How to Write Microcopy: UX Writing Character Limits

I obsess over microcopy — those tiny bits of text in apps that most people never notice. Button labels, error messages, placeholder text. When it's good, nobody thinks about it. When it's bad? Users get frustrated and leave. I've seen "Submit" buttons kill conversion rates just because they should have said "Get Started."

Here's everything I've learned about writing interface text that actually helps users instead of confusing them.

What Is Microcopy?

Microcopy is the small text scattered throughout your interface: buttons, tooltips, error messages, form labels. It's functional text — not marketing, not content. Its job is simple: help users do what they came to do.

Types of Microcopy

• Button and link text: Action triggers like "Submit," "Learn More"
• Error messages: Feedback when something goes wrong
• Success messages: Confirmation that an action completed
• Tooltips: Contextual help on hover or focus
• Placeholder text: Example input in form fields
• Form labels: Field identifiers and instructions
• Empty states: Messages when no content exists
• Loading states: Progress indicators and messages

Why Character Limits Matter

Every pixel in a user interface is valuable real estate. Microcopy that's too long breaks layouts, gets truncated, or overwhelms users. Character limits force writers to be concise and intentional with every word.

Button Text: Action-Oriented and Concise

Buttons are the primary way users interact with your interface. The text on a button should clearly communicate what happens when clicked.

Character Recommendations

Button Writing Best Practices

• Start with a verb: "Create Account" not "Account Creation"
• Be specific: "Save Draft" is better than "Save"
• Match user intent: "Add to Cart" not "Buy" for browsing
• Avoid jargon: "Sign Up" not "Register"
• Use sentence case: "Create account" not "CREATE ACCOUNT"

Button Text Examples

Error Messages: Helpful, Not Hostile

Error messages appear at the worst possible moment—when users are already frustrated. Good error messages explain the problem and provide a clear path forward.

Character Recommendations

Error Message Structure

Effective error messages follow a simple formula: What happened + How to fix it.

• Acknowledge the problem: "Password is too short"
• Explain the requirement: "Use at least 8 characters"
• Suggest a solution: "Try adding numbers or symbols"

Error Message Examples

Tooltips: Quick Context When Needed

Tooltips provide additional information without cluttering the interface. They appear on hover or focus and should answer the question "What does this do?"

Character Recommendations

Tooltip Best Practices

• Keep it brief: If it needs more than 2 sentences, use a different pattern
• Be informative: Add value beyond what's already visible
• Avoid essential information: Tooltips may not be accessible to all users
• Use consistent formatting: Same style across your product

Placeholder Text: Show, Don't Tell

Placeholder text appears inside form fields before users type. It should demonstrate the expected format without replacing proper labels.

Character Recommendations

Placeholder Pitfalls to Avoid

• Don't use as labels: Placeholders disappear when typing begins
• Don't include instructions: Use helper text instead
• Don't repeat the label: "Enter email" in an Email field adds no value
• Consider accessibility: Low contrast placeholders fail WCAG guidelines

Form Labels: Clear and Consistent

Form labels identify what information users should enter. They should be visible, concise, and unambiguous.

Character Recommendations

Form Label Best Practices

• Use sentence case: "Email address" not "Email Address"
• Be specific: "Work email" vs. "Personal email" when both are needed
• Indicate optional fields: Mark optional fields, not required ones
• Position labels consistently: Above fields for most cases
• Avoid colons: "Email address" not "Email address:"

Quick Reference: Microcopy Character Limits

Use this table as a quick reference when writing interface copy. Check your character count with our word counter tool to stay within limits.

UX Writing Best Practices

Beyond character limits, great microcopy follows these principles:

1. Write for Scanning

Users don't read interfaces—they scan them. Front-load important words and keep sentences short. If users can't understand your copy in 3 seconds, it's too complex.

2. Use Active Voice

Active voice is clearer and more direct. "You deleted the file" is better than "The file was deleted." It also assigns responsibility, which matters for errors and confirmations.

3. Be Consistent

Use the same terms throughout your product. If you call it "Sign in" in one place, don't use "Log in" elsewhere. Create a terminology guide and stick to it.

4. Match User Mental Models

Use language your users understand. Research their vocabulary through user interviews, support tickets, and competitor analysis. Avoid internal jargon.

5. Test Your Copy

A/B test button text, error messages, and onboarding copy. Small changes in microcopy can significantly impact conversion rates and user satisfaction.

Analyze Your Microcopy

Before publishing interface copy, check it with the Meta Checker tool to analyze character counts and ensure your text fits within recommended limits.

Frequently Asked Questions

What is microcopy in UX writing?

Microcopy refers to the small pieces of text in user interfaces that guide users through interactions. This includes button labels, error messages, tooltips, placeholder text, form labels, and confirmation messages. Good microcopy improves usability and helps users complete tasks efficiently without confusion.

How long should button text be?

Button text should be 1-5 words, ideally 2-3 words. Primary action buttons work best at 15-25 characters. Keep buttons concise while clearly communicating the action. Examples: "Add to Cart" (11 characters), "Submit Order" (12 characters), "Sign Up Free" (12 characters).

What is the ideal length for error messages?

Error messages should be 10-50 words (under 200 characters). They need to explain what went wrong and how to fix it. Keep inline validation errors even shorter at 5-15 words for immediate feedback. The formula is: Problem + Solution.

How long should tooltip text be?

Tooltips should be 5-20 words, ideally under 150 characters. They should provide helpful context without overwhelming users. If you need more than 2-3 sentences, consider using a help article, modal, or inline explanation instead.

What makes good placeholder text in forms?

Good placeholder text is 2-5 words showing the expected format or example input. Never use placeholders as the only label, as they disappear when users start typing. Good examples include "[email protected]" for email fields or "MM/DD/YYYY" for date fields.

Should I use title case or sentence case for buttons?

Most modern design systems recommend sentence case for buttons ("Create account" not "Create Account"). Sentence case is easier to read and feels more natural. Reserve title case for proper nouns or brand names only.