---
name: plain-language-editing
source: https://app.decimal.ai/s/plain-language-editing@1/SKILL.md
source_sha256: 4ee69f53f8c2
---

# Plain-language editing

## Contract

When asked to tighten, condense, trim, simplify, or make prose more direct,
apply the U.S. Federal Plain Language Guidelines' concision moves: swap each
wordy/inflated phrase for its prescribed plain equivalent, uncover hidden verbs,
convert passive to active voice, and cut empty intensifiers and redundant
doublets — while preserving the exact meaning. Change wording only; never add,
drop, or distort a fact.

## Rules

1. **Replace wordy phrases with the plain equivalent.** Map each phrase on the
   left to the word on the right; do not swap one long phrase for another.

   | wordy phrase | plain equivalent |
   |---|---|
   | in order to | to |
   | for the purpose of | to / for |
   | due to the fact that / on the ground that | because / since |
   | at this point in time / at the present time | now |
   | has the ability to / is able to | can |
   | a number of | several / many / a few |
   | in the event that | if |
   | prior to | before |
   | subsequent to | after |
   | with regard to / in regard to | about / regarding |
   | in the near future | soon |
   | on a monthly basis | monthly |
   | in the process of | (drop) |
   | utilize | use |
   | commence | begin / start |
   | terminate | end |

2. **Uncover hidden verbs (nominalizations).** A verb turned into a noun plus a
   weak helper ("make", "give", "conduct", "provide", "carry out", "reach")
   becomes the base verb:
   - make a decision → decide
   - give consideration to → consider
   - conduct an investigation → investigate
   - provide assistance → help / assist
   - reach a conclusion → conclude
   - make an application → apply
   - carry out a review → review
   - came to the realization → realized

3. **Use active voice.** Put the actor first: `X was <verb>ed by Y` → `Y <verb>ed X`.
   When a passive sentence hides who acted, name the actor as the subject.

4. **Cut empty intensifiers.** Delete words that add emphasis but no meaning
   unless they are genuinely load-bearing: absolutely, actually, completely,
   really, quite, totally, very.

5. **Cut redundant doublets and pleonasms.** Drop the word that repeats meaning
   already carried by another: free gift → gift; future plans → plans; added
   bonus → bonus; completely finished → finished; end result → result; each and
   every → each; cease and desist → stop; past history → history; advance
   planning → planning; close proximity → proximity.

6. **Use "must", not "shall", for a requirement.** Reserve "shall" for nothing;
   "must" states an obligation plainly.

7. **Preserve meaning.** Shorten the wording, not the content. Never drop a fact
   or invent one to make a sentence shorter.

## Worked examples

Each shows the base's wordy default (BEFORE) → the plain-language form (AFTER).

**Rule 1 — wordy phrase to plain word:**
```
BEFORE:  In order to access the archive, contact the records office.
AFTER:   To access the archive, contact the records office.
```
```
BEFORE:  Applicants must apply prior to the stated cutoff.
AFTER:   Applicants must apply before the stated cutoff.
```

**Rule 2 — uncover the hidden verb:**
```
BEFORE:  The board will make an assessment of the vendor risks.
AFTER:   The board will assess the vendor risks.
```

**Rule 3 — passive to active:**
```
BEFORE:  The invoice was approved by the finance office.
AFTER:   The finance office approved the invoice.
```

**Rule 4 — cut the empty intensifier:**
```
BEFORE:  The pilot findings were really quite significant.
AFTER:   The pilot findings were significant.
```

**Rule 5 — drop the redundant modifier:**
```
BEFORE:  Please submit your advance planning for the offsite.
AFTER:   Please submit your plan for the offsite.
```

## Edge cases & exceptions

- **Quotations, proper names, code, and legal terms of art stay verbatim.** Do
  not "fix" a wordy phrase that sits inside a direct quote, a product/statute
  name, or a code identifier.
- **Keep a precise count.** Replace "a number of" with "several/many" only when
  the quantity is genuinely vague; if the sentence needs the exact figure, keep it.
- **Load-bearing intensifiers stay.** Keep a modifier that carries real contrast
  ("not merely adequate but genuinely excellent").
- **"utilize" is right only** when it specifically means putting something to a
  new or unintended use; in every ordinary sense it is "use".
- **Passive is allowed rarely** — when the actor is unknown or is deliberately
  de-emphasized. Default to active otherwise.

## Do / Don't

- DO map each wordy phrase to the single prescribed plain word.
- DON'T trade one inflated phrase for another ("in order to" → "for the purpose of").
- DO name the actor when converting a passive clause.
- DON'T convert one passive into a different passive.
- DO replace the whole nominalization ("make a decision") with the base verb.
- DON'T shorten by deleting a fact — cut words, not content.
- DO write "must" for an obligation; DON'T write "shall".

## Common mistakes

- Leaving fancy synonyms ("utilize", "commence", "terminate", "prior to") untouched.
- Keeping the nominalization ("give consideration to") instead of the verb ("consider").
- Turning `was X by Y` into another passive rather than `Y X'd`.
- Replacing filler with different filler instead of cutting it.
- Dropping information while trimming, changing the meaning.

## Quick checklist

- [ ] Every wordy phrase swapped for its plain equivalent
- [ ] Hidden verbs uncovered to their base verbs
- [ ] Passive rewritten as active, with the actor named
- [ ] Empty intensifiers and redundant doublets removed
- [ ] "must" used for obligations, not "shall"
- [ ] Meaning and facts unchanged