Writing guide · 9 min read
How to write clearly: 8 rules editors use (with examples)
Most people were never taught to write clearly. We were taught to sound smart — long words, long sentences, a passive verb here and there to seem objective. The result is prose that is hard to read and easy to ignore. The good news: clear writing is not a talent. It is a small set of rules you can apply on any draft, in any language register. Here are the eight that professional editors lean on most — each with a before/after you can copy.
1. Cut the nominalizations
A nominalization is a verb turned into a noun: decide becomes make a decision, investigate becomes conduct an investigation. They pile up abstract nouns and bury the action. Joseph Williams, in Style: Lessons in Clarity and Grace, calls freeing those buried verbs the single highest-leverage edit in English.
Before
The implementation of the new policy resulted in a reduction of complaints.
After
After we implemented the new policy, complaints dropped.
2. Close the gap between subject and verb
Readers hold the subject of a sentence in working memory until they reach the verb. Stuff a long clause between them and they have to re-read. Gopen and Swan documented this in The Science of Scientific Writing. The fix: move the interruption to the start or the end.
Before
The proposal, which had been reviewed by three departments over several weeks, was approved.
After
Three departments reviewed the proposal over several weeks. It was approved.
3. Old information before new (cohesion)
Paragraphs feel connected when each sentence begins with something the reader already knows and ends with the new idea — the “stress position”. Begin with new information and the text feels choppy and disjointed, even when every sentence is grammatically correct.
Before
A new dashboard was the outcome. Users had asked for clearer metrics for months.
After
For months, users asked for clearer metrics. The outcome was a new dashboard.
4. Name the actor (use active voice when it matters)
Passive voice has its uses, but actorless passive — “mistakes were made” — hides who did what. When the doer matters, put them in the subject slot. Your writing becomes accountable and direct.
Before
It was decided that the launch would be postponed.
After
The product team postponed the launch.
5. Omit needless words
Strunk and White’s most famous rule still holds. Phrases like in order to, due to the fact that, and at this point in time can be cut or shortened with zero loss of meaning. Lean prose reads as confident prose.
Before
In order to be able to proceed, we will need to first obtain approval.
After
To proceed, we need approval.
6. Prefer one strong verb
A weak verb propping up an abstract noun is weaker than a single precise verb. Provides a summary of → summarizes. Has a dependency on → depends on. The sentence gets shorter and hits harder.
Before
This module provides support for and has a dependency on the auth service.
After
This module supports and depends on the auth service.
7. Cut the throat-clearing
Metadiscourse is writing about your writing: it is important to note that, I think that, basically, as a matter of fact. It delays the point. Delete it and start with what you actually mean.
Before
It is important to note that, basically, the deadline is Friday.
After
The deadline is Friday.
8. Break the sprawl
A sentence that stacks three ideas with and … which … that … exhausts the reader. Split it so each sentence makes one clear point. Short sentences are not simplistic; they are merciful.
Before
We shipped the feature and it was well received which led to more signups that the sales team then followed up on.
After
We shipped the feature and it was well received. Signups rose. The sales team followed up on them.
Turn the rules into a habit
Reading rules is easy; applying them under deadline is hard. That is exactly the gap ClearDraft closes. Paste any draft and it applies these eight principles, shows you a before/after for every change, and names the rule behind it — so the next draft needs fewer edits. You get a cleaner piece today and a sharper instinct over time.
Sources: Williams & Bizup, Style: Lessons in Clarity and Grace; Gopen & Swan, The Science of Scientific Writing; Strunk & White, The Elements of Style.