Clarity and Concision: Writing to Be Understood Fast

Once the structure is in place, the work happens at the level of the sentence and the word. Clarity isn't a gift: it's a series of technical choices anyone can learn. This chapter gathers the highest-return levers.

Concision: cut without losing meaning

The test for concision is simple: can this word be removed without changing the meaning? If so, remove it. Most professional writing can be shortened by 30 to 50% without losing anything.

"If I had had more time, I would have written you a shorter letter." — attributed to Blaise Pascal

This sentence captures a counterintuitive truth: concision takes more work than length. The first draft is always too long; the effort lies in rewriting.

Active voice rather than passive

The active voice is shorter, more direct, and clearly identifies who does what.

• Passive (vague): "A decision will be made regarding the budget." (By whom? When?)
• Active (clear): "The committee will decide the budget on Friday."

One idea per sentence, short sentences

Long sentences tire and lose the reader. Aim for an average of 15 to 20 words per sentence, and one idea per sentence. If a sentence contains two "and"s or three commas, split it.

The right word: concrete rather than abstract

Jargon and abstractions give a false impression of seriousness but blur the meaning. Prefer the concrete.

Making text scannable

Beyond words, formatting guides the eye:

• short paragraphs (2-4 lines);
• bold on the 2-3 crucial pieces of information (dates, actions, amounts) — but sparingly: bolding everything is the same as bolding nothing;
• lists when enumerating items or steps;
• one action per message, clearly identifiable.

flowchart LR
    A[First draft<br/>too long, passive, vague] --> B[Cut unnecessary words]
    B --> C[Switch to active voice]
    C --> D[Concrete rather than abstract]
    D --> E[Format: bold, lists,<br/>short paragraphs]
    E --> F[Clear, fast-to-read message]

Practical exercise

Take a paragraph you wrote recently and apply the "concision cure": (1) delete every non-essential word, (2) turn passive constructions into active ones, (3) replace one abstraction with a concrete term. Count the words before/after — the goal is at least -30%.

Summary

Clarity rests on technical choices: concision (remove every superfluous word; the first draft is always too long), active voice (who does what), short sentences (15-20 words, one idea each), and concrete vocabulary rather than abstract jargon. Formatting — short paragraphs, targeted bold, lists — finally makes text scannable. Writing well is mostly rewriting by cutting.