How to Avoid Formatting Nightmares in Website Copy

Have you ever sent website copy to your designer, only to have it show up looking... off? Maybe the fonts are weird, the spacing is all over the place, or hidden code is messing up the layout. If you're working with Shopify (or any website platform), formatting issues can turn a simple copy-paste into a time-consuming fix.

I get this alot from clients. Sometimes they send me copy in email or a PDF. I have to strip the copy before adding to the site.  Quite often clients ask why their existing product descriptions are all over the place with formatting issues. All you have to do is take one look at the HTML and you can see that it's been copy/pasted with all that funky formatting. 

To make sure your text is as clean as possible before sending it over, here are some best practices to follow:

1. Use a Plain Text Editor

The number one rule for providing clean copy is to avoid pasting directly from Word, Google Docs, or an email. These programs carry hidden formatting that can cause issues. Instead, paste your text into a plain text editor first. Here’s how:

• Windows: Use Notepad (built into every PC).
• Mac: Use TextEdit, but switch to plain text mode (Format > Make Plain Text).
• Online Option: Try a tool like EditPad to strip formatting.

Once you've pasted it into a plain text editor, copy it again and then send it or paste it into Shopify.

2. Avoid Fancy Formatting

If you’re sending copy to be added to a website, keep formatting minimal. Avoid:

• Bold, italics, or underlining (unless specifically requested).
• Extra spaces or tabs.
• Bullet points copied from Word (these often convert strangely).

Instead, indicate formatting in brackets, like this:

• Bold: [bold]Your text here[/bold]
• Italic: [italic]Your text here[/italic]
• Headings: [h2]Subheading Title[/h2]

3. Use Simple Line Breaks

Some platforms, including Shopify, treat line breaks differently than what you see in your document. Instead of hitting enter multiple times for spacing, use a single line break and request spacing adjustments separately.

4. Double-Check Links

If your copy includes links, make sure they are written out in full (e.g., https://www.hippiechickdesign.com) rather than hyperlinked text like "click here." Some platforms strip out embedded links, so writing them out prevents broken links.

5. Send Images Separately

If you’re providing text that includes images, don't embed them in a document. Instead, send them as separate attachments with file names that match where they should go (e.g., "product-image1.jpg"). If you need to reference an image in the text, use brackets like this: [Insert image: product-image1.jpg].

6. Test Before Sending

If possible, try pasting your text into Shopify's text editor or a similar platform before sending it. This helps catch any formatting quirks before they become an issue.

By following these steps, you’ll save time, avoid frustration, and make sure your website content looks exactly how you envisioned it!