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How to Reduce Word Count in Writing: 15 Tips to Shorten Your Content

 

Are you struggling to cut down an overlong piece of writing? Do you habitually exceed word count limits? While high-quality content requires depth and detail, there are times when brevity is best.

Read on for 15 techniques to shorten your writing by reducing word count without sacrificing quality.

Use Shortened Words

One of the easiest ways to reduce word count is to use shortened versions of common words. For example:

• Use "ad" instead of "advertisement"
• Use "app" instead of "application"
• Use "bike" instead of "bicycle"
• Use "doc" instead of "doctor"
• Use "exam" instead of "examination"
• Use "gym" instead of "gymnasium"
• Use "lab" instead of "laboratory"
• Use "memo" instead of "memorandum"
• Use "pic" instead of "picture"
• Use "plane" instead of "airplane"
• Use "repo" instead of "report"
• Use "uni" instead of "university"

Keep an eye out for opportunities to substitute long words with their shortened forms. Just be sure they fit the context and tone of your writing.

Use Abbreviations and Acronyms

Abbreviations and acronyms provide another effective shortcut to cut down word count. For example:

• Use "ASAP" instead of "as soon as possible"
• Use "DIY" instead of "do it yourself"
• Use "ETA" instead of "estimated time of arrival"
• Use "FYI" instead of "for your information"
• Use "NATO" instead of "North Atlantic Treaty Organization"
• Use "SCUBA" instead of "self-contained underwater breathing apparatus"
• Use "SMS" instead of "short message service"
• Use "SUV" instead of "sport utility vehicle"

Keep a running list of common abbreviations and acronyms specific to your industry that you can use to concisely replace wordy phrases.

Shorten Commonly Used Phrases

Certain phrases and expressions tend to use more words than necessary. Here are some ways to shorten common phrases without changing the meaning:

• Use "at present" instead of "at the present time"
• Use "due to" instead of "owing to the fact that"
• Use "finish" instead of "bring to completion"
• Use "help" instead of "be of assistance to"
• Use "make use of" instead of "make utilization of"
• Use "months ago" instead of "months prior to the current time"
• Use "start" instead of "commence the process of"
• Use "unexpected" instead of "not able to be predicted"

Get in the habit of watching out for verbose phrases that can easily be shortened. However, don't sacrifice clarity.

Convert Sentences to Phrases

 

You can sometimes reduce word count substantially by converting full sentences into phrases. For example:

• Original sentence: I am going to the park this afternoon.
• Revised phrase: Going to the park this afternoon.
• Original sentence: She is a doctor who cares deeply about her patients.
• Revised phrase: A doctor who deeply cares for patients.

Examine your writing for any sentences that could become concise phrases without losing meaning. Just ensure the revised version is still grammatically correct and makes sense in the context of the surrounding text.

Remove Unnecessary "To Be" Verbs

The excessive use of forms of the verb "to be" like is, are, was, were, will be, and has been can add unnecessary words. Scan for sentences where you can eliminate these filler verbs while retaining the core meaning:

• Original: My boss is always going to meetings throughout the workday.
• Revised: My boss always goes to meetings throughout the workday.
• Original: Public transportation has been an important service in cities for decades.
• Revised: Public transportation remained an important service in cities for decades.

While some use of "to be" verbs serves an important purpose, cutting back on overuse can reduce word count.

Delete Redundancies

Redundancy refers to needless repetition of the same information using different phrasing. Eliminating redundancies is one of the most effective ways to reduce word count. Watch out for redundant phrases like:

• Unexpected surprise
• Predicted forecast
• Specific details
• Serious crisis
• Disastrous catastrophe

Also, look for redundant use of adjectives and adverbs:

Original: Mary quickly ran very fast to the store.
Revised: Mary quickly ran to the store.

Avoid repetitious statements that do not add any meaningful information. Be ruthless in striking redundancies.

Remove Excess Adjectives and Adverbs

Adjectives and adverbs can bloat writing unnecessarily. While some are useful for vivid descriptions, excessive use just inflates word count.

For example, instead of "The intensely bright huge yellow sun shone down intensely on the arid desert," you could write "The bright sun shone down on the arid desert."

Review each descriptive word and ask yourself if it’s adding something unique or just padding. Cut out any that are not necessary.

Shorten Rambling Sentences

Long run-on sentences can quickly drive up word count. Look for opportunities to shorten convoluted sentences into two or even three separate shorter sentences:

Original: As Jake was walking to the store on Tuesday morning, the bright sun was shining and birds were singing after the weekend's rainstorms had finally come to an end over the past night.
Revised: Jake was walking to the store on Tuesday morning. The bright sun was shining and birds were singing. The weekend's rainstorms had finally ended the previous night.

