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My first job out of university was in a government office where I learned to write sentences like “In the event of non-compliance, we would appreciate your immediate action in accordance with departmental protocol.” Five years later, a boss pulled me aside and said, “Nobody understands what you just wrote. Say ‘If you don’t comply, we need you to act now.'” That single conversation changed how I communicate. The difference between those two sentences isn’t sophistication — it’s clarity. This guide contains 60+ substitutions you can use to strip away wordy language and sound more direct, professional, and genuinely confident.
Plain language isn’t dumbing down. It’s respecting your reader’s time. When you replace “In the near future” with “Soon”, you’re not losing meaning — you’re delivering it faster. Native speakers, especially in fast-moving industries like tech and marketing, prize clarity over ceremony. Learning these substitutions will make your writing tighter in emails, reports, and any professional communication.
Key Takeaways
- Wordy phrases hide meaning — “In the event that” = “If”. Longer isn’t more professional.
- Plain language saves time — readers grasp meaning 20% faster when sentences are direct.
- Prepositions are often guilty — watch for “in”, “of”, “regarding”, “pertaining to” introducing wordy phrases.
- Passive voice adds clutter — “It is requested” = “Please”. Active voice is clearer.
- Use the short version first — only switch to formal language if your audience requires it (very formal legal docs).
Wordy Conditional & Causal Phrases
These phrases introduce conditions or reasons. The wordy versions add unnecessary words that slow down comprehension:
| Wordy version | Plain-language replacement | Register shift |
|---|---|---|
| If at all possible | If possible | Removes empty qualifier |
| In the event of / In the event that | If | Cuts 4 words to 1 |
| In the absence of | Without | Direct substitution |
| In as much as / Inasmuch as | Since / Because | Simple causal link |
| In the case of / In case of | If / In case | More concise |
| In view of / In view of the fact that | Since / Because | Clearer reason statement |
| In light of the fact that | Because | Direct reason |
| In consideration of the fact | Because | Direct reason |
Example:
✗ Wordy: “In the event that the system fails, in accordance with protocol, we request immediate notification.”
✓ Plain: “If the system fails, please notify us immediately.”
Watch for: Any phrase starting with “In the…” — it’s almost always wordier than necessary. Replace with a simple preposition or conjunction.
Wordy Reference & Connection Phrases
These phrases reference other information or create links between ideas:
| Wordy phrase | Plain replacement | Example usage |
|---|---|---|
| In accordance with | By / Following / Per / Under | “Per company policy” (not “in accordance with company policy”) |
| In connection with | With / About / Concerning | “Questions about the project” (not “in connection with the project”) |
| In regard to / In reference to | About / Concerning / On | “About your proposal” (not “in regard to your proposal”) |
| In the matter of | About | “About the invoice” (not “in the matter of the invoice”) |
| With respect to / Regarding | About / Concerning | “Concerning the timeline” is simpler |
| In relation to | About / To | “Related to your request” (not “in relation to”) |
Wordy Time & Frequency Phrases
Time references are especially prone to wordiness. Here’s how to cut them down:
| Wordy version | Plain replacement |
|---|---|
| In a timely manner | On time / Promptly |
| In the near future | Soon / Shortly |
| In the course of | During / While |
| At this point in time | Now / Currently |
| In the first place | First |
| In many cases | Often |
| It is often the case that | Often |
| At the present time | Now |
Example:
✗ Wordy: “In the course of the project timeline, in many cases we found that progress was delayed in a timely manner.”
✓ Plain: “During the project, we often found delays.”
Wordy Quantity & Possession Phrases
Describing amounts and ownership shouldn’t require long phrases:
| Wordy phrase | Plain replacement |
|---|---|
| In excess of | More than |
| In short supply | Scarce |
| In possession of | Have |
| In the amount of | For |
| In the instance of | For |
Examples:
- ✗ “The team is in possession of new data in excess of 10,000 records.”
- ✓ “The team has more than 10,000 records.”
- ✗ “Raw materials are in short supply.”
- ✓ “Raw materials are scarce.”
Wordy Location & Proximity Phrases
| Wordy version | Plain replacement |
|---|---|
| In close proximity | Near / Close |
| In the vicinity of | Around / Near / Close to |
| In back of | Behind |
Wordy Abstract & Explanatory Phrases
These phrases introduce opinions, facts, or explanations — and they’re often over-elaborate:
| Wordy phrase | Plain replacement | Context |
|---|---|---|
| In other words | Or / That is | Restating a point |
| In such a manner as to | To | Explaining a goal |
| In terms of | In / Of | Describing what you’re measuring |
| It is clear that | Clearly | Making a conclusion |
| It is evident that | Evidently | Introducing obvious facts |
| It is obvious that | Obviously | Stating the obvious |
| It appears | Seems | Expressing uncertainty |
| It is my intention to | I will / I intend | Stating a goal |
| It is essential that | Must / Need to | Stating a requirement |
Examples:
✗ Wordy: “It is clear that, in terms of project success, it is essential that the team communicates in a timely manner.”
✓ Plain: “The team must communicate promptly for the project to succeed.”
Wordy Action & Ability Phrases
When describing what someone does or can do, avoid these wordy constructions:
| Wordy version | Plain replacement |
|---|---|
| Is authorized to | May / Can |
| Is responsible for | Handles / Must |
| Is unable to | Cannot |
| Is applicable to | Applies to |
Example:
✗ Wordy: “Employee X is authorized to make decisions in accordance with departmental protocol and is responsible for ensuring compliance.”
✓ Plain: “Employee X can make decisions and must ensure compliance.”
