Microcopy & UX Content Audit

Template Overview

Microcopy guides users through complex digital interfaces, yet inconsistent terminology, punitive error messages, and ambiguous button labels frequently introduce friction. The Microcopy & UX Content Audit template provides product designers, content strategists, and engineers with a rigorous framework to inventory UI copy strings, assess voice and tone consistency, eliminate jargon, and ensure accessibility standards.

Markdown Template Structure

Copy the block below or click Download .md File to add this template directly to your personal vault:

---
title: "Content Audit: [Feature / Product Area]"
date: [YYYY-MM-DD]
ux_writer: "[[Content Strategist / Writer]]"
design_owner: "[[Product Designer]]"
tone_principles: "[Clear, Conciliatory, Direct, Concise]"
tags: [ux-writing, microcopy, content-design, error-states, localization]
---

# Microcopy & UX Content Audit — [Feature Area]

## 1. Audit Guidelines & Brand Voice
- **Tone Guidelines:** Helpful, respectful, and transparent without technical jargon or blaming language.
- **Action-Oriented CTAs:** Button labels must begin with a strong, predictable imperative verb (e.g., `Save Changes` rather than `OK`).
- **Punctuation Rules:** Sentence case throughout; no terminal periods on standalone labels or tooltips.

## 2. Microcopy String Inventory & Audit Matrix
| Screen / Component | Element Type | Current Copy (Before) | Proposed Copy (After) | Rationale & Tone Shift | Character Count Delta |
|---|---|---|---|---|---|
| Login Dialog | Error Message | "Invalid credentials entered. System error 401." | "Incorrect email or password. Please verify and try again." | Replaces cryptic HTTP code with actionable recovery instructions | -8 chars |
| Billing Settings | Button CTA | "Submit" | "Update Payment Method" | Replaces vague action with explicit intent | +13 chars |
| Empty Vault | Empty State Title | "No notes found." | "Capture your first voice note" | Converts dead-end message into welcoming invitation | +14 chars |
| Cloud Sync Toggle | Tooltip | "Click here for options" | "Sync keeps notes encrypted on your local drive" | Clarifies privacy and removes meaningless 'click here' | +23 chars |
| Account Deletion | Destructive Modal | "Are you sure?" | "Delete account and all local notes permanently?" | Explicitly highlights irreversibility of destructive action | +34 chars |

## 3. Cognitive Load & Terminology Alignment
- **Confusing Synonyms Identified:** The application alternately refers to files as `documents`, `notes`, and `records`.
- **Standardized Term:** Standardize exclusively on `notes` across all headers, menus, and notifications.
- **Technical Jargon Deprecations:** Replace references to `daemon IPC socket` with `background system helper`.

## 4. Accessibility & Screen Reader Verification
- **Descriptive Links:** Eliminated all standalone `Read More` or `Learn More` links in favor of contextual anchors (e.g., `Read privacy policy details`).
- **Screen Reader Pronunciation:** Verified that abbreviations (e.g., `AI`, `API`, `MB`) announce phonetically or expand correctly via ARIA labels.

## 5. Engineering Implementation Checklist
- [ ] Export string keys to i18n localization translation dictionary (`locales/en.json`).
- [ ] Update storybook component states for empty state illustrations.
- [ ] Conduct secondary review with legal counsel regarding subscription terms copy.

Filled Real-World Example

Here is a realistic example demonstrating how this template captures actual deliberations:

---
title: "Content Audit: Local Recording & Storage Flow"
date: 2026-10-09
ux_writer: "[[Clara Bennett]]"
design_owner: "[[Leo Duarte]]"
tone_principles: "Transparent, Private, Reassuring, Accurate"
tags: [ux-writing, microcopy, content-design, error-states, localization]
---

# Microcopy & UX Content Audit — Local Recording & Storage Flow

## 1. Audit Guidelines & Brand Voice
- **Core Value Anchor:** Clarify that local intelligence means zero cloud latency and complete data sovereignty.
- **Tone Guardrail:** Never overpromise capabilities; explicitly state on-device Whisper hardware requirements without corporate fluff.

## 2. Microcopy String Inventory & Audit Matrix
| Screen / Component | Element Type | Current Copy (Before) | Proposed Copy (After) | Rationale & Tone Shift | Character Count Delta |
|---|---|---|---|---|---|
| Audio Permission | Permission Prompt | "Oyma wants to access your mic." | "Allow microphone access to record meetings on your Mac" | Provides explicit context on why audio is required and where it stays | +34 chars |
| Model Selector | Helper Text | "Choose whisper model size for speed/accuracy trade-off." | "Larger models produce higher accuracy but require more Apple Silicon memory." | Replaces abstract trade-off with clear hardware expectation | +12 chars |
| Storage Tab | Card Description | "Notes saved to disk." | "All transcripts and audio files remain strictly on your local disk." | Reassures privacy-conscious legal and medical users | +27 chars |
| File Export | Primary CTA | "Export File" | "Save Markdown to Vault" | Matches terminology used by Obsidian and Logseq knowledge workers | +10 chars |

## 3. Cognitive Load & Terminology Alignment
- **Standardized Terms:** Standardized on `Transcribe Audio` rather than alternating between `Dictate`, `Process Recording`, and `Convert Speech`.
- **Hardware Clarity:** Replaced `NPU acceleration` with `Apple Silicon Neural Engine`.

## 4. Accessibility & Screen Reader Verification
- All microphone recording states trigger audible VoiceOver announcements (`Recording started`, `Recording paused`, `Transcription complete`).

## 5. Engineering Implementation Checklist
- [ ] Update copy keys in `src/locales/en/recording.json`.
- [ ] Verify character line wraps on narrow German localized layouts.
- [ ] Push changes to main and review in staging environment.

When to Use and When to Avoid

When to Use

• Use during UX content overhauls to align vocabulary, tone, and terminology across product teams.
• Use before internationalization (i18n) localization sprints to clean and standardize English source strings.
• Use to eliminate cold, blaming error messages that confuse or frustrate users.

When to Avoid

• Avoid using for broad information architecture taxonomy restructuring (use card sorting or tree testing).
• Avoid using for high-level marketing copy audits (use landing page review templates).

On-Device AI Integration

Summarize your recording in Oyma with this local instruction:

Analyze the microcopy content audit table:
1. Check that all proposed button CTAs start with imperative verbs and use sentence case.
2. Ensure error messages provide helpful recovery actions without technical blaming.
3. Suggest two concise alternative microcopy variations for every proposed copy change.
Output in clean Markdown.

Your data remains securely on your Mac with zero cloud exposure.