Breaking down long-winded sentences forces you to trim away excess verbiage.

Replace Long-Winded Phrases

 

Some phrases tend to use more words than necessary. Whenever you spot the following expressions, consider rephrasing more concisely:

• At this point in time -> now
• During the course of -> while
• For the purpose of -> for
• In light of the fact -> since
• In the event that -> if
• Until such time as -> until

Get familiar with commonly bloated phrases and practice rewording them clearly and succinctly. Your word count will decrease over time.

Remove Extra "That" Phrases

The word "that" is often unnecessary and can be removed with no change in meaning. For example:

• The report showed that most respondents were unhappy. -> The report showed most respondents were unhappy.
• The CEO announced that the company would be restructuring. -> The CEO announced the company would be restructuring.

Scan for removable "that" phrases to trim sentences down.

Delete Unnecessary "In Order To" Phrases

Similarly, the phrase "in order to" can often be deleted without altering the meaning:

• The scientists conducted more tests in order to validate their hypothesis. -> The scientists conducted more tests to validate their hypothesis.
• I went to the pharmacy in order to pick up my prescription. -> I went to the pharmacy to pick up my prescription.

Keep an eye out for "in order to" phrases that can be removed.

Replace Passive Voice With Active Voice

Passive voice constructions require more words than active voice. For example:

• The report was written by the intern. (passive)
• The intern wrote the report. (active)

Prioritize active voice sentences where the subject performs the action to convey the same information with fewer words.

Remove Excess Filler Words

Filler words like "basically," "quite," "rather," "just," "very," and "really" contribute little meaning. Eliminating these space fillers trims unnecessary wordiness. For example:

• He was just very tired after the long flight. -> He was tired after the long flight.
• The proposal was quite complex and detailed. -> The proposal was complex and detailed.

Review your writing and delete filler words that do not add value.

Shorten Reference Words

 

Shortening how you refer to something previously mentioned in the text also can reduce word count. For example:

• The organization -> it
• Mobile applications -> apps
• Artificial intelligence -> AI
• Customer service representatives -> reps

Once you initially introduce a concept, use shortened reference words thereafter.

Combine Sentences

Look for opportunities to combine related sentences using commas, semicolons, conjunctions, and other punctuation:

Original: Feedback is important. It helps us improve.
Combined: Feedback is important, as it helps us improve.
Original: The weather was dreary. We decided to stay home as a result.
Combined: The weather was dreary; we decided to stay home as a result.

Blending sentences often trim redundant words. But take care not to create lengthy run-on sentences.

 

Proofread and Tighten

After shortening your draft with the tips above, always proofread closely while looking for additional areas to tighten. Some questions to ask:

• Are there any remaining redundancies or repetitions that could be removed?
• Are there filler words or vague phrases that could be deleted?
• Are there opportunities to simplify or combine sentences?
• Can I remove adverbs or adjectives that don’t serve a purpose?
• Can I shorten any awkward phrasing?

Careful proofing will reveal phrases you can condense or cut to lower word count further.

 

FAQs About Reducing Word Count

1. Should I worry about going under a specified word count limit?

A) It’s usually fine to come in below a word count as long as you have adequately covered the topic. Concise writing is often more effective.

2. What's the best resource for shortened words and abbreviations?

A) Online abbreviation dictionaries like TheFreeDictionary.com provide expansive lists of common shortened words and acronyms.

3. Is it okay to use contractions like "can't" and "won't" in formal writing?

A) It’s generally fine to use contractions in moderation in most types of writing, including formal, academic, and professional contexts.

4. Should I cut down on adverbs or adjectives first when shortening sentences?

A) It's best to evaluate sentence by sentence. Sometimes adverbs are more critical than adjectives, so consider importance rather than just word type.

5. How can I avoid shortening my writing too much?

A) Periodically step back and evaluate whether you have shortened text so far that it compromises clarity or meaning. Check for unintended changes in tone as well.

6. What percentage of my first draft should I aim to cut during editing?

A) The general guideline is to reduce writing by 10-15% from the initial draft phase. However, the exact right amount to trim will vary for each writing project.

 

Conclusion

Reducing word count may seem like a daunting task, but with the right techniques, it can actually strengthen your writing. Following the advice in this article, you now have 15 proven methods to trim excess wording from any piece of writing without losing quality. 

Use shortcuts like abbreviations, deleting redundancies, streamlining sentences, and tightening language. Prioritize clarity and conciseness in your revisions. With practice, you will hone your skills at cutting content down to its most succinct essence. Mastering word count reduction will make you a better, more effective writer.