Error and Informational Message Guidelines

4/19/2010

Follow these guidelines when you write error messages and informational text:

Identify the problem, indicate the cause if helpful, and provide a solution if possible.
Write phrases instead of complete sentences to conserve space. For example, write "Save using a different name" instead of "Save this document using a different file name."
Use title caps in the title bar of the message box and sentence caps in the message body text.
Title caps rules specify that all words are capitalized with the exception of articles, coordinating conjunctions (and, but, for, not, or, so, and yet), and prepositions containing four or fewer letters.
Sentence caps rules specify that only the first word and any proper nouns are capitalized.
Bold command names instead of using quotation marks.
When there may be a consequence of a user's action, preface the error message with the word "Warning." For example, write "Warning: If you synchronize now, duplicate items may appear in your Inbox."
Do not use exclamation points.
Do not write content that implies that applications can think or feel.
Avoid using the word please. Also, use the following alternative terms for abort, boot, and reboot.

Instead of Use

Abort

End, quit, or stop

Boot

Start or switch on

Reboot

Start

See Also