A project manager has a status update that runs to 68 words and says almost nothing, and ten minutes to fix it before it goes out. A plain English edit is the fastest way to do that: seven kinds of cut, each one easy to spot, applied one at a time. This guide shows each cut with a before-and-after example, then applies all seven to a single paragraph so you can see what they add up to.
The advice comes from government plain-language guidance in the US and the UK, plus practical editing habits. Where a rule is simply good practice rather than an official standard, the text says so.
The seven cuts at a glance
All of the examples are invented. The last column counts words so you can see what each cut saves.
| Cut | Before | After | Words |
|---|---|---|---|
| 1. Announcements | It should be noted that deadlines have moved. | Deadlines have moved. | 8 to 3 |
| 2. Weak intensifiers | The results were very surprising. | The results were surprising. | 5 to 4 |
| 3. Hidden verbs | We made a decision to proceed with the implementation of the plan. | We decided to implement the plan. | 12 to 6 |
| 4. Doubled pairs | Each and every employee must complete and submit the form. | Every employee must submit the form. | 10 to 6 |
| 5. Wordy lead-ins | We will contact you in order to arrange a visit. | We will contact you to arrange a visit. | 10 to 8 |
| 6. Overlong sentences | One 40-word sentence about a postponed vote (below) | Two sentences, 24 words | 40 to 24 |
| 7. Heading echoes | In this section we will explain why prices are rising. | (deleted; start with the explanation) | 10 to 0 |
1. Cut the announcement
Some sentences start by telling the reader that something is coming instead of saying it. Phrases such as it should be noted that, please be advised that and as you may know add words and no information. The UK government’s A to Z style guide says there’s usually no need to say please or please note. If a fact matters, state it. If it doesn’t, delete it.
2. Cut weak intensifiers
Very, really, quite, rather and extremely rarely add meaning, and they often weaken the word next to them. This is a matter of editing practice, not an official rule. When you need force, pick the stronger word: astonishing carries more than very surprising. If you can’t think of one, the plain word is usually enough.
3. Turn hidden verbs back into verbs
The US government’s plain language guide on writing for understanding calls a verb converted into a noun a hidden verb, or nominalization. It says these make writing weak and longer than necessary, and gives pairs such as We analyze data versus We conduct an analysis of the data. Look for make a decision, carry out an investigation and provide assistance. Inside each is a plain verb: decide, investigate, help.
4. Cut doubled pairs and repeated ideas
Formal writing loves pairs of near-synonyms: each and every, null and void, first and foremost. Pick one. The same applies to whole sentences. If a second sentence only restates the first in different words, keep the better one. A quick test is to read each sentence and ask what the reader knows afterwards that they didn’t know before.
5. Shorten wordy lead-ins and replace inflated words
The GOV.UK style guide’s list of words to avoid includes in order to, which it calls usually not needed, and utilise, for which it says to use use. It also asks writers to swap initiate for start or begin, and to replace facilitate with something specific about how you’re helping. Other lead-ins follow the same pattern, though these are editing habits rather than official rules:
- due to the fact that becomes because
- at this point in time becomes now
- in the event that becomes if
- a number of becomes several, or the actual number
6. Split sentences that carry too much
The GOV.UK style guide says not to use long sentences and to check any sentence with more than 25 words to see if it can be split. The US guide Clear and short adds a useful rule: express only one idea in each sentence.
Example: this 40-word sentence carries four ideas.
Because the committee had not received the revised figures from the finance team before the meeting, the chair decided that the vote on the budget should be postponed until the next meeting, at which time the figures would be reviewed.
Split it and drop the padding and you get two sentences of 8 and 16 words.
The committee had not received the revised figures. The chair postponed the budget vote to the next meeting, when the figures will be reviewed.
7. Cut the sentence that echoes the heading
When a heading says Why prices are rising, the first sentence shouldn’t say that this section will explain why prices are rising. The reader has just read that. Begin with the explanation. The same principle applies to paragraphs: the Clear and short guide recommends paragraphs of no more than 150 words in three to eight sentences, never longer than 250, each limited to one topic and opening with a sentence that captures its essence. A paragraph that opens with its point has no use for a preamble.
Most paragraphs get better when you subtract. Keep the details only you could have written and cut the padding that anyone could.
Putting all seven cuts to work on one paragraph
Example, before (68 words):
It should be noted that, at this point in time, we are in the process of carrying out a review of the policy. Each and every manager is required to complete and submit the form in order to ensure that the review is very thorough. Due to the fact that the deadline is very close, please be advised that the form should be submitted as soon as possible.
After (21 words):
We are reviewing the policy. Every manager must submit the form now, so the review is thorough. The deadline is close.
That’s 47 words fewer, about 69% shorter, and the meaning is unchanged. The edit removed two announcements, two intensifiers, a hidden verb, a doubled pair and three wordy lead-ins. The sentence lengths changed too: the original had three sentences of 22 or 23 words, and the new version has sentences of 5, 12 and 4.
A routine for your next edit
- Run one pass per cut. Looking for one kind of problem at a time is easier than looking for all of them together.
- Search for the usual suspects. Use find to locate very, in order to, due to the fact that, and any sentence ending in a long chain of of phrases.
- Count the long sentences. Anything over 25 words gets a second look.
- Check every opening sentence. Does it make the point, or announce it?
- Read the result aloud. A sentence that still sounds stiff probably has one more thing to lose.
Checklist for a plain English edit
- No announcements such as it should be noted or please be advised
- Intensifiers removed unless they carry real meaning
- Hidden verbs turned back into verbs
- Doubled pairs and repeated ideas reduced to one
- In order to, due to the fact that and similar lead-ins replaced
- Sentences over 25 words checked and split where possible
- No opening line that repeats the heading
- Paragraphs limited to one topic
- Specific details and the voice of the writer kept
Common mistakes
The first is cutting the specifics along with the padding. Deleting a name, a number or a date in the name of brevity makes the writing thinner, not clearer. Cut words that carry nothing and leave the facts.
The second is flattening the voice. Short writing can still have personality, so keep the occasional vivid image and the sentence that sounds like you.
The third is over-applying rules. A 28-word sentence that reads smoothly can stay. The guideline is a prompt to check, not a ban.
The takeaway
A plain English edit is seven small cuts, made one pass at a time: announcements, intensifiers, hidden verbs, doubled pairs, wordy lead-ins, overlong sentences and heading echoes. Apply them to your next draft, keep every fact, and read the result aloud before it goes out.
