A PRACTICAL LANGUAGE GUIDE
Write plainly without losing meaning
Put the reader’s task first, replace unnecessary wording and preserve important conditions.
Lead with what the reader needs
Identify the reader and their next action. A customer needs different context from a teammate who knows the project. Put the main point first, then add the reason and supporting detail. Plain language is useful organization, not merely shorter words.
Instead of describing internal discussions, write, “Please choose a delivery date by Friday.” Add the available dates and restrictions. If no action is required, say so. Give enough information to understand the message without reconstructing your process.
Replace padding, not precise terms
Look for phrases that add length without adding meaning. “In order to” can often become “to”; “prior to” can become “before.” The local sentence simplifier replaces a small list of English phrases like these. It does not understand every sentence, and unchanged output is sometimes the right result.
Keep technical terms when they are necessary, then explain them for your audience. Do not replace a contractual condition with a casual approximation. “Payment is due within 30 days of receipt” contains information that “Pay soon” loses. Prefer the shortest wording that preserves the reader’s actual obligations.
Make instructions easy to follow
Use direct verbs and name the actor when it matters: “The coordinator will confirm your booking” is clearer than “Confirmation will be undertaken.” Group related information under descriptive headings. For a sequence, use a numbered list and keep each step focused on one action the reader can complete.
Test an instruction with a concrete example. “Upload the signed PDF, then select Submit” tells the reader more than “Complete the required process.” Keep warnings beside the relevant step. Shortening a passage by deleting its exceptions can make it misleading, even if the word count looks better.
Compare every revision with the source
Read your revision alongside the original. Check dates, amounts, negation and words such as “may,” “must” and “unless.” A local summary selects original sentences; it can omit a qualification elsewhere in the passage. Use it to orient yourself, not to replace checking the complete source.
Optional AI rewriting, paraphrasing and tone changes need a configured provider and consent to transmit text. Outputs can alter facts or introduce details. Local email drafts are templates, not intelligent replies. Review the result, replace placeholders and cite borrowed ideas; different wording does not remove the need for attribution.