Are your sentences unclear, repetitive, disconnected, or just plain awkward? Don’t lose hope just yet! Our sentence-rewriting techniques—like adjusting tone and simplifying words—can make them 100 times better.
Change the Tone
Tone affects word choice, sentence structure, and even how different audiences react to your text.
For instance, “The company reported a decrease in revenue due to inflation” has a formal tone. If you want a more informal version, you could say, “The company made less money because inflation went up.”
- Informal tone: Best for casual emails, blog posts, and even social media captions.
- Formal tone: Best for academic writing, research papers, reports, and professional communication.
Before (Formal Tone): “The implementation of effective communication strategies is essential for organizational success.”
After (Informal Tone): “Clear communication helps your team succeed.”
Tip: Tone consistency also matters. Switching between formal and casual language in the same piece can make your writing feel uneven or unprofessional.
First time rewriting your text’s tone? Give our “How to Rewrite Your Tone” guide a read.
Use Simpler Words
Scan your draft for jargon, abstract nouns, or long phrases, and replace them with straightforward alternatives. For example, instead of saying “commence,” just say “start.” And instead of “due to the fact that,” use “because.”
You can use a thesaurus to find alternatives, but make sure the replacement fits the sentence’s context and keeps the original meaning.
Before: “The organization must facilitate the implementation of strategic initiatives to optimize operational efficiency.”
After: “The company must carry out clear plans to improve how it works.”
Here’s a simple prompt that you can enter to ChatGPT and AI:
You are my editor. Your task is to scan the provided text for jargon, abstract nouns, and long phrases, and replace them with straightfoward alternatives.
For example, instead of "commence," use "start"
Constraint: Do not alter the original meaning of the provided text.
Here is my text:
[insert your text] Alter the Sentence Structure
Sentence structure helps maintain clarity and flow. So if your text feels stiff or repetitive, the first thing you should do is adjust the structure before changing any words.
You can start by identifying the subject, verb, and object. Then, rearrange these elements based on what you want to emphasize or highlight for readers.
Tip: You can use verbals to vary your sentences’ structure.
Before: “The committee conducted an evaluation of the proposal and made a final decision after several discussions.”
After: “After several discussions, the committee evaluated the proposal and made a final decision.”
Remove Redundant Words
Look for repeated ideas, filler phrases, or word pairs that mean the same thing. If you can remove a word and the sentence still makes sense, delete it. For example, “I already finished and completed the assignment.” Using both “finished” and “completed” is redundant.
Before: “She made the final decision after carefully thinking about it in her mind.”
After: “She made the decision after thinking it through.”
Avoid Repetition By Using Synonyms
Swapping in synonyms makes sentences sound more natural. It also shows that you have a strong vocabulary. Just make sure the new word fits the tone and meaning. And, no, you don’t need fancy words. Simple word swaps (like in our example below) can drastically improve flow and readability.
Before: “The project was important because it was an important step in my important career goals.”
After: “The project was essential because it was a crucial step toward my long-term career goals.”
Tip: Avoid overusing synonyms just to sound fancy.
Cut the Fluff
Long explanations only make your reader work harder. So, if your sentence circles around the idea instead of landing on it, you can trim it.
Before: “Due to the fact that many individuals often find themselves in situations where they are extremely busy and pressed for time, it is absolutely essential and very important to communicate your main point in a way that is clear, direct, and easy to understand.”
After: “Since people are busy, get straight to the point.”
Use Indirect Quotation
Sometimes rewriting isn’t just about your own sentences—it’s also about how you present other people’s ideas. Indirect quotations allow you to restate someone else’s ideas in your own words. Not only does it give your writing a natural flow, but it also shows how well you understand the topic.
To create one, name the author, use a verb like explained, argued, or noted, and then paraphrase the main idea (while keeping the original message’s meaning intact, of course).
Before (Direct Quote): “Reading every day improves vocabulary and comprehension,” the researcher exclaimed.
After (Indirect Quote): The researcher explained that reading every day helps people understand texts better and learn new words.
Note: Citation is needed even for indirect quotations. Swapping the original text with synonyms is considered plagiarism.
Use Nominalisations When Appropriate
Nominalisation is about turning verbs or adjectives into nouns. Nominalisations can make writing sound more formal, help connect ideas, avoid repetition, and shift emphasis. But be careful, overusing it can make sentences less dynamic.
Before: The university is evaluating student services to identify areas for improvement.
After: The evaluation of student services will identify areas for improvement.
The latter version shifts the focus from the action (evaluating) to the result (the evaluation).
Make It More Descriptive
Want to make your sentences more engaging and impactful? Swap vague words for more specific vocabulary, or add modifiers and sensory details. This works especially well when telling a story or describing something.
Before: The room was messy.
After: Clothes were piled across the floor, empty cups sat on the desk, and the sharp smell of old pizza lingered in the air.
Here’s a simple prompt that you can use on ChatGPT:
You are my editor. Your task is to make the provided text more descriptive. When rewriting, please consider the following:
1. Swap vague words for more descriptive vocabulary.
2. Add modifiers.
3. Use sensorty details
Constraint: Do not alter the original meaning of the text.
Here is my text:
[insert your text] Switch to Active Voice
Want the easiest way to rewrite a sentence? Switch your sentences from passive voice to active voice. In the active voice, the subject performs the action rather than receiving it. This, in turn, removes unnecessary words, making your writing more direct and easier to read.
Before: The report was completed by the team.
After: The team completed the report.
Tip: Passive voice isn’t always wrong.
Break Up Run-On Sentences
Sometimes a sentence tries to carry too many complete ideas at once. That creates a run-on sentence, which happens when you have two (or more) independent clauses joined incorrectly or without proper punctuation.
When readers hit a run-on sentence, they have to stop and mentally separate the ideas themselves, which interrupts the flow of your writing. But rewriting the sentence by splitting the clauses or connecting them properly will make the message clearer and easier to read.
You can fix run-ons in several ways:
- Add a period to create two sentences
- Use a semicolon
- Use a comma and a coordinating conjunction to combine clauses
Each option helps organize your ideas so the reader can follow them without confusion.
Before: The professor lectured students took notes.
After: The professor lectured, and students took notes.
You can transform ChatGPT into a run-on sentence checker by using this prompt.
You are an editor. Your task is to identify and correct run-on sentences in the provided text. When fixing run-on sentences consider the following:
1. Adding a period.
2. Using a semicolon.
3. Using a comma and a coordinating conjunction.
Here is my text :
[insert your text]Final Thoughts
That’s it! Rewriting sentences is one of the quickest ways to improve your writing. Remember, even small adjustments, such as using the active voice or breaking up run-ons, can significantly alter the impact of your message.