Voice and Tone

Voice and Tone Guidelines

Detailed guidance on when to use different voices in interface elements.

Voice Patterns by Context

User Actions (Active/Imperative Voice)

Buttons

✅ Save changes
✅ Delete secret
✅ Copy to clipboard
✅ Generate password
✅ Sign in
✅ Create account

Menu Items

✅ View settings
✅ Create new folder
✅ Download file
✅ Share secret

Form Labels and Instructions

✅ Enter your email
✅ Choose a password
✅ Select expiration time
✅ Add optional message

System Communication (Passive/Declarative Voice)

Status Messages

✅ Changes saved successfully
✅ Secret created
✅ File deleted
✅ Link copied to clipboard
✅ Password updated

Notifications

✅ 3 new messages received
✅ Download completed
✅ Connection restored
✅ Backup finished

System States

✅ Loading content
✅ Connection lost
✅ Email address not found
✅ Service temporarily unavailable

Error Messages

✅ Password incorrect
✅ Secret not found
✅ Upload failed
✅ Session expired

Context-Specific Examples

Form Submission Flow

1. Button: “Save changes” (imperative)
2. Processing: “Saving changes…” (progressive)
3. Success: “Changes saved successfully” (passive)
4. Error: “Save failed - please try again” (declarative)

File Operations

1. Action: “Download file” (imperative)
2. Progress: “Downloading…” (progressive)
3. Complete: “Download completed” (passive)
4. Error: “Download failed” (declarative)

Secret Management

1. Creation: “Create secret” (imperative)
2. Status: “Secret created” (passive)
3. Viewing: “View secret” (imperative)
4. Result: “Secret viewed and destroyed” (passive)

Language-Specific Considerations

Formality Levels

Informal Languages (tu/du form)

• Spanish: “Crea tu secreto” (Create your secret)
• German: “Erstelle dein Geheimnis” (Create your secret)
• French: “Crée ton secret” (Create your secret)

Formal Languages (usted/Sie form)

• Spanish (formal): “Cree su secreto” (Create your secret)
• German (formal): “Erstellen Sie Ihr Geheimnis” (Create your secret)
• French (formal): “Créez votre secret” (Create your secret)

Grammatical Structures

Languages with Complex Verb Conjugation

• Maintain consistency in person and formality
• Choose one approach and apply throughout
• Document your choice for future translators

Languages with Honorific Systems

• Use appropriate level for professional software
• Balance respect with accessibility
• Consider your primary user base

Cultural Tone Adaptations

Direct Communication Cultures

• Clear, concise instructions
• Straightforward error messages
• Minimal hedging or qualification

Indirect Communication Cultures

• Softer error language where appropriate
• More polite request forms
• Cultural courtesy markers

Implementation Guidelines

Consistency Checks

1. Within features: All buttons in a feature use same voice
2. Across features: Similar elements use same patterns
3. Error handling: All errors follow same tone
4. Success states: All confirmations use same voice

Testing Your Voice Choices

Create these test scenarios in your language:

Action Sequence Test

1. User clicks “Delete secret” (button)
2. System shows “Are you sure?” (confirmation)
3. User confirms
4. System shows “Secret deleted” (status)

Error Recovery Test

1. User clicks “Save changes” (button)
2. System shows “Connection failed” (error)
3. User clicks “Try again” (button)
4. System shows “Changes saved” (success)

Common Pitfalls to Avoid

Mixing Voices Inappropriately

• ❌ Button: “Changes will be saved” (passive)
• ✅ Button: “Save changes” (imperative)

Overly Technical Language

• ❌ Status: “HTTP 404 error encountered”
• ✅ Status: “Page not found”

Inconsistent Formality

• ❌ Mixed: “Click here” + “Please proceed to…”
• ✅ Consistent: “Click here” + “Go to…” OR “Please click here” + “Please proceed to…”

Unclear Agency

• ❌ Ambiguous: “Secret deleted” (by whom?)
• ✅ Clear context: “Secret deleted” (after user action) vs “Secret expired” (automatic)

Regional Variations

When working with languages that span multiple regions:

1. Choose primary variant for consistency
2. Document regional differences that matter
3. Test with users from different regions when possible
4. Avoid region-specific idioms in core interface

Remember: Consistent voice patterns help users understand what actions they can take and what the system is communicating to them.