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Writing Effective Captions

Great captions transform photos into clear navigation instructions. Learn how to write captions that guide visitors step-by-step with confidence and clarity.

The golden rule

Write captions as if you're giving directions to someone over the phone. Be specific, clear, and action-oriented.

Caption Writing Fundamentals

1. Start with Action Words

Begin captions with clear action verbs that tell people exactly what to do:

Good action words:
  • Enter through the main doors
  • Turn left at the reception desk
  • Walk straight down the hallway
  • Take the elevator to floor 3
  • Look for the red sign
Avoid vague words:
  • "Go this way"
  • "Head over there"
  • "It's nearby"
  • "You'll see it"
  • "Keep going"

2. Be Specific About Landmarks

Help people identify exactly where they are and what to look for:

Instead of generic descriptions:

❌ "Go to the desk"

✅ "Go to the white reception desk with the Navvi logo"

❌ "Take the stairs"

✅ "Take the concrete stairs next to the elevator"

3. Include Distance and Direction

Give people a sense of how far to go and which way to turn:

  • Distance: "Walk about 20 steps straight ahead"
  • Direction: "Turn right immediately after the water fountain"
  • Reference points: "The office is the third door on your left"
  • Visual cues: "Stop when you see the bright blue walls"

Caption Structure Templates

The Perfect Caption Formula

Action + Landmark + Direction/Distance

Example 1: "Enter through the double glass doors with black handles"

Action: Enter | Landmark: double glass doors | Detail: black handles

Example 2: "Turn left at the information booth and walk 30 steps"

Action: Turn left | Landmark: information booth | Distance: 30 steps

Caption Types by Purpose

Entrance Captions

Help people identify the correct door or entrance:

  • • "Enter through the main doors (the only glass doors on this side)"
  • • "Use the side entrance with the blue awning"
  • • "Look for the door with the number 425 above it"

Navigation Captions

Guide people through decision points:

  • • "Turn right at the elevator bank (three silver elevators)"
  • • "Go straight through the lobby toward the coffee shop"
  • • "Take the staircase on your left up to the second floor"

Destination Captions

Confirm arrival at the final location:

  • • "You've arrived! Look for Suite 3B on the door"
  • • "This is Conference Room C - the glass room with white chairs"
  • • "Welcome to Booth 47 - you'll see our red banner"

Writing for Different Audiences

Consider Your Visitors

Adapt your writing style based on who will use your guide:

For First-Time Visitors

  • • Use more descriptive details
  • • Include reassuring language
  • • Mention what to expect next
  • • Add confirmation cues

Example: "Enter through the main glass doors - you'll see a reception desk directly ahead where someone can help if needed"

For Regular Visitors

  • • Keep instructions concise
  • • Focus on key decision points
  • • Use familiar landmarks
  • • Emphasize changes or updates

Example: "Take the new side entrance (the main lobby is under construction)"

Common Caption Mistakes

❌ Too Much Information

"Enter through the main doors, which are made of glass and have silver handles and are open from 9am to 5pm Monday through Friday except holidays..."

Fix: Keep captions focused on the immediate navigation task.

❌ Assuming Knowledge

"Go to the usual place" or "Turn at the thing we talked about"

Fix: Write for someone who has never been there before.

❌ Relative Directions

"Turn toward the mountain" or "Go toward downtown"

Fix: Use left/right and visible landmarks instead.

❌ Technical Jargon

"Proceed to the northeast vestibule"

Fix: Use simple, everyday language that everyone understands.

Caption Length Guidelines

Optimal Caption Lengths

  • Photo captions: 5-15 words (one clear instruction)
  • Video text overlays: 3-8 words (quick to read)
  • Complex intersections: Up to 20 words maximum
  • Final destination: Can be slightly longer with confirmation details

Testing Your Captions

Before publishing, test your captions with these methods:

  • Read aloud test: Do your captions sound natural when spoken?
  • Fresh eyes test: Can someone unfamiliar with the location follow them?
  • Phone directions test: Could you give these directions over the phone?
  • Five-second rule: Can someone read and understand each caption in 5 seconds?

Ready to write great captions?

With clear, specific captions, your guides will help visitors navigate with confidence and ease.

Start Creating Your Guide →Photo Best Practices →