Concise writing uses only the words readers need to understand the point. It helps readers quickly find the main point or the action they need to take. Keep details that affect their understanding or their next step.
Change Yesterday, we carried out a review of the budget to We reviewed the budget yesterday. The verb reviewed states the action directly, and the sentence still tells readers who did it and when.
Cut repeated ideas and empty openings
Before you edit a sentence, ask what the reader should learn or do. In a longer draft, write that purpose in one line and check each paragraph against it. Move the main point where readers can find it early, then cut repeated explanations and trim individual phrases.
| Before | After | What changed |
|---|---|---|
| Please repeat the address again. | Please repeat the address. | Repeat already conveys the idea of doing it again. |
| It is worth noting that the trail closes at dusk. | The trail closes at dusk. | The opening delays the information readers need. |
| We opened a second window in order to cool the room. | We opened a second window to cool the room. | To still explains the purpose. |
Choose a shorter word when it fits the meaning. In instructions, use the side entrance is as precise as utilize the side entrance. In a story, trim She paused at the gate and then stepped through the gate to She paused at the gate, then stepped through.
Put the action in the verb
A nominalization is a noun formed from a verb or adjective, such as approval from approve or accuracy from accurate. Look for a noun that names the action next to a general-purpose verb such as make, carry out, or conduct. Try giving the action its own verb.
- The board gave its approval to the proposal. → The board approved the proposal.
- The crew carried out an inspection of the roof. → The crew inspected the roof.
Keep the noun when it names something readers need to refer to. In Keep a copy of the approval for your records, approval refers to a document or message. Purdue OWL on turning noun phrases into verbs.
Use active voice when the actor matters
In active voice, the subject performs the action. Facilities replaced the locks on Monday puts the responsible team up front and takes fewer words than The locks were replaced by Facilities on Monday.
Passive voice can be concise when the result matters most or the actor is unknown. Two windows were broken overnight reports what happened without guessing who broke them. Read the guide to active and passive voice.
Keep the details readers need
Check each cut for changes in meaning. Words like may, some, and only can express uncertainty, limit a claim, or mark an exception. In a research summary, Scores improved in two of the three classes we studied tells readers how widely the finding applies. Keep that limit when you tighten the surrounding paragraph.
Read the revision from the audience’s point of view. Send it Friday works if the recipient already knows what it means. A new recipient might need Send the signed waiver by noon Friday. Include the details people need to take the right action.
A worked edit of a library notice
Before. At the present time, the second-floor reading room is temporarily closed through Thursday due to the fact that the elevator is being repaired. An alternative study space is being made available in the ground-floor meeting room during regular library hours.
After. The second-floor reading room is closed through Thursday for elevator repairs. You can study in the ground-floor meeting room during regular library hours.
- Lead with the room closure. The phrase through Thursday already tells readers the closure is temporary.
- Give the reason in three words with for elevator repairs.
- Tell readers where they can study. Keep the floor, room, and hours so they can find the space when it’s open.
Once the wording is settled, check names, dates, spelling, and punctuation in a separate pass. Follow the proofreading guide for that final check.
Practice making sentences more concise
Revise each sentence for a reader who needs to act on it or understand what happened. Keep the original facts and conditions.
- Please return the library book back to the front desk by noon.
- It is important to note that the shuttle leaves from Gate 3 at 7 a.m.
- The editors conducted a review of the article on Monday.
- The deposit was refunded by the hotel on Tuesday.
- Please be aware that the museum may close the courtyard early if temperatures fall below freezing.
- Someone turned off the water for repairs. At this point in time, there is no estimate for when the water service will resume.
Show sample revisions and explanations
- Please return the library book to the front desk by noon. The verb return already carries the meaning of back.
- The shuttle leaves from Gate 3 at 7 a.m. Cutting the opening puts the departure details first.
- The editors reviewed the article on Monday. The verb reviewed replaces conducted a review of.
- The hotel refunded the deposit on Tuesday. Active voice puts the hotel first and removes was and by.
- The museum may close the courtyard early if temperatures fall below freezing. Keep may and the condition. The museum has left the decision open.
- The water was turned off for repairs. There’s no estimate yet for when service will resume. The passive puts the service interruption first, and yet keeps the timing clear.
Related writing guides
A style checker can flag possible wordiness, and you can weigh each suggestion against the meaning and tone you want to preserve.
