Chapter 3: Language & Framing in Documentation

Created by Sarah Choi (prompt writer using ChatGPT)

Language & Framing in Documentation for Costume Concept Artists

Cultural Collaboration & Sensitivity in Process, Consultation, and Credit

Concept art doesn’t live only in sketches and paintings. It also lives in words: briefs, style guides, Jira tickets, callout notes, feedback threads, art bibles, marketing decks. Those words quietly shape how everyone else in the pipeline thinks about a character, a faction, or an entire culture.

When you are working with designs inspired by real cultures, the language and framing inside your documentation are part of your cultural impact. They can:

  • Encourage respect or invite stereotypes.
  • Signal collaboration or reinforce hierarchy and power imbalance.
  • Make advisors and community members feel valued—or used.

This article focuses on how costume concept artists—both on the concepting side and the production side—can use language in documentation to support Cultural Collaboration & Sensitivity. We’ll look at:

  • How to frame cultures and inspirations in internal docs and briefs.
  • How to write notes and questions for consultation.
  • How to document credit and contributions clearly and respectfully.

The goal is not to make your writing stiff or over‑formal. It’s to help you write documentation that is clear, honest, and non‑harmful, while still being practical in a production environment.

1. Why Language & Framing Matter in Costume Documentation

Every document you write—whether it’s a quick art note or a longform style guide—creates a mental model for other people:

  • How they imagine a culture.
  • How they prioritize design decisions.
  • What they think is “normal” or “other.”

Language can quietly reinforce problematic patterns:

  • Describing a culture as “exotic,” “savage,” “primitive,” or “tribal” without context.
  • Framing a whole region as a monolith, as if there are no internal differences.
  • Treating real spiritual symbols as “cool graphics” or “spice.”

It can also do the opposite:

  • Acknowledge complexity and diversity.
  • Signal respect for community partners and advisors.
  • Create room for nuance, disagreement, and revision.

As a costume artist, you might not control marketing slogans or final narrative text—but you do control how you talk about cultures in your own documentation. That’s where better habits start.

2. Common Documentation Contexts for Costume Artists

Language choices show up across many documents you touch.

2.1 Creative Briefs and Art Bibles

These define:

  • Factions, regions, and cultures.
  • Costume pillars (silhouette, material, palette, motifs).
  • The emotional and narrative tone of characters.

2.2 Design Sheets, Callouts, and Notes

These include:

  • Annotations on costume concepts (“inspired by X ceremonial dress”).
  • Do/Don’t lists for motifs and garments.
  • Notes for outsourcing vendors and production artists.

2.3 Tickets, Emails, and Feedback Threads

These are the day‑to‑day communications where you:

  • Request changes from modelers or texture artists.
  • Explain cultural constraints or sensitivities.
  • Summarize advisor feedback and decisions.

2.4 Public‑Facing Documentation

Sometimes your words go beyond the studio:

  • Art books and “making of” features.
  • Dev blogs or talks.
  • Portfolio captions and breakdowns.

The same principles of careful language and framing apply in each context, though you’ll adjust tone and detail depending on audience.

3. Framing Cultures in Briefs and Style Guides

Briefs and style guides are often the first place a culture gets described inside a project. The words used here strongly influence everything that follows.

3.1 Describe, Don’t Flatten

Bad pattern:

“A savage tribal culture that worships blood gods. Very exotic, primitive vibes.”

Better pattern:

“A coastal warrior culture with a strong seafaring tradition. Their formal regalia incorporates layered textiles, shells, and carved wooden elements. Social status is signaled through the density and placement of adornment.”

Key shifts:

  • Focus on specific practices (seafaring, textiles, adornment) instead of vague labels (“tribal,” “primitive”).
  • Avoid language that codes a culture as inherently less civilized or intelligent.

3.2 Avoid “Othering” Language

Watch for phrases that position one culture as the baseline “normal” and others as strange:

  • “Weird, exotic designs.”
  • “Foreign, but in a cool way.”
  • “Savage, barbaric aesthetic.”

