What concise really means
Concise writing is not the same as short writing. A concise message uses only as many words as the reader needs to understand it and act. A short message that omits the deadline, the reason or the attachment is not concise, just incomplete; it creates extra emails.
The goal is to remove words that carry nothing: padding, repetition, empty openers, stacked qualifiers. What remains should be specific and easy to follow. Doing this well is a mark of respect for the reader’s time, and it usually helps your credibility.
Start with the point
Concision begins before the first sentence. If you are unsure what you want to say, the draft will be full of throat-clearing. Take a moment to write down the one thing the reader should know or do. Then draft toward that. If you have an outline, you can usually see which parts of the message earn their place. Putting the point at the front, as in good message structure, also makes the rest easier to trim.
Cut common types of filler
Empty openers
Many messages begin with phrases that add no information:
- “I just wanted to reach out to let you know that…” becomes “Our meeting has moved to Thursday.”
- “I am writing in regard to…” can often be dropped altogether, since the subject line and first sentence show the topic.
A brief greeting is fine and polite. It is the long preamble that costs the reader time.
Wordy phrases with short equivalents
| Wordy | Shorter |
|---|---|
| in order to | to |
| due to the fact that | because |
| at this point in time | now |
| in the event that | if |
| a large number of | many |
| make a decision | decide |
| is able to | can |
| prior to | before |
These are typical swaps. Check each in context, since occasionally the longer phrase fits better.
Nominalizations
A nominalization turns a verb into a noun, which adds words and drains energy. “We conducted an analysis of the data” is weaker than “We analyzed the data.” “The implementation of the new process was completed by the team” becomes “The team implemented the new process.”
Hedges and intensifiers
Words such as “very,” “really,” “quite,” “somewhat,” “just,” “perhaps” and “I think” are sometimes useful, but they accumulate. A little hedging suits uncertain claims, and honesty matters more than brevity there. But if you are confident, say it directly. If you are not, say specifically what is uncertain.
Repetition
Look for the same idea stated twice in different words: “past history,” “future plans,” “each and every,” “end result.” Keep one.
Shorten sentences
Long sentences are not always wrong, but they are easier to get lost in. Some approaches:
- Split at natural joints. If a sentence contains “and,” “which” or “but,” ask whether it holds two separate ideas.
- Keep subject and verb near the front. “The committee, after reviewing the many submissions that arrived during the last quarter, decided…” is hard to follow. “After reviewing the submissions from last quarter, the committee decided…” is easier.
- Use active voice when you want to show who did what. “The team approved the budget” is shorter and clearer than “The budget was approved by the team.” Passive voice is still useful when the actor is unknown or unimportant.
- Vary length. A run of identical short sentences sounds choppy. The aim is clarity, not minimum length.
Choose specific, plain words
Vague words force the reader to guess. Compare “We saw a significant improvement” with “Response time fell from about eight seconds to three,” if you have those figures. If you do not have a number, avoid inventing one. Specificity also means choosing concrete verbs and nouns over abstract ones.
Ordinary words are generally faster to read than formal ones: “use” rather than “utilize,” “help” rather than “facilitate.” Complex subjects may still need technical vocabulary; the principles in plain language cover how to handle that.
A before-and-after example
Before (78 words): “I hope this email finds you well. I am writing to you today in order to inform you of the fact that, due to unforeseen circumstances, the meeting that was previously scheduled to take place on Tuesday afternoon will now need to be rescheduled to a later date. Please let me know at your earliest convenience what times might be possible for you.”
After (33 words): “Hi Dana, I need to move Tuesday’s meeting because of a conflict. Could you send me two or three times that suit you on Wednesday or Thursday?”
The second version adds a small piece of useful information (a proposed window) while dropping about half the words. Notice that it is also warmer, since it sounds like a person.
Don’t cut too far
Over-trimming is a real risk. Watch for these signs:
- Dropped context: The reader has to ask what you mean.
- Telegraphic style: Missing articles and connecting words can seem curt and sometimes rude.
- Lost courtesy: A “please” or “thanks” is not filler. Tone matters, as discussed in professional tone.
- Lost nuance: Some qualifications are the point. If a result is preliminary, say so.
When cutting, ask of each word or sentence: would the reader miss it? If not, delete it.
A quick routine
- Draft without worrying about length.
- Delete the first sentence, and see whether the message still works.
- Search for the filler words and phrases above.
- Convert noun phrases back to verbs.
- Read aloud; shorten anything that makes you run out of breath.
- Check that the deadline, the request and the necessary details are still there.
With practice, you will start writing leaner first drafts, and editing becomes quicker.