Writing for the Web

Writing considerations and practices for web content contributors

Web copy is different from other forms of writing and requires different considerations and style of writing. The main aspects are:

  • Accessibility considerations
  • The way people read online
  • The personal and relatable nature of the web

Make Content Accessible

Accessible content goes beyond disablity considerations.  Disability is but a part of it. Writing accessible content is more about making it easy to understand and consume online.

Reading online is tiring. Using concise and scannable writing reduces user's efforts and promotes understanding.

Not everyone reads at the same level. Using simpler, clear language devoid of jargon works for everyone.

Help User Scan

People don’t read word-by-word, instead they scan the page, picking out individual words, sentences, quotes and read only the first sentence of a paragraph.

The most effective content is concise, scannable, and objective. To make text scannable:

  • Highlight keywords (hypertext links serve as one form of highlighting; typeface variations and color are others)
  • Use meaningful sub-headings (not "clever" ones)
  • Use bulleted lists
  • Have one idea per paragraph (users will skip over any additional ideas if they are not caught by the first few words in the paragraph)
  • Place the conclusion at the beginning
  • Use half the word count (or less) than conventional writing
  • Use objective writing. It is easier to understand and is more trusted than promotional writing.
  • Use active voice for most web content
  • Use passive voice for front-loading important keywords in headings, blurbs, and lead sentences

Source

Jacob Nielsen http://www.useit.com/papers/webwriting/writing.html

Web Writing Guidelines

Write Short, Scannable Content

The number-one principle for the Web is simplicity. Quality Web design is about making life easier for the reader to find content and then making it easier for them to read that content.

Journalists have long written in this style, a style that tells the reader the most important root of information followed by supporting information, and concluding with more general background.

Desired word count range is 250-350 words on any content page, and should never exceed 450 words. If it exceeds that number, copy should be broken up into smaller "child" pages, or "Related Info" links.

Provide Focused, Step-by-Step Instructions

We must help users navigate our website. Whenever possible, guide the user's actions by helping them to focus on the decision-making process.

Organize information in the order that the user is likely to need it. By reducing distractions, the user can more easily find what they are looking for, or take specific action on something. Be clear about the choices offered by labeling links appropriately.

Our website service pages are well suited to this type of organization.

Write at the Appropriate Reading Level

Web copy should be written at the sixth to seventh grade reading level, and no more. We want to make it as easy for people to navigate our site as possible. We do not want our visitors to work hard to learn about us.

There are tools online that help confirm the reading level of the text.  The https://hemingwayapp.com/ is a helpful resource to improve the reading level and clarity of your copy.

Include a Call to Action

Writing and links should always encourage users to take the next step.
Relevant calls to action can be worked right into the content to guide users on a path toward a transaction. Links and buttons can be used to prompt action.

Examples:

  • Register now
  • Call now
  • Send us an e-mail
  • Apply today
  • Learn more
  • Download document

Clear Up Ambiguities

Many websites confuse users with vague language and instructions. Not only can these ambiguities be annoying, but they can also mean serious losses in readers.

For example, a button or link that takes users to an e-mail page with no instructions should say instead, "E-mail Your Request." This simple language change can make the difference between confusion and a transaction.

Also, limit use of jargon and acronyms – these confuse readers. If an acronym is needed, always spell it out on first reference.

Always Keep Your Reader in Mind

When writing copy, begin by writing to answer “what does my audience want to know?“

You must question every word and sentence by asking:

  • Am I answering the question?
  • Is this clear?
  • Is there a simpler way to say this?
  • Is there a shorter way to say this?
  • Is this necessary?
  • Is my message and style appropriate?

Additional Tips for Great Web Copywriting

Know your audience

Who do you want to reach with your content? What’s important to them? How old are they? The more you understand your audience, the more targeted and relevant your message will be.

Clearly state your point

What information are you providing? Why should people care? What’s in it for them? What action are you trying to motivate?

Use a compelling headline

On average, five times as many people read your headline versus your body copy. If someone only reads the headline, will they know the point you want to get across? The headline should have an obvious “What’s in it for me?” message.

Write for the reader

Always keep the reader in mind. Do not just write to write. Think of your reader as busy people who are on the web to find out something.

Be direct, using active language. Don’t use passive voice

Passive voice weakens your message and it’s best to avoid it. Web copy should be task-oriented, so people know exactly what to do next.

Examples:

  • “Download document” (active) vs. “Participants should download document” (passive)
  • “Our city received an award” (active) vs. “Our city was chosen to receive an award” (passive)

Passive voice can sometimes be used to front-load important keywords in headings, blurbs, and lead sentences (see http://www.useit.com/alertbox/passive-voice.html) because readers seldom read past the first two words.

Keep your copy clean and concise

Have someone else read your message. Did they understand your point? Did they know what action to take next? Cut unnecessary words and consolidate ideas. See if you can get your text down to 30-50% of what you started with.

Weave keywords into your copy

Use key words and phrases that might be searched on and weave them into your copy. This will help boost your page rank with search engines like Google, Yahoo!, Bing, etc.

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