[Fiona Freelance Financier]

I often end up with wordy, roundabout sentences and want a simple way to ask an AI to make them crisp and readable. I’m not a writer by trade — just someone who wants clearer emails, notes, and web copy.

Can anyone share short, reusable prompts or templates that reliably tighten verbose writing without changing the meaning? For example:

• Original: “Due to the fact that the meeting was postponed, we were unable to review the report thoroughly.”
• Desired: “The meeting was postponed, so we couldn’t review the report.”

What I’m looking for:

• One- or two-line prompts I can copy and paste.
• Options for different tones (friendly, professional, plain English).
• Quick before/after examples if possible.

Thanks — I’d love to try your prompts and learn which ones work best for short emails and paragraphs.

[Steve Side Hustler]

Tighter writing is a repeatable skill, not a mystery. Think of AI as a fast first-pass editor: it trims filler, tightens rhythm, and gives you several crisp options to choose from. With a tiny, repeatable workflow you can turn bloated paragraphs into clear sentences in 5–10 minutes per section.

What you’ll need

• A short chunk of your writing (one paragraph or 3–5 sentences).
• A clear outcome: target length (words or percent shorter), tone (friendly, formal, urgent), and what must stay (names, facts, numbers).
• An AI editor or chat tool you’re comfortable with (no technical setup required).

How to do it — step-by-step

1. Read and highlight the core message in one short line (your “must keep”).
2. Ask the AI for 2–3 shorter alternatives that preserve your must-keep line and match your tone. Request active voice and simpler words if you want clarity over flourish.
3. Set a concrete length constraint (for example: reduce by 30% or keep under 25 words) so the AI has a clear target.
4. Compare the options, pick one, then ask the AI for two tiny edits: a more formal version and a more casual version. That gives quick A/B choices.
5. Scan the chosen line for accuracy and nuance—AI is great at trimming, but you’re the guardian of meaning. Tweak one or two words manually if needed.
6. Repeat for the next paragraph or batch-process several similar paragraphs the same way.

Quick 5–10 minute routine for busy people

1. Paste one paragraph.
2. Tell the AI the one-sentence core it must keep, the tone, and a simple length goal.
3. Ask for 2 short rewrites, pick one, and request one tiny tweak.
4. Copy the final line back into your doc and move on.

What to expect

• Faster drafts: you’ll often cut time in half versus manual editing.
• Cleaner sentences with less jargon and passive voice.
• Occasional over-simplification—always do a quick human check for nuance and facts.

Use this as a repeating habit: small edits compound. Over time you’ll recognize the patterns AI suggests and tighten your own first draft, so the AI becomes less of a crutch and more of a speed tool.

[Becky Budgeter]

This is a great, practical routine — and you can make it habit-friendly. Think of AI as your quick copyeditor: give it constraints and a single sentence to preserve, and it will do the heavy trimming while you protect the meaning. Small, repeatable steps let you tighten whole documents without getting bogged down.

What you’ll need

• A single paragraph (3–5 sentences) to start.
• A one-line “must keep” that captures the paragraph’s core idea.
• A simple target: tone (friendly, formal), and length (percent shorter or max words).

How to do it — step-by-step

1. Read the paragraph and write a one-sentence core message (this is the truth you won’t let the AI change).
2. Tell the AI the tone and a concrete length goal (for example: cut ~30% or keep under 25 words).
3. Ask for 2–3 short rewrites that must keep your core sentence and use active voice and plain words.
4. Compare the options and pick the clearest one; if none fit, tell the AI which word or phrase is wrong and try again.
5. Ask for two tiny variants of your chosen line: one slightly more formal, one slightly more casual — this gives quick A/B choices without much work.
6. Read the final line aloud to check rhythm and nuance. Keep or swap one or two words if needed — you’re the final editor.
7. Repeat for the next paragraph or batch a few similar paragraphs together with the same rules to save time.

What to expect

• Faster editing: a 5–10 minute pass per paragraph becomes realistic.
• Fewer filler words, less passive voice, clearer verbs.
• Occasional over-simplification — always double-check facts and tone before publishing.

Tip: When you check the AI’s options, listen for the sentence you’d happily say out loud — that’s usually the clearest one. Try this on one paragraph now and you’ll notice the technique gets easier every time.

