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Overview

The ability to design effective messages is essential for intuitive, user-friendly interfaces that inform and support users. This page explains general UX writing rules and how to choose the right message type for your needs.

Message types​

First define your use case and message type from the list below, then use this overview and the other sections for message-specific guidance and examples.

Message typeUsageBest practice example
Error messagesNotify users of operational issues that have already happened and require their immediate action to resolve.Heading: No data received
Description: Unable to receive data as sensor is inactive.
Instructions: Check sensor
Warning messagesAlert users to a potential problem or risk. Advises caution or suggests different actions to prevent unwanted future consequences.Heading: Temperature approaching threshold
Description: Temperature in Zone 3 approaching 30° threshold.
Instructions: Check zone
Non-critical information messagesInform users about general information. Often no action is required.System backup completed at 21:00 CET.
Empty-state messagesTell users the empty space is intentional, i.e. not an error, and how it can be filled.Heading: No zones created
Description: Create zones to display on dashboard.
Button: Create zone
Toast messagesGive short and often quickly disappearing feedback to a user action.Heading: Asset deleted
Description: Valve 4a/203/22
TooltipsProvide brief additional information about the tool with contextual help. Answer the question, “What is this?”Shows machine activity and operator actions.
InfotipsProvide more detailed explanations or guidance regarding user actions. Answer the question, “Why is this here and what does it do?”Hover over icons or labels to see more details about their function or status.
Time-related messagesProvide specific timeframes with actionable guidance.System maintenance scheduled for 22 August, 02:00–04:00 CEST.

General rules​

Use sentence casing for all message descriptions (except toast messages) and add full stops.

  • Create zones from your dashboard.
  • You have no new notifications.
  • Add regions from your dashboard

Avoid overcommunicating by only adding relevant, beneficial information to your messages.

  • We received your error report and will process it within 24 to 48 hours.
  • The support team has received your bug report but they only work from 9–5 CEST time at the moment and there is a skeleton crew working over the summer.

Provide specifics, e.g. objects, values, reasons and solutions, instead of generic messaging.

  • Failed to upload file due to connection error.
  • Something happened.
  • An error occurred.

Use urgent wording to signal serious and irreversible consequences from ignoring messages.

  • Immediate software update required to save data securely.
  • Update software now to save data.
  • Contact support by 14:00 CET to avoid shutdown.
  • Urgent: Order spare part replacement by August 31st for valve 532/a.

Use the same key words in your messaging, but do not repeat headings and descriptions.

  • Heading: Bad request
    Description: We could not process your request. Check and try again.
  • Heading: Bad request
    Description: Bad request.

Use the same grammar patterns across all your messaging within your product.

  • No assets added. / No dashboards created. / No data downloaded.
  • No assets added. / You haven’t added any assets. / You have no assets yet.

Avoid asking patronizing “Are you sure…?” questions to your expert users.

  • Deleting this file removes all dependencies.
  • Are you sure you want to delete this file?

Use action labels that match the action of the message without mixing verbs or using synonyms.

  • Close
  • Save
  • Continue
  • Delete
  • OK
  • Confirm

Allow users to go back to change actions and avoid “OK” which is often understood as “Yes”.

  • Heading: Unsaved changes
    Description: You are about to leave the page. Unsaved changes will be lost.
    Button: Exit without saving
    Button: Go back
  • Description: Are you sure you want to cancel?
    Button: OK
    Button: Cancel
    Button: Yes

Dos and Don’ts​

  • Do first classify what kind of message is required
  • Do make a record or changelog of your messages for consistency and changes
  • Don’t over communicate with irrelevant or unrelated information
  • Don’t repeat the exact same wording in both the heading and description