by Willy Gissen, President, Cut-It-Out Communications, Inc

Top executives must review documents from subordinates for crucial business presentations, pitches to prospects and training for new employees or programs. Here are ten easy rules to create succinct, well-written articles for nearly any purpose. The examples represent actual editing provided by my firm.

1. Use action verbs and avoid the verb “to be” whenever possible.

Initial: Roughly two million U.S. children have a pre-diabetic condition linked to obesity.

Revised: Roughly two million U.S. children suffer from a pre-diabetic condition linked to obesity.

2. Avoid the passive tense.

Initial: Local and national elections were disrupted with violence and fraud by political partisans.

Revised: Political partisans disrupted national elections with violence and fraud.

3. Use as few words as possible to convey your meaning.

Initial: In 2005, GSL offered its program in collaboration with the University of Dar es Salaam, Tanzania, to teach 26 students.

Revised: In 2005, GSL joined with the University of Dar es Salaam in Tanzania to teach 26 students.

4. Avoid subordinating your main ideas.

Initial: It’s important that those of us in government continue to…

Revised: As elected officials, we must continue to….

5. Avoid negative constructions whenever possible.

Initial: Unlike many of our colleagues, he does not deal in raucous vulgarity.

Revised: Unlike many of our colleagues, he avoids raucous vulgarity.

6. Use primary verbs without auxiliary qualifications such as hope to, want to, and help to.

Initial: We hope to design special courses to involve students…

Revised: We will design special courses to involve students…

7. Avoid using the word "I" too often. Substitute the word “my” instead.

Initial: As a minority, I am also very interested in the impact and effectiveness of community integration.

Revised: As a minority, my personal interests include the impact and effectiveness of community integration.

8. Avoid gender prejudice or awkward constructions by using the plural tense.

Initial: Each team member contributes his/her talents and expertise to the customized needs of each client.

Revised: Our team members contribute their talents and expertise to the customized needs of each client.

9. Avoid word repetition.

Initial: Innovative construction strategies will conserve energy, use environmentally sustainable business materials, reduce operational costs and conserve natural resources.

Revised: Innovative construction strategies will conserve energy, use environmentally sustainable business materials, reduce operational costs and preserve natural resources.

10. Avoid vague or weak constructions such as "there is" or "this means."

Initial: By 1902, there were 18 buildings adjacent to a new farmhouse.

Revised: By 1902, 18 buildings adjoined a new farmhouse.


Of course, high-level editing requires years of experience. But a strict adherence to the rules above will result in crisp documents written in a concise, direct and engaging style.


Founded in 2003, Cut-It-Out Communications, Inc. (www.cutitoutcommunications.com), offers full-service public relations and copywriting support as well as grantwriting for private foundations. The President, Willy Gissen, a Harvard graduate, trained for almost five years at a top Westchester County public relations firm. He also served on the staff of the McCall/Mehiel gubernatorial campaign where he worked in the communications department and prepared a statewide press summary for the New York City headquarters.

For more information, please call 914-723-7212, email wgissen@cutitoutcommunications.com, visit www.cutitoutcommunications.com or write Willy Gissen, Cut-It-Out Communications, Inc., P.O. Box 495, Hartsdale, NY 10530.