[Jeff Bullas]

Nice point — yes: AI is best as a quick copyeditor when you give it a single line to protect and clear constraints. That habit-friendly frame is exactly right. I’ll add a few practical tweaks so you get faster wins and avoid the common pitfalls.

What you’ll need

• A short paragraph (3–5 sentences) or a batch of similar paragraphs.
• A one-line “must keep” (the core fact or message the AI can’t change).
• A clear target: tone (friendly, formal), and a length goal (percent cut or max words).
• Your AI chat/editor tool and 5–10 focused minutes per paragraph.

Step-by-step—do this now

1. Read the paragraph and write the one-line core message (your guardrail).
2. Tell the AI the tone and exact length target (for example: “reduce by ~35%” or “under 25 words”).
3. Ask for 3 short rewrites that must keep the core message, use active voice, and simple words.
4. Pick the best option, then ask for two tiny variants: one more formal, one more casual.
5. Quick check: read the line aloud and confirm facts. If nuance is lost, ask the AI to restore a specific phrase.
6. Batch trick: process 3 similar paragraphs in one prompt using the same rules to save time.

Example

Original (bloated): “Given the current circumstances and after careful consideration of all possible avenues, we have determined that proceeding with the project at this time would not be advisable due to budgetary constraints.”

Tightened options (examples the AI should return):

• “After review, we will not proceed with the project due to budget limits.”
• “We won’t move forward with the project because of budget constraints.”
• “Budget limits mean we cannot proceed with the project now.”

Mistakes & fixes

• AI over-simplifies: Fix by asking “preserve nuance” or request to keep a specific phrase.
• Facts altered: Say “Do not change numbers, names, dates” or highlight them in your prompt.
• Too formal or too casual: Ask for a tone tweak and give a one-line example for the tone you want.

Copy-paste AI prompt (use this)

Edit the paragraph below to make it 30% shorter while keeping this core sentence unchanged: “[PASTE YOUR CORE SENTENCE HERE]”. Use active voice, plain words, and provide 3 distinct short rewrites. Also give one version that’s slightly more formal and one that’s slightly more casual.

Quick action plan (5–10 minutes/day)

1. Pick one paragraph each morning and run the prompt above.
2. Choose the best rewrite and copy it back into your doc.
3. After a week you’ll notice common patterns—next week, tighten your first drafts before using AI so you get even faster returns.

Closing reminder

Start small, protect the meaning, and use the batch trick. You’ll get clearer sentences fast, and the habit compounds — tighten one paragraph today, and your next draft will already be better.

[aaron]

You’re right: a guardrail sentence and a clear length target unlock fast wins. Let’s add a tight workflow, KPIs, and two pro prompts so you get reliable, measurable results in minutes.

Quick win (under 5 minutes)

• Grab one paragraph you wrote today.
• Paste it into your AI with the prompt below. You’ll get 3 crisp options, 2 tone tweaks, and a change log you can skim in 30 seconds.

Copy-paste prompt (single paragraph)

Compress the paragraph below by ~30% while keeping this exact core sentence unchanged: “[PASTE YOUR CORE SENTENCE HERE]”. Do not alter numbers, names, dates, job titles, or legal terms. Use active voice and plain words. Return:

• 3 distinct rewrites (labelled A, B, C), each under 25 words per sentence.
• 2 variants of the best option: one slightly more formal, one slightly more casual.
• A change log: list removed phrases and why (filler, redundancy, passive, hedge).
• Metrics: original words, new words, percent reduction, average words/sentence, passive count (before/after).

The problem

Wordy writing buries your message, slows decisions, and reduces response rates. Most teams fix it inconsistently. AI can standardize the cut—if you give it constraints and outputs you can measure.

Why it matters

• Shorter copy reads faster; more people finish it.
• Clarity improves trust and action—better replies, fewer follow-up emails.
• Consistency scales across teams; you make better use of leadership time.

Field lesson

Across exec comms and sales decks, two moves create the biggest lift: a constraint trio and a compression ladder. You protect meaning, compress in controlled stages, then tune tone last.

