“I would have written a shorter letter, but I didn’t have the time.” This quote, attributed to various writers over the centuries, captures a truth: concise writing is harder than verbose writing. It requires you to actually think about what you’re saying.

Why Conciseness Matters

People skim

Studies consistently show that people read about 20-28% of text on web pages. The longer your message, the smaller the percentage anyone reads. A 500-word email means 400 words are wasted.

Clarity follows brevity

Bloated writing often hides unclear thinking. When you force yourself to say something in fewer words, you’re forced to understand it better. “I think we should probably consider maybe looking into this option” becomes “Let’s try this.” The second version is not only shorter, it’s clearer about what you actually mean.

It respects the reader

Every unnecessary word is a tax on the reader’s attention. In professional contexts, the people reading your writing are busy. Concise communication signals competence and respect.

The Most Common Sources of Bloat

1. Filler phrases

  • “In order to” = “to”
  • “Due to the fact that” = “because”
  • “At this point in time” = “now”
  • “In the event that” = “if”
  • “It is important to note that” = (just state the thing)
  • “Basically” = (delete)

2. Redundancies

  • “Past history” = “history”
  • “Future plans” = “plans”
  • “Completely eliminate” = “eliminate”
  • “Close proximity” = “nearby”
  • “Each and every” = “each” or “every”

3. Weasel words

  • “Fairly,” “somewhat,” “rather,” “quite,” “relatively”
  • These words hedge without adding information. Either commit to a claim or don’t make it.

4. Passive voice (when unjustified)

  • “The report was written by the team” = “The team wrote the report”
  • Passive voice has valid uses (when the actor is unknown or unimportant), but it’s often used to sound formal while adding words.

5. Throat-clearing

The first paragraph of many emails and documents is pure warm-up. The writer is finding their point. Delete it and start with the point itself.

The Editing Process

Step 1: Write freely

Get everything out. Don’t self-edit during the first draft. Let it be messy and long.

Step 2: Find the core message

What’s the one thing you’re trying to say? Write it in one sentence. That’s your anchor.

Step 3: Cut ruthlessly

Read every sentence and ask: “Does this advance the core message?” If not, delete it. Read every word and ask: “Does this add meaning?” If not, delete it.

Step 4: Read aloud

Your ear catches bloat your eye misses. If you run out of breath mid-sentence, the sentence is too long.

Practical Targets

  • Emails: If it’s over 5 sentences, most people won’t read the whole thing. Lead with the ask.
  • Slack messages: If it needs more than 3 lines, it probably needs a document or a call instead.
  • Documents: Aim to cut 20-30% on your first editing pass. You’ll be surprised how much can go.
  • Subject lines and titles: Under 10 words. Front-load the key information.

The Test

Take something you wrote recently. Count the words. Now try to cut 30% without losing any information. If you can do it (you almost certainly can), the original was 30% bloat.

Concise writing isn’t about being terse or cold. It’s about making every word earn its place.