diff --git a/developer_manual/basics/translations.rst b/developer_manual/basics/translations.rst
index 529b5314024..4ee51205f44 100644
--- a/developer_manual/basics/translations.rst
+++ b/developer_manual/basics/translations.rst
@@ -220,6 +220,8 @@ JS Example:
     /* BEST: Simple string with undefined plural not using any number in the string */
     t('myapp', 'Import calendars')
 
+.. _improving-translations:
+
 Improving your translations
 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
 
@@ -284,37 +286,49 @@ The added hints will be shown in the Transifex web-interface:
 PHP
 """
 
+Place the comment on the line before the ``->t()`` or ``->n()`` call:
+
+.. code-block:: php
+
+    // TRANSLATORS Will be shown inside a popup and asks the user to add a new file
+    p($l->t('Add new file'));
+
+    // TRANSLATORS The placeholder refers to the software product name, e.g. "Add to your Nextcloud"
+    $l->t('Add to your %s', [$productName]);
+
+For multi-line context or example output, use consecutive comment lines:
+
 .. code-block:: php
 
-    <ul id="translations">
-        <li id="add-new">
-            <?php
-                // TRANSLATORS Will be shown inside a popup and asks the user to add a new file
-                p($l->t('Add new file'));
-            ?>
-        </li>
-    </ul>
+    // TRANSLATORS
+    // Indicates when a calendar event will happen, shown on invitation emails.
+    // Output example: "In 1 hour on July 1, 2024 for the entire day"
+    $l->t('In %1$s on %2$s for the entire day', [$relativeTime, $date]);
 
 JavaScript / TypeScript
 """""""""""""""""""""""
 
+Place the comment on the line before the ``t()`` or ``n()`` call:
+
 .. code-block:: javascript
 
-    // TRANSLATORS name that is appended to copied files with the same name, will be put in parenthesis and appended with a number if it is the second+ copy
+    // TRANSLATORS: name that is appended to copied files, will be put in parenthesis with a number for the second+ copy
     var copyNameLocalized = t('files', 'copy');
 
+    // TRANSLATORS: {relativeDueDate} will be replaced with a relative time, e.g. "2 hours ago" or "in 3 days"
+    t('files_reminders', 'We will remind you of this file {relativeDueDate}', { relativeDueDate })
+
 Vue
 """
 
-This covers vue html templates in vue sfc components.
-For vue js code, see the javascript section.
+In the ``<template>`` block, use an HTML comment on the line above the element:
 
 .. code-block:: html
 
-    <NcActionCheckbox :checked="isRequired">
-        <!-- TRANSLATORS Making this question necessary to be answered when submitting to a form -->
-        {{ t('forms', 'Required') }}
-    </NcActionCheckbox>
+    <!-- TRANSLATORS: Making this question necessary to be answered when submitting to a form -->
+    <span>{{ t('forms', 'Required') }}</span>
+
+In the ``<script>`` block, use the same ``//`` style as JavaScript.
 
 C++ (Qt) / Desktop client
 """""""""""""""""""""""""
diff --git a/developer_manual/design/index.rst b/developer_manual/design/index.rst
index b4ed4cb7e00..6b86074652e 100644
--- a/developer_manual/design/index.rst
+++ b/developer_manual/design/index.rst
@@ -6,6 +6,7 @@ Interface & interaction design
     :maxdepth: 2
 
