How to Write Concise Sentences That Readers Remember

Concise writing is not about using as few words as possible. It is about making every word do work. Readers skim online, so sentences that get to the point are easier to understand and more likely to be read to the end.

Seven techniques to tighten your writing

1. Cut filler words. "Very", "really", "just", "actually" and "basically" can almost always go.
2. Replace phrases with single words. "In order to" becomes "to"; "at this point in time" becomes "now"; "has the ability to" becomes "can".
3. Prefer active voice. "The team fixed the bug" is shorter and clearer than "The bug was fixed by the team".
4. Turn nouns back into verbs. "Make a decision" becomes "decide"; "conduct an analysis" becomes "analyze".
5. Delete redundant pairs. "Each and every", "final outcome" and "advance planning" repeat themselves.
6. Remove throat-clearing openers. "It is important to note that" adds nothing; start with the point.
7. Split long sentences. If a sentence needs two breaths, it probably needs two sentences.

Before and after

Before (31 words): "It is important to note that, due to the fact that our team has the ability to work remotely, we are now in a position to hire people from anywhere."

After (11 words): "Because our team works remotely, we can hire from anywhere."

Measure your progress

Paste a paragraph into a word counter before and after editing. Watch the word count and the average words per sentence. Many style guides suggest an average of 15 to 20 words per sentence for general online readers. You do not need every sentence to be short; a mix of short and medium sentences creates rhythm.

Edit in a separate pass

Write freely first, then edit. Trying to be concise while drafting slows you down and blocks ideas. A dedicated editing pass, ideally after a break, makes wordiness easy to spot.

Frequently asked questions

What words should I cut from my writing?

Common words to cut from your writing include very, really, just, actually, basically, quite and that (when it is not needed). Also cut redundant phrases such as "each and every", "end result" and "past history".

How to reduce word count without losing meaning?

To reduce word count, remove filler words, replace long phrases with single words, prefer the active voice over the passive voice, cut repeated points and delete introductions that restate the question. This is also how to make an essay shorter without losing its argument.

How to write for the web?

Write for the web by putting the answer first, using descriptive headings, short paragraphs and lists, and plain language. Online readers scan, so make every heading tell them what the section says.

How to edit your own writing?

To edit your own writing, take a break first, then read it aloud. Do separate passes for structure, clarity and typos. Proofreading tips: change the font or print it out, read backwards sentence by sentence to catch typos, and check one problem type at a time.

What is the difference between active voice and passive voice?

In the active voice the subject does the action ("The team fixed the bug"); in the passive voice the action is done to the subject ("The bug was fixed by the team"). Active sentences are usually shorter and clearer, which reduces wordiness.