> ## Documentation Index
> Fetch the complete documentation index at: https://content-designer-ux-writing-skill-26.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Editing process

> A four-phase editing process for refining UX text - purposeful, concise, conversational, and clear.

Edit UX text systematically using a four-phase process. Each phase focuses on one quality standard, making it easier to improve your copy iteratively.

<Note>
  Always edit in order: Purposeful → Concise → Conversational → Clear. Each phase builds on the previous one.
</Note>

## Overview

The editing process applies the four quality standards in sequence:

<Steps>
  <Step title="Phase 1: Purposeful">
    Does this text help the user or business achieve goals?
  </Step>

  <Step title="Phase 2: Concise">
    Can I say this in fewer words without losing meaning?
  </Step>

  <Step title="Phase 3: Conversational">
    Would I say this out loud to someone?
  </Step>

  <Step title="Phase 4: Clear">
    Is the meaning unambiguous and easy to understand?
  </Step>
</Steps>

## Phase 1: Purposeful

**Goal:** Ensure every piece of text serves a clear purpose

### Questions to ask

<AccordionGroup>
  <Accordion title="Does this text help the user achieve their goal?">
    Focus on user value, not company messaging.

    **Example:**

    * ❌ "We're excited to have you!"
    * ✅ "Connect your bank to see spending insights"

    The first is about the company. The second tells users what they'll accomplish.
  </Accordion>

  <Accordion title="Does this text serve business objectives?">
    Consider whether the text drives business goals (conversions, engagement, retention).

    **Example:**

    * ❌ "You can upgrade if you want"
    * ✅ "Upgrade to unlock unlimited projects"

    The second clearly communicates the value of upgrading.
  </Accordion>

  <Accordion title="Is the value to the user clear?">
    Users should immediately understand what they gain.

    **Example:**

    * ❌ "Enable notifications"
    * ✅ "Get notified when orders ship. Enable notifications."

    Leading with user benefit makes the request purposeful.
  </Accordion>

  <Accordion title="Are user concerns anticipated and addressed?">
    Address potential questions or worries proactively.

    **Example:**

    * ❌ "Enter your credit card"
    * ✅ "Enter your credit card. We use bank-level encryption to protect your data."

    Addressing security concerns reduces friction.
  </Accordion>
</AccordionGroup>

### Action items

<Check>Remove text that doesn't serve user or business goals</Check>
<Check>Lead with user benefits, not features</Check>
<Check>Address potential user concerns proactively</Check>
<Check>Ensure every sentence has a clear purpose</Check>

## Phase 2: Concise

**Goal:** Use the fewest words possible without losing meaning

### Questions to ask

<AccordionGroup>
  <Accordion title="Can I remove unnecessary words?">
    Every word must earn its space.

    **Example:**

    * ❌ "In order to save your changes, please click the button below"
    * ✅ "Save changes"

    Cut filler words like "in order to", "please", and redundant instructions.
  </Accordion>

  <Accordion title="Can I combine redundant information?">
    Look for repeated concepts or overlapping messages.

    **Example:**

    * ❌ "Your password must be at least 8 characters long. Use 8 or more characters."
    * ✅ "Password must be at least 8 characters"
  </Accordion>

  <Accordion title="Is every word earning its space?">
    Challenge each word - what purpose does it serve?

    **Example:**

    * ❌ "We need you to confirm your email address"
    * ✅ "Confirm your email"

    "We need you to" adds no value.
  </Accordion>

  <Accordion title="Am I front-loading important concepts?">
    Put the most important information first.

    **Example:**

    * ❌ "You need to have at least 8 characters for your password"
    * ✅ "Password must be at least 8 characters"

    Lead with the requirement, not the preamble.
  </Accordion>
</AccordionGroup>

### Benchmarks

Use these targets to guide conciseness:

| Content type   | Target length                    |
| -------------- | -------------------------------- |
| Buttons/CTAs   | 2-4 words ideal, 6 maximum       |
| Titles         | 3-6 words, 40 characters max     |
| Error messages | 12-18 words (including solution) |
| Instructions   | 14-20 words                      |
| Body copy      | 15-20 words per sentence         |

<Tip>
  For maximum comprehension: 8 words = 100% comprehension, 14 words = 90% comprehension
</Tip>

### Action items

<Check>Remove filler words ("in order to", "please", "just")</Check>
<Check>Cut redundant phrases</Check>
<Check>Front-load important information</Check>
<Check>Check word count against benchmarks</Check>

## Phase 3: Conversational

**Goal:** Make text sound natural and human, not robotic

### Questions to ask

<AccordionGroup>
  <Accordion title="Would I say this out loud?">
    Read your text aloud. If it sounds unnatural, rewrite it.

    **Example:**

    * ❌ "An error has occurred during the processing of your request"
    * ✅ "We couldn't process your request"

    The second sounds like something a human would say.
  </Accordion>

  <Accordion title="Should I use active or passive voice?">
    Use active voice 85% of the time for more direct, natural language.

