Cut to be concise without losing information
The question is not how much to cut, but what to cut.
Cut until each remaining sentence carries a clear purpose. Delete any sentence where the message does not weaken; that sentence should go. But do not delete evidence and context, as without it, the reader cannot make informed decisions.
- cut introductory phrases and repetitive segments
- moving details to an appendix instead of removing them
- retain the evidence the reader needs to make a decision
- Cut to the point of losing evidence.
- hold onto everything out of fear of scarcity
Conciseness does not mean being short at all costs. What needs to be removed is unnecessary words, not information. These two tasks are completely different, and confusing them is the reason many documents become empty and lack impact after being "edited for brevity."
Distinguish between superfluous text and essential information
Redundant text is what repeats ideas already stated, expresses in a roundabout way what could be said directly, or takes on a polite, formal form that adds no meaning. Essential information is what the reader needs to understand the reasoning behind a recommendation and make decisions without needing further explanation.
Principles of practice from Federal Plain Language Guidelines challenge every word: what is this word doing, if removed, does the sentence become weaker? If not weaker, remove it. If weaker, keep it.
Three types of content and different approaches
Cut harshly, without regret: The opening sentence leads into the topic but does not say anything about the reader. The section repeats the idea just presented in the previous point. Polite phrases at the beginning and end of the page. Filler phrases like "It can be seen that," "As mentioned above," "Generally speaking."
Moving to an appendix, not deleting entirely: Detailed data and methods that only part of the readers need to verify. Lengthy evidence while the main part only needs a conclusion. Background context that readers can look up separately if desired.
Keep it in the main section: Evidence supporting the recommendation. The context that, without it, the reader may not understand why that decision is correct. Numbers or specific examples make the abstract message tangible.
Readers scan, not read every word.
Nielsen Norman Group notes that online readers and lengthy documents often skim first, reading deeply later if they find it relevant. The longer the sentence, the denser the paragraph, the higher the chance of being overlooked. This does not mean writing very short but rather writing so that the most important parts stand out immediately when the reader skims, not buried in a dense paragraph.
Practical application: place conclusions or recommendations at the beginning of the paragraph, with supporting details following. This is known as pyramid writing, where the most important information is at the top, with additional details descending.
Each layer in the tower can only exist if it supports the layer above. The part that does not support the main point is what should be cut or moved elsewhere.
Barbara Minto, The Pyramid Principle
Common mistakes when cutting
- Cut to appear neat by removing the shortest sentences, while those short sentences carry the core evidence.
- Keep everything out of fear of shortage, turning documents into a dumping ground for information without prioritization.
- Confusing important details with verbosity, deleting both in a hasty edit.
- Not relocating but just deleting: items not included in the main section can still exist in the appendix; deleting them entirely removes the reference for readers wanting to verify.
Sinh Vũ's viewpoint
When Sinh Vũ refines content for brand documents, the first task is to rewrite the opening sentence of each page, as that is often the longest and the deciding factor for whether the reader continues. The second task is to read each paragraph and ask: does this paragraph serve the main message of the page? If not, where does it belong, in the appendix or the trash?
What Sinh Vũ retains is what creates the right directional decisions for the reader, not just what makes the documents look full or what reassures the writer that they have said enough. These two things are not the same.
Decision checklist
Topic: How far to cut the lengthy parts to avoid losing information. Sinh Vũ Handbook, sinhvu.com
Select each item you find appropriate, then print or save as PDF to take with you.
If you have marked most of the signs above, this is the time to discuss in more detail. Sinh Vũ can help you review and propose a direction.
References
plainlanguage.gov, Federal Plain Language Guidelines. Nielsen Norman Group, Concise, Scannable, and Objective. Barbara Minto, The Pyramid Principle.
Frequently asked questions
The opening sentence is long, but I'm afraid of losing context. What should I do?
A convoluted opening sentence is the first candidate for strong cuts. The truly necessary context is what helps the reader understand why this page is relevant to them. If the opening sentence only leads into the topic without conveying that, then remove it and place the main message upfront.
Should detailed data and methods be included in the main section?
Not necessarily. Detailed data and methods that only a few readers need should be moved to an appendix instead of being completely removed. The main section should still provide enough information for readers to make quick decisions, while those who want to delve deeper can find additional resources.
How can you tell if you have cut too much?
The clearest sign is when documents appear empty and unconvincing, and the reader has to ask for clarification to understand the reasoning behind a recommendation. If someone finishes reading and cannot make a decision without you sitting beside them to explain, then the evidence and context have been cut too much.