a specific user or system. | Dropdown action: Assign to user |
| Audit | Review and verify license usage and compliance. | Menu item: Audit licenses |
| Borrow | Temporarily use a license from a shared pool. | Checkout dialog: Borrow license for 24 hours |
| Cancel | Terminate a license order or subscription. | Confirmation dialog: Cancel license subscription |
| Check in | Return a borrowed or checked-out license. | Button: Check in license |
| Check out | Reserve a license for temporary exclusive use. | Button: Check out license |
| Deactivate | Disable or stop using an active license. | Button: Deactivate license |
| Export | Generate a report or file of license information. | Button: Export license data |
| Extend | Prolong the validity period beyond original expiration. | Button: Extend license by 30 days |
| Import | Load license data or keys into the system. | File upload: Import license file |
| Install | Set up and configure a license on a system. | Installation wizard: Install license key |
| Reactivate | Re-enable a previously deactivated license. | Button: Reactivate license |
| Release | Free up a license from a user or system for reassignment. | Button: Release license |
| Renew | Extend the validity period of an existing license. | Notification: Renew license here |
| Reserve | Hold a license for future use or specific purpose. | Button: Reserve license for deployment |
| Revoke | Permanently withdraw or cancel a license. | Admin action: Revoke license |
| Suspend | Temporarily disable a license. | Button: Suspend license |
| Transfer | Move a license from one user or system to another. | User management: Transfer license to [user name] |
| Unassign | Remove a license assignment from a user or system. | User management: Unassign license from [user name] |
| Update | Modify license details or apply new license terms. | Settings: Update license information |
| Upgrade | Switch to a higher-tier license with more features. | Notification: Upgrade to Professional License |
| Validate | Verify that a license is genuine and properly configured. | System settings: Validate license |
| Verify | Confirm license authenticity and compliance. | System settings: Verify license status |
Time-related license messaging
Use clear and specific dates, limits and consequences.
- Your license expires on November 30, 2025.
- Your license will expire soon.
Use prominent and clear expiration warnings.
- First notice: Your license expires on November 30, 2025.
- Second notice: Your license expires in 7 days.
- Final notice: Your license expires tomorrow.
Send timely, progressive reminders, especially for expiration and grace periods.
- Heading: Your license has expired.
Description: Your license expired on January 1, 2026. To continue using our application renew your subscription.
Buttons: Renew now / Contact sales - Grace period notice: 7 days
- License expired.
License quantities and numbers
Use “quantity” to refer to how many and “number” to refer to identifiers and codes.
- product number
- serial number
- Enter your license key
- Enter your license key quantity
License identification and keys
Use “ID” for identification and tracking and “key” for activation or access.
- Enter your license key.
- Enter your license ID.
Use “subscription ID” when referring to the unique identifier number or code for an entire subscription (often a long number or UUID).
- Your subscription ID is 1234567890.
- Your subscription key is 1234567890.
Use “subscription key” when referring to a code or password required to activate or access a subscription.
- Copy this subscription key to activate your subscription.
- Copy this subscription ID to activate your subscription.
Use “license ID” or “ID” for the unique identifier of a specific license within the subscription.
- Each license has its own license ID for tracking and management.
- Each license has its own license key for tracking and management.
Use “license key” when talking about the code or string that unlocks or activates a specific license.
- Enter your license key to activate the product.
- Enter your license ID to activate the product.
License error messages
When licenses cannot be found, explain possible causes and provide clear actions to resolve the issue.
- Heading: License not found
Description: Failed to find a valid license for this product. This may happen if you’re registered under a different account, or if your license has not been activated yet.
Button: Sign in with different account
When licenses are not available, explain how users can resolve the issue.
- Heading: No licenses available
Description: All 10 licenses are currently in use. Ask your administrator to assign a license to you or wait until one becomes available.
Buttons: Request license / View license usage
Common wording issues
Use “add-on” to refer to additional features or modules attached to an existing product.
- Add the Health package add-on for obsolescence notifications.
Use “upgrade” for when users are moving to a better version of the same product.
- Upgrade to the Professional edition for more features.
- Upgrade your license from Version 2.0 to Version 3.0.
- Add the next edition as an add-on.
Use “requirement” to refer to what a user needs to run the software.
- License requirements: Active subscription and internet connection.
- This feature requires an active maintenance agreement.
Use “entitlement” to refer to what the user is authorized to do.
- Your entitlement includes 5 user licenses.
- This feature is not included in your current entitlement.
- Your requirement includes 5 user licenses.
Use the standard term “activate” and “assign” instead of the non-standard “start”.
- Activate license now.
- Assign licenses to your team in your dashboard.
Use “renew” instead of “update” for continuing subscriptions.
- Renew your license in one easy step.
Use “manage” instead of “edit” to administer licenses.
- Manage your licenses under License management.
Use “base” product to talk about a foundation product that other features build on.
- The base product includes core functionality.
Use “basic” product when talking about a simplified or entry-level version of your product.
- Select either our Basic, Premium or Advanced licenses.
Dos and Don’ts
- Do document license terms and record any changes for consistency
- Do use the same license actions consistently across applications and portfolios
- Don’t create new license types or states, instead use standard terms