When the same thing has three names, readers assume there are three different things. Consistency builds trust and makes content easier to translate, search, and maintain.
What to keep consistent
- Terminology: one term per concept, everywhere — in docs, UI, and support replies.
- UI labels: match the interface exactly, including capitalization.
- Voice and tone: the same level of formality across all topics.
- Formatting: how you show buttons, paths, code, notes, and warnings.
- Structure: topics of the same type follow the same template.
Build a terminology list
Keep a short table of preferred terms and words to avoid. It's the core of your style guide.
| Use | Don't use | Why |
|---|---|---|
| sign in | log in, login, log on | Matches the button label |
| select | click on, hit, press (for UI elements) | Works for mouse, touch, and keyboard |
| project | workspace, space, book | One name for one concept |
| delete | remove, erase, trash | "Remove" means something different in the product |
Adopt a style guide
Don't write one from scratch. Start from an established guide — such as the Microsoft Writing Style Guide or the Google developer documentation style guide — and document only your exceptions and product terms.
Try it: spot the inconsistency
"Log in to your workspace. After you sign in, open the project you want to edit."
✅ Two problems: "log in" vs "sign in" and "workspace" vs "project" for the same thing. Readers may think these are different steps or places.
"Click Save. Then press the 'publish' button."
✅ UI labels are formatted differently (bold vs italic in quotes), use different verbs, and the capitalization doesn't match the UI. Write: Select Save. Then select Publish.
How ClickHelp helps
Variables keep product names and versions consistent everywhere, snippets reuse standard notes and warnings, and an AI writing assistant can check text against your style rules.