Edit an everyday paragraph in seven passes
A manual editing worksheet with seven focused checks and three fictional before-and-after examples.
Choose one reader and one job
Take an explanation you need someone to understand: a collection note, a meeting update, or instructions for sharing a draft. Before shortening it, write what the reader should know or do afterward. Keep details that change the action, including conditions and exceptions. Clear writing should preserve the meaning rather than merely remove words.
This TITAN-owned resource is a static manual guide. Copy the worksheet into your own notes or use it on paper; this page does not edit or save your writing. All examples below are fictional.
Seven editing passes
1. Purpose: Underline the main message. Move it near the beginning if the reader must search for it.
2. Reader: Circle terms the intended reader may not know. Explain them where they first appear.
3. Actor: Name who performs each action. Replace an unclear “they” with the person or team.
4. Verbs: Try direct actions such as “send,” “choose,” or “check” instead of phrases such as “undertake a review.”
5. Order: Arrange instructions in the order someone will use them. Separate background from the next step.
6. Precision: Replace vague references such as “soon” or “the usual place” with confirmed details. Flag missing facts instead of inventing them.
7. Meaning: Compare the revision with the original. Check that promises, uncertainty, conditions, and deadlines have not changed.
Copyable editing worksheet
Reader: ____
What they need to know or do: ____
Original paragraph: ____
Essential facts and conditions: ____
Unfamiliar terms to explain: ____
Actor for each action: ____
Missing information to confirm, and with whom: ____
Revised paragraph: ____
Meaning check completed by: ____
Remaining question: ____
Work through one pass at a time. If the same sentence needs several changes, rewrite it once after marking the issues. Read the result aloud, then ask a reviewer to describe the intended action in their own words. Treat a different interpretation as a question to resolve.
Three fictional before-and-after examples
Collection note, before: “Collection of the finished items can be undertaken following receipt of notification.” After: “Collect your finished items after we send your collection notice.” The revision names the action and preserves the condition; it does not suggest the items are ready now.
Draft review, before: “It would be appreciated if feedback could be provided at the earliest opportunity.” After, once the deadline is confirmed: “Please send your comments to Priya by Thursday at 15:00 UTC.” The original lacked both recipient and timing; confirm those details before adding them.
Room update, before: “Due to the room being unavailable, the session will be held elsewhere, with further details to follow.” After: “The usual room is unavailable. The session will be held elsewhere. We will share the new location when it is confirmed.” This keeps the location uncertain. Do not replace the uncertain location with an invented room number.