     introduction
+    writing
     foundations
     layout
     layoutcomponents
diff --git a/developer_manual/design/writing.rst b/developer_manual/design/writing.rst
new file mode 100644
index 00000000000..6381e9042f7
--- /dev/null
+++ b/developer_manual/design/writing.rst
@@ -0,0 +1,163 @@
+.. _ux-writing:
+
+=============
+Writing guide
+=============
+
+Consistent, concise wording makes Nextcloud easier to use and easier to translate.
+Follow these rules when writing any user-facing string: notifications, dialog messages, button labels, error text, tooltips.
+
+General rules
+-------------
+
+**Keep messages short.** One idea per sentence. Cut every word that does not add meaning.
+
+**Write Nextcloud correctly.** Always spell it ``Nextcloud`` — capital N, lowercase c.
+Do not write ``NextCloud``, ``nextcloud``, or abbreviate it as ``Nc``.
+
+**Use sentence case.** Capitalize only the first word and proper nouns.
+Never use all uppercase for headings, labels, or tags.
+
+.. list-table::
+   :header-rows: 1
+   :widths: 50 50
+
+   * - Avoid
+     - Prefer
+   * - Settings Saved Successfully
+     - Settings saved
+   * - An Error Has Occurred While Loading The File
+     - Could not load the file
+   * - Your changes have been successfully applied to the system
+     - Changes saved
+   * - SHARE
+     - Share
+   * - NextCloud
+     - Nextcloud
+
+**Drop "successfully".** If an action completed, the result speaks for itself.
+State what happened, not that it happened without error.
+
+.. list-table::
+   :header-rows: 1
+   :widths: 50 50
+
+   * - Avoid
+     - Prefer
+   * - Settings saved successfully
+     - Settings saved
+   * - User created successfully
+     - User created
+   * - File uploaded successfully
+     - File uploaded
+
+**Be specific in error messages.** Tell users what went wrong and, where possible, what to do next.
+
+.. list-table::
+   :header-rows: 1
+   :widths: 50 50
+
+   * - Avoid
+     - Prefer
+   * - An error occurred
+     - Could not save settings. Check your connection and try again.
+   * - Invalid input
+     - Password must be at least 8 characters
+
+**Avoid technical jargon** unless the audience is explicitly technical (e.g. a developer-facing admin panel).
+Use plain language for anything end users see.
+
+Tone
+----
+
+- **Friendly, not chatty.** Write like a knowledgeable colleague, not a marketing brochure.
+- **Direct, not bossy.** Prefer statements over commands in status messages.
+- **Neutral, not emotional.** Avoid exclamation marks in status or error text.
+
+.. list-table::
+   :header-rows: 1
+   :widths: 50 50
+
+   * - Avoid
+     - Prefer
+   * - Great! Your profile has been updated!
+     - Profile updated
+   * - Oops! Something went wrong!
+     - Could not complete the request
+
+Names, pronouns, and gender
+---------------------------
+
+**Use full names** when addressing users. A full name is less ambiguous and more respectful than a first name alone.
+
+**Avoid possessive pronouns** where possible. Replace ``my`` and ``your`` with a more descriptive word.
+Where a pronoun cannot be avoided, prefer ``your`` over ``my``.
+
+**Use gender-neutral language.** Refer to people with ``they``/``them`` rather than ``he``/``she``
+when gender is unknown. For additional guidance and language-specific examples, see the
+`International guide to gender-inclusive writing <https://uxcontent.com/the-international-guide-to-gender-inclusive-writing/>`_.
+
+.. list-table::
+   :header-rows: 1
+   :widths: 50 50
+
+   * - Avoid
+     - Prefer
+   * - Hello, Christine
+     - Hello, Christine Schott
+   * - My files
+     - Personal files
+   * - Alex raised his hand
+     - Alex raised their hand
+
+Button and action labels
+------------------------
+
+Use **verb + noun** for buttons that trigger an action. The noun can be omitted when context makes it obvious.
+For destructive actions use the specific verb so users know exactly what will happen: **Delete**, **Remove**, **Revoke** — not **Confirm** or **OK**.
+
+.. list-table::
+   :header-rows: 1
+   :widths: 50 50
+
+   * - Avoid
+     - Prefer
+   * - OK
+     - Save settings
+   * - Submit
+     - Create account
+   * - Yes
+     - Delete file
+   * - Confirm
+     - Delete file
+
+Placeholders and variables
+--------------------------
+
+When a string contains a variable (file name, user name, count), keep the surrounding text short and natural.
+Make sure the string still makes sense in all languages — word order differs across languages, so avoid splitting a sentence across two separate strings.
+For implementation details and code examples, see :ref:`improving-translations` in the translations reference.
+
+.. _translator-comments:
+
+Translator comments
+-------------------
+
+When a string is ambiguous or contains placeholders, add a ``TRANSLATORS`` comment immediately before the translatable call.
+The comment is extracted by the translation tooling and shown to translators in Transifex.
+
+Add one when:
+
+- The string is ambiguous out of context (e.g. a single word with multiple meanings).
+- The string contains a placeholder — explain what it will be replaced with and give an example value.
+- The string describes a UI element or workflow that is not obvious from the text alone.
+
+Keep comments factual and brief. State what the placeholder contains and where the string appears.
+Do not repeat the string itself.
+
+For syntax examples in PHP, JavaScript, Vue, and other platforms, see :ref:`Hints`.
+
+Translatable strings
+--------------------
+
+For implementation details on marking strings as translatable in PHP, JavaScript, and Vue, see :doc:`../basics/translations`.