Replace with neutral, descriptive language:

  • “Dense patterning and asymmetrical layering.”
  • “Highly ornamented ceremonial garments.”
  • “Battle dress designed to intimidate opponents through silhouette and color.”

3.3 Acknowledge Specificity, Not Generic Regions

Instead of:

  • “African‑inspired.”
  • “Asian aesthetic.”
  • “Middle Eastern vibes.”

Be as specific as your research allows:

  • “Inspired by 19th‑century Great Lakes beadwork patterns and silhouettes.”
  • “References contemporary streetwear from Seoul and Tokyo combined with historical X dynasty elements.”

If the design intentionally blends influences (e.g., a fictional diaspora), say so and explain why:

“This culture is a diasporic blend drawing from A and B traditions. We’ve combined garment wrapping from A with textile patterns from B, in consultation with advisors from both communities.”

3.4 Write Intent Statements

Include a short “intent” paragraph in style guides:

“Our goal is to honor X culture’s textile and adornment traditions while imagining how they might evolve in a speculative sci‑fi future. We avoid using sacred ceremonial garments as casual wear or villain costumes. Key references include […], and we work with advisors from […].”

Intent statements help everyone remember why certain rules exist and what you are trying to achieve.

4. Writing Notes for Consultation: Questions, Not Assumptions

The way you phrase questions for advisors and communities directly affects the quality and honesty of feedback you receive.

4.1 Ask Open, Curious Questions

Less helpful:

  • “This is fine, right?”
  • “We just need a quick sign‑off.”

More helpful:

  • “Are there any elements here that feel stereotypical or overused in media?”
  • “Are we using any garments, colors, or symbols in ways that would be considered disrespectful?”
  • “What feels authentic about this portrayal, and what feels off?”

This signals that you are genuinely open to change, not just seeking validation.

4.2 Name Uncertainty Clearly

Instead of hiding gaps, mark them:

“We’re unsure whether this motif is purely decorative or has religious significance. Can you advise?”

“We paired this mourning color with a festive silhouette for readability. Would that combination feel inappropriate? If so, what alternatives would you suggest?”

Clear uncertainty invites advisors to focus on high‑risk areas and shows humility.

4.3 Avoid Leading or Deflective Language

Leading question:

“We know this isn’t exactly accurate, but gameplay readability requires it. Is that okay?”

Better framing:

“We need a strong silhouette and readable color contrast at long distances. Our current solution bends away from strict historical accuracy in this way: […]. Are there alternative solutions that might achieve readability while staying closer to cultural practice?”

You are not asking advisors to bless a compromise; you are inviting them to help shape a better one.

4.4 Summarize Advisors’ Feedback Respectfully

When documenting feedback for the team, avoid dismissive paraphrases like:

  • “Advisor said this might offend some people but it’s probably fine.”

Instead:

“Advisor flagged this headpiece as restricted ceremonial regalia. They strongly recommend we avoid using it outside of specific character types (high priests, etc.), and not on villains or joke skins. Proposed alternatives include […].”

Use wording that reflects the strength and seriousness of their concerns.

5. Do/Don’t Lists and Guardrails: How Language Shapes Enforcement

Do/Don’t pages and guidelines translate research and consultation into actionable rules. How you phrase them affects how seriously people take them.

5.1 Be Specific, Not Vague

Vague:

  • “Don’t be disrespectful with sacred symbols.”

Specific:

  • “Do not place [specific sacred symbol] on villain costumes, joke skins, or disposable enemies. Reserve for characters coded as clergy or spiritual leaders, and consult narrative before reuse.”
  • “Do not use funeral colors X and Y in festive skins. If used, document context and reasoning.”

Specific rules reduce ambiguity and make it easier for production artists to comply.

5.2 Explain the “Why” Briefly

Instead of:

  • “Don’t mix this pattern with modern tech.”

Provide context:

“This pattern is associated with mourning and remembrance. Pairing it with flashy tech skins may look like glamorizing grief. If we want a futuristic mourning motif, we should work with advisors to design an evolved visual language.”