Wordy Request & Recommendation Phrases
These are especially common in formal writing, where they can be tightened significantly:
| Wordy phrase | Plain replacement | Register |
|---|---|---|
| It is requested | Please / We request | Much more direct |
| It is recommended | We recommend | Active voice is clearer |
| It will be necessary | Will need to / Must | Direct statement |
| I’d appreciate it if you would | Please | Shorter and still polite |
Examples:
✗ Wordy: “It is requested that you provide feedback, and it is recommended that you do so by Friday.”
✓ Plain: “Please provide feedback by Friday.”
✗ Wordy: “I’d appreciate it if you would send the report to my office.”
✓ Plain: “Please send the report to my office.”
Politeness note: Shorter isn’t rude. “Please send the report” is more direct than “I’d appreciate it if you would send the report,” but it’s still polite. In fact, directness often reads as more respectful of the reader’s time.
Wordy Probability & Likelihood Phrases
| Wordy version | Plain replacement |
|---|---|
| It is probable that | Probably |
| It is likely that | Likely |
| There is a possibility that | Maybe / Possibly |
| It appears that | Seems / Appears |
Wordy Opinion & Judgment Phrases
Stating opinions doesn’t require elaborate phrasing:
| Wordy phrase | Plain replacement |
|---|---|
| In my opinion | I think / In my view |
| It is my belief that | I believe |
| In my humble opinion | I think (drop the false modesty) |
| It is considered that | We consider / People think |
Note: Dropping “humble” isn’t rude — it’s honest. If you really think something, state it directly.
Wordy Postponement & Delay Phrases
| Wordy version | Plain replacement |
|---|---|
| At a later date | Later |
| In due time | Eventually / Soon |
| In the not-too-distant future | Soon |
| At this present moment | Now |
Common Mistakes Learners Make
✗ Incorrect: “The project, in light of the fact that deadlines have shifted, will require adjustment in accordance with new timelines.”
✓ Correct: “Because deadlines shifted, we need to adjust the project timeline.”
Why: The wordy version requires readers to parse four clauses. The simple version delivers the same information in one sentence.
✗ Incorrect: Using formal wordy phrases in casual emails (“I would appreciate it if you would send me the file at your earliest convenience.”)
✓ Correct: “Could you send me the file?” (or “Please send me the file when you have a moment.”)
Why: In casual settings, overly formal language can sound robotic or sarcastic.
✗ Incorrect: Mixing registers in the same sentence (“In my humble opinion, I think we should, if at all possible, move forward with the proposal.”)
✓ Correct: “I think we should move forward with the proposal.”
Why: Mixing wordy and plain language in one sentence confuses readers about your tone.
✗ Incorrect: “It is recommended that notification be sent to all stakeholders in the matter of the policy change.”
✓ Correct: “Please notify all stakeholders about the policy change.”
Why: Passive voice (“notification be sent”) hides who’s doing the action. Active voice is always clearer.
Quick Quiz
- Rewrite: “In the event that the data is in short supply, we request your immediate action.” Answer: ___________
- Which is clearer? a) “It is probable that we will need to provide the report.” b) “We’ll probably need to provide the report.”
- Rewrite: “In the matter of the schedule, in light of the fact that deadlines have shifted, we recommend you adjust accordingly.” Answer: ___________
- Which is more professional? a) “I’d appreciate it if you would send the file at your earliest convenience.” b) “Please send the file when you can.”
- What’s wrong with this: “In my humble opinion, I think we should possibly consider moving forward.”
Answers: 1. “If data is scarce, please act immediately.” · 2. b (plain language is clearer) · 3. “Since the deadline shifted, adjust the schedule.” · 4. Both work, but b is more natural in casual emails · 5. It mixes formal and plain language; choose one register.
When to Keep Formal Language
Not every situation calls for plain language. Keep formal, wordy phrasing in:
- Legal documents — “In the event that” is sometimes required for precision.
- Very formal academic papers — some fields still expect elaborate phrasing.
- Official government communications — bureaucratic language may be required by policy.
- Traditional industries — law, banking, and insurance sometimes expect formality.
Even then, cutting unnecessary words makes a stronger document. The goal is clarity first, formality second.
Related Writing & Expression Articles
- How to Write a Professional Email — practical application of clear language
- Common Grammatical Errors to Avoid — related clarity issues
- Business English Expressions — professional communication tips
- Transition Words and Phrases — connecting ideas clearly
- ↑ Back to pillar: English Expressions (Pillar)
Frequently Asked Questions
Is plain language always better than formal language?
Not always. Plain language is better for most business writing, emails, and everyday communication. But legal documents, academic papers in certain fields, and official government communications sometimes require formal language for precision or tradition. When in doubt, ask your audience.
Will using plain language make me sound less professional?
No — quite the opposite. Clarity is the hallmark of professionalism. Leaders and expert writers use simple, direct language. Padding sentences with wordy phrases often signals the opposite: someone trying too hard to sound smart.
How do I know if a phrase is too wordy?
A good test: Can you say the same thing in fewer words without losing meaning? If yes, it’s probably wordy. Aim for sentences where every word earns its place.
Can I use both plain and formal language in the same document?
It’s better not to mix them within the same paragraph or section. If your document is mostly plain language, keep it that way. If it’s formal, stay formal. Switching mid-sentence confuses readers about your tone.
What’s the difference between plain language and simplistic language?
Plain language is precise and direct — it respects the reader’s intelligence. Simplistic language over-explains or talks down. “The policy will change next month” is plain. “The policy, which is a document that tells you what to do, will maybe change soon” is simplistic.
Are contractions acceptable in professional writing?
Yes, increasingly so. “We’ll” and “can’t” are fine in most business emails and informal professional documents. Avoid them only in very formal letters or academic papers where tradition requires it.
Related
- ↑ Master Pillar: English Speaking
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