    **Example:**

    * ❌ Passive: "Your account has been updated"
    * ✅ Active: "We updated your account"

    **When passive is acceptable:**

    * Actor is unknown: "Your order was shipped"
    * Actor is unimportant: "Your file was saved"
  </Accordion>

  <Accordion title="Am I including natural connecting words?">
    Articles ("the", "a") and prepositions make text more conversational.

    **Example:**

    * ❌ "Update required. Install latest version."
    * ✅ "Update required. Install the latest version to continue."

    Adding "the" and "to continue" makes it sound natural.
  </Accordion>

  <Accordion title="Am I avoiding corporate jargon?">
    Replace business-speak with everyday language.

    **Example:**

    * ❌ "Leverage our platform to optimize your workflow"
    * ✅ "Use our tools to work faster"
  </Accordion>
</AccordionGroup>

### Action items

<Check>Read text aloud - rewrite anything that sounds unnatural</Check>
<Check>Convert passive voice to active (unless passive is clearer)</Check>
<Check>Add natural connecting words where needed</Check>
<Check>Replace jargon with everyday language</Check>

## Phase 4: Clear

**Goal:** Ensure meaning is unambiguous and easy to understand

### Questions to ask

<AccordionGroup>
  <Accordion title="Am I using specific, accurate verbs?">
    Choose verbs that precisely describe the action.

    **Example:**

    * ❌ "Remove account" (temporary or permanent?)
    * ✅ "Delete account" (clearly permanent)

    Specific verbs eliminate ambiguity.
  </Accordion>

  <Accordion title="Is my terminology consistent?">
    Use the same word for the same concept throughout.

    **Example:**

    * ❌ Using "remove", "delete", and "erase" interchangeably
    * ✅ Always using "delete" for permanent removal
  </Accordion>

  <Accordion title="Is the reading level appropriate?">
    Target 7th-8th grade for general audiences, 9th-10th for professional tools.

    **Example:**

    * ❌ "Utilize this functionality to expedite workflow efficiency"
    * ✅ "Use this feature to work faster"

    Simpler language is clearer for everyone.
  </Accordion>

  <Accordion title="Is the meaning unambiguous?">
    Could this be interpreted multiple ways?

    **Example:**

    * ❌ "Submit" (submit what?)
    * ✅ "Submit application"

    Adding the object removes ambiguity.
  </Accordion>
</AccordionGroup>

### Reading level guidelines

| Audience           | Target level    | Flesch-Kincaid |
| ------------------ | --------------- | -------------- |
| General public     | 7th-8th grade   | 60-70          |
| Professional tools | 9th-10th grade  | 50-60          |
| Technical products | 10th-11th grade | 40-50          |

<Tip>
  Use tools like Hemingway Editor, Readable.com, or Microsoft Word's built-in Flesch-Kincaid scoring to test readability.
</Tip>

### Action items

<Check>Replace vague verbs with specific ones</Check>
<Check>Ensure consistent terminology throughout</Check>
<Check>Test reading level with readability tools</Check>
<Check>Remove ambiguous phrasing</Check>

## Complete example

Here's the editing process applied to a real example:

### Original

> "In order to proceed with the activation of your new account, we kindly request that you please take a moment to verify your email address by clicking on the link that has been sent to the email address you provided during the registration process."

### Phase 1: Purposeful

**Question:** What's the user goal? (Activate their account)\
**Question:** What's the business goal? (Verify email for security)

> "Verify your email address to activate your account. Click the link we sent to \[email]."

### Phase 2: Concise

**Remove:** "take a moment", "that has been sent", "you provided during registration"\
**Front-load:** Start with the action

> "Verify your email to activate your account. Click the link we sent you."

### Phase 3: Conversational

**Active voice:** "We sent" instead of "has been sent"\
**Natural:** Remove overly formal language

> "Confirm your email to activate your account. Click the link we sent you."

### Phase 4: Clear

**Specific verb:** "Confirm" is clearer than "verify"\
**Unambiguous:** Added clarity about where to find the link

> "Confirm your email to activate your account. Check your inbox for a link."

**Result:** 67 words reduced to 12 words. Clear, actionable, conversational.

## Quick reference

<CardGroup cols={2}>
  <Card title="Phase 1: Purposeful" icon="bullseye">
    * Serves user goals?
    * Serves business goals?
    * Value clear?
    * Concerns addressed?
  </Card>

  <Card title="Phase 2: Concise" icon="compress">
    * Remove unnecessary words?
    * Combine redundant info?
    * Every word earns space?
    * Front-load important concepts?
  </Card>

  <Card title="Phase 3: Conversational" icon="comments">
    * Would you say this?
    * Use active voice?
    * Include natural connectors?
    * Avoid jargon?
  </Card>

  <Card title="Phase 4: Clear" icon="lightbulb">
    * Specific verbs?
    * Consistent terminology?
    * Appropriate reading level?
    * Unambiguous meaning?
  </Card>
</CardGroup>