Editing for Clarity

The Editing Mindset

In the previous lesson, we explored structure that works. Now let’s build on that foundation. Writing is rewriting.

Your first draft exists to get ideas down. Editing transforms those rough ideas into clear communication.

Most people skip this step. They write once and send. Their writing suffers for it.

Why Cutting Makes Writing Better

Every unnecessary word:

• Dilutes your message
• Wastes your reader’s time
• Makes you look less confident
• Hides your actual point

Shorter isn’t always better, but tighter is. You want every word to earn its place.

Words to Cut

Filler words (add nothing):

• Very, really, just, actually
• Basically, essentially, simply
• Kind of, sort of, somewhat
• Literally (when not literal)
• Perhaps, maybe (when you’re not uncertain)

Before: “I just wanted to basically follow up on what we sort of discussed.” After: “Following up on our discussion.”

Redundancies (saying the same thing twice):

• “Past history” → “history”
• “End result” → “result”
• “Free gift” → “gift”
• “Advance planning” → “planning”
• “Close proximity” → “close” or “proximity”

Weak intensifiers (sound strong, mean little):

• “Very unique” → “unique” (it either is or isn’t)
• “Completely finished” → “finished”
• “Totally agree” → “agree”

AI-Assisted Editing

Basic clarity check:

AI: "Edit this for clarity and concision.

[Paste your text]

Specifically:
1. Remove unnecessary words
2. Simplify complex sentences
3. Eliminate redundancies
4. Keep my voice and meaning intact"

Aggressive cutting:

AI: "Make this 30% shorter without losing meaning.

[Paste your text]

Cut ruthlessly. Show me what can go."

Sentence-level improvement:

AI: "Improve these sentences:

[Paste 3-5 sentences]

For each, show me:
- The original
- What's wrong with it
- A cleaner version"

The Editing Passes

Don’t edit everything at once. Do multiple passes, focusing on one thing each time:

Pass 1: Cut filler words Read through, delete every “very,” “just,” “really,” “basically.”

Pass 2: Simplify sentences Break up run-ons. Cut unnecessary clauses. One idea per sentence.

Pass 3: Strengthen verbs Replace weak verbs with strong ones. “Make a decision” → “Decide.”

Pass 4: Read aloud Anything you stumble over needs work. Anything that sounds awkward is awkward.

Weak Verbs to Strong Verbs

Weak verb patterns to fix:

Also watch for: “is,” “are,” “was,” “were” when a stronger verb exists.

“The report is a summary of…” → “The report summarizes…”

The Passive Voice Problem

Passive voice hides who did what:

“Mistakes were made.” (By whom?) “The decision was reached.” (By whom?) “It was decided that…” (By whom?)

Active is usually clearer:

“We made mistakes.” “The committee decided.” “I decided.”

Use passive when:

• The actor is unknown or unimportant
• You deliberately want to soften blame
• The focus should be on the action, not the actor

Quick check: Before moving on, can you recall the key concept we just covered? Try to explain it in your own words before continuing.

But default to active. It’s clearer, shorter, and more direct.

Sentence Length

Vary your sentence length.

Long sentences are fine. But if every sentence is long, readers lose track. Short sentences create punch. They add rhythm. Mix them.

Warning signs:

• Multiple “and"s in one sentence
• More than one comma splice
• You run out of breath reading it aloud

Fix: Break it up. One idea per sentence.

The Read-Aloud Test

Your most powerful editing tool: your ears.

Read your writing aloud. You’ll hear:

• Awkward phrasing
• Sentences that are too long
• Repeated words or sounds
• Missing transitions
• Places where you’d naturally pause

If you stumble, your reader will too. Fix whatever tripped you.

Editing Checklist

Before sending, check:

• Does the first sentence state the main point?
• Can I cut 10% of the words?
• Are there filler words to remove? (Very, just, basically)
• Are there weak verbs to strengthen?
• Is anything in passive voice that should be active?
• Have I read it aloud?
• Would a busy reader get the point from a 10-second scan?

Exercise: Edit a Paragraph

Take this bloated paragraph and cut it in half:

“I just wanted to reach out to you to basically let you know that after having given considerable thought to the matter and conducting a thorough analysis of the various options available to us, we have ultimately arrived at the decision to move forward with the implementation of the new system that we had discussed previously in our last meeting, and I think this is really going to be a very significant improvement that will hopefully help us to achieve better results going forward.”

Key Takeaways

• Editing is where writing becomes clear; don’t skip it
• Cut filler words first: very, just, really, basically, kind of
• Eliminate redundancies: past history → history
• Strengthen weak verbs: “make a decision” → “decide”
• Default to active voice; passive hides responsibility
• Vary sentence length for rhythm
• Read aloud—your ears catch what your eyes miss
• Do multiple editing passes, each focused on one thing

Next: Adapting your writing style for different audiences.

Up next: In the next lesson, we’ll dive into Adapting Your Style.