A short “why” helps artists internalize the principle, not just the rule.

5.3 Use Neutral Tone, Not Scolding

Docs should guide, not shame. Compare:

  • “Obviously never do this.”
  • “It should go without saying that…”

These can shut down questions. Instead:

“Avoid this combination; it is commonly perceived as mocking or trivializing X practice.”

“If you’re unsure whether a motif is appropriate, flag it for review and consult this checklist.”

Language that invites questions and clarification builds a healthier culture.

6. Tickets, Hand‑Off Notes, and Day‑to‑Day Communication

Most cultural issues don’t appear in big documents—they show up in small production decisions. This is where language habits in tickets and notes matter.

6.1 Be Careful with Shorthand

You might be tempted to write:

  • “Make it more tribal.”
  • “Can we push the savage vibe?”

These phrases translate quickly into visual clichés and can undermine sensitivity work.

Instead, describe what you actually mean:

  • “Increase the handmade feel: more visible stitching, patching, and mixed materials.”
  • “Push intimidation through silhouette: broader shoulders, more spikes along the helm and shield edge.”

6.2 Reference Cultural Guidelines Explicitly

When making requests:

“Please adjust the pattern on the cloak. Per the X culture style guide, this motif is restricted to funerary contexts.”

“We need to preserve the teal accent on the sash; it signals healer role in this faction.”

Citing the guideline connects production work back to agreed‑upon principles, not just personal preference.

6.3 Summarize Advisor and Community Feedback Accurately

In internal updates:

  • Avoid phrases like “They’re being sensitive about…” or “They’re overreacting to…”.

Use neutral descriptions:

“Community members expressed discomfort with this design because it echoes a historical form of oppression. They recommended avoiding this combination of chains and garment type. We should explore alternative ways to signal imprisonment or burden.”

This frames feedback as relevant design information, not a nuisance.

6.4 Encourage Questions

Normalize language like:

“If you’re unsure whether this change respects the style guide, please ping me or consult the cultural notes section.”

“Flag any new motifs that seem ambiguous; we’d rather over‑check than miss something important.”

This tone invites dialogue and reduces fear of “getting it wrong.”

7. Credit & Attribution: Writing About Advisors and Inspirations

How you phrase credit and inspiration notes reflects your respect for collaborators and source cultures.

7.1 Acknowledge Advisors by Name and Role (When Safe)

Good credit lines:

  • “Cultural Consultant – [Name], [Community/Role].”
  • “Textile & Garment Advisor – [Name], [Affiliation].”

In art books or dev blogs:

“We developed these costumes in collaboration with [Name], a [role] from [community], who guided our use of ceremonial motifs and helped us avoid restricted regalia.”

Always confirm with advisors how they want to be described.

7.2 Attribute Cultural Inspirations Clearly

Instead of vague “inspired by the East,” write:

“Silhouette and wrapping methods are inspired by X tradition. Patterning references Y region’s textiles, with adjustments made for readability at gameplay distance.”

This clarifies the roots of your design and can lead interested players to learn more.

7.3 Distinguish Between Homage and Invention

Be honest about what is:

  • Directly referencing specific garments and traditions.
  • An original or speculative design that riffs on real elements.

Example:

“While the color and layering echo X ceremonial dress, this armor configuration is an invented design built for the game’s fantasy combat needs.”

This prevents viewers from assuming your more fantastical choices are accurate depictions of real cultural practices.

7.4 Avoid Appropriation‑Framing

Avoid language that implies ownership over a culture’s aesthetics:

  • “Our take on X culture.”

Better:

“A fictional culture informed by X and Y traditions, developed in consultation with community advisors.”

This phrasing acknowledges influence without treating the culture as raw material you now possess.

8. Concept vs Production: Different Documentation Needs, Shared Responsibility

8.1 Concept Artists: Foundational Language

Concept artists:

  • Write early documents that define tone, reference sources, and rules.
  • Create callout notes and style guides others will use for years.

Your language should:

  • Set a respectful baseline for how the culture is discussed.
  • Embed references to research and consultation, not just mood words.
  • Provide clear, descriptive vocabulary for silhouettes, materials, and motifs so downstream artists don’t default to harmful shorthand.

8.2 Production Artists: Applied, Actionable Language

Production artists:

  • Write tickets, comments, and bug notes tied to specific assets.
  • Communicate with outsource teams and internal leads.

Your language should:

  • Reference existing guidelines rather than reinventing context.
  • Explain changes with clarity (“We removed this motif because…”), not just “Art direction.”
  • Flag uncertainties and ask for clarification when guidelines are ambiguous.

Both sides share responsibility to keep cultural intent and agreements visible in everyday communication.

9. Practical Language Patterns: Swap‑Out Examples

Here are some quick swaps you can practice in your documentation.

9.1 Describing Cultures

  • Instead of “exotic,” say “unfamiliar to the player but grounded in X and Y influences.”
  • Instead of “primitive,” say “low‑tech, with emphasis on handcrafted materials and organic forms.”
  • Instead of “tribal,” be specific: “organized in clan‑based communities,” or name the real‑world inspiration.

9.2 Describing Characters

  • Instead of “savage warrior,” say “frontline fighter who uses intimidation through silhouette and scars as social signaling.”
  • Instead of “witch doctor,” use more accurate roles like “healer,” “ritual practitioner,” or specific cultural title if appropriate and approved.

9.3 Directing Visual Changes

  • Instead of “Make it more ethnic,” say “Increase visible beadwork and embroidery; reference X region examples in the guide.”
  • Instead of “Less Western, more exotic,” say “Reduce tailored suit elements; increase wrapped and layered garments similar to references in board B.”

9.4 Talking About Risk

  • Instead of “Some people might be offended,” say “Our consultant flagged this as a high‑risk element because […]. We recommend changing it to avoid misrepresenting X practice.”

These swaps don’t censor your creativity; they sharpen it by naming what you actually mean.

10. Exercises for Costume Concept & Production Artists

10.1 For Concept Artists

  1. Brief Rewrite Exercise
    Take an old brief or style paragraph (real or invented) that uses vague or problematic terms (“tribal,” “exotic”). Rewrite it using:
    • Specific cultural/temporal references.
    • Descriptions of materials, silhouettes, and practices.
    • An explicit intent statement.
  2. Annotated Callout Sheet
    Create a costume concept with detailed callouts that:
    • Name cultural inspirations accurately.
    • Explain “do/don’t” rules for reuse.
    • Include questions for future advisors clearly marked in the margins.
  3. Language Audit
    Review your last 5–10 concept pages or internal notes. Highlight any vague, loaded, or othering terms and rewrite them with clearer, respectful language.

10.2 For Production Artists

  1. Ticket Language Pass
    Grab a few example tickets (or make mock ones) about culturally inspired assets. Practice rewriting them:
    • Remove shorthand like “tribal” or “savage.”
    • Add references to style guides and specific design needs.
  2. Guideline Reference Habit
    For one sprint, make a habit of linking relevant cultural guidelines or notes in any ticket that touches those assets. Note how it changes the clarity of communication.
  3. Feedback Framing Practice
    Write two versions of a feedback note about a potentially problematic design: one rushed and vague, one using clear, neutral language that explains risk and references consultation. Compare the impact.

11. Closing Thoughts

Language is part of your toolkit as a costume concept artist. The way you name cultures, describe characters, and frame feedback directly influences how everyone else in the pipeline imagines and treats those cultures.

You don’t need to become a perfect writer or academic. You just need to cultivate habits of:

  • Specificity (say what you actually mean).
  • Respect (avoid othering and flattening language).
  • Transparency (document intent, sources, and advisor input).
  • Humility (name uncertainty and invite correction).

A simple question you can keep beside your tablet or sketchbook:

“If someone from this culture read this brief, ticket, or callout, would they feel spoken about, or spoken with?”

Choosing language that leans toward with will not only make your documentation more ethical—it will make your designs deeper, richer, and more resonant for the people who see themselves in them.