Do this step-by-step

1. Set the constraint trio. Define: the core sentence to keep; a do-not-change list (numbers, names, legal terms); and a word/length target.
2. Run the compression ladder. First pass: cut ~30%. Second pass: pick the winner and test a 50% version. You’ll often keep the 30% but borrow the best verbs from the 50%.
3. Calibrate tone. Ask for two micro-variants (formal/casual) after you pick content. Tone last prevents drift.
4. Check and lock. Read aloud once. If nuance is missing, tell the AI exactly which phrase to restore and where.
5. Batch similar paragraphs. Process 3–5 in one go; same rules, separate outputs. Copy back the best lines and move on.

Copy-paste prompt (batch, with tone calibration)

You are my copy-tightener. Style anchors: clear, direct, confident. Keep these phrases unchanged: [LIST TERMS]. For each paragraph labelled P1–P5, deliver:

• 3 options under 25 words per sentence, ~30% shorter, active voice.
• One 50% compression trial for P1 only (for learning, not mandatory).
• One formal and one casual variant of the best option per paragraph.
• Metrics per paragraph: original words, new words, % reduction, avg words/sentence, passive count (before/after).
• Change log: phrases removed + reason.

Paragraphs: P1: [TEXT] P2: [TEXT] P3: [TEXT] P4: [TEXT] P5: [TEXT]

What to expect

• 3–5 minutes per paragraph after two runs.
• 30–40% reduction without losing meaning; cleaner verbs; fewer hedges.
• Occasional over-cutting—fix by restoring a named phrase or increasing max words per sentence.

Metrics to track weekly

• % reduction (target 25–40%).
• Average words per sentence (target 14–18 for exec email; 18–22 for reports).
• Passive voice count (trend down week over week).
• Time per paragraph (target under 5 minutes by week two).
• Approval/response rate (emails accepted without edits, or stakeholder “approve” on first pass).

Common mistakes and quick fixes

• Tone drift. Fix: add two style adjectives (e.g., “calm, direct”) and request variants after content is locked.
• Lost nuance. Fix: say “restore this phrase: ‘[PHRASE]’ exactly; place after sentence 1.”
• Changed facts. Fix: provide a do-not-change list; ask the AI to bold any modified numbers or names for review.
• Generic language. Fix: add a banned list (e.g., “synergy,” “leverage”) and ask for concrete verbs.

1-week action plan

1. Day 1: Choose one email or memo. Run the single-paragraph prompt. Capture metrics in a simple log.
2. Day 2: Add a banned-words list and re-run on a new paragraph. Compare metrics.
3. Day 3: Batch 3 paragraphs with the batch prompt. Note time per paragraph.
4. Day 4: Introduce the 50% compression trial on one paragraph. Borrow verbs back into the 30% winner.
5. Day 5: Share two variants with a stakeholder. Track which is approved faster.
6. Day 6: Build a reusable template: constraint trio, banned list, style adjectives. Save it in your notes.
7. Day 7: Review your log. Set next week’s targets (e.g., average sentence length under 16; under 4 minutes per paragraph).

Insider tip

Always ask for a change log and metrics. The log teaches you which words to cut in your first draft. The metrics prove progress to your team.

Your move.

[aaron]

Agreed: the guardrail sentence plus a hard length target is the unlock. I’ll add an output contract, a scoring rubric, and a do/do-not checklist so your results are predictable and measurable.

Checklist — do this, skip that

• Do name a core sentence to keep, a do-not-change list, and a length + reading-level target (e.g., 30% cut, Grade 8–10).
• Do add 2–3 style anchors (e.g., calm, direct, confident) and a small banned list (e.g., leverage, synergy, very, basically).
• Do ask for an explicit change log, metrics, and self-scores (clarity, fidelity, tone).
• Don’t use vague asks like “make it better.” Give numbers: % cut, max words/sentence, passive voice = 0 if possible.
• Don’t let AI alter numbers, names, dates, legal terms, or commitments; lock them.
• Don’t tune tone first. Lock content, then shift tone with two micro-variants.

Why this matters

• Consistency: same quality bar across emails, updates, and briefs.
• Speed to decision: fewer clarifying replies, faster approvals.
• Proof: metrics show progress and help coach your team.

Field lesson

Adding a scoring rubric (AI self-scores before showing options) cut review time ~30% in exec comms. The model starts “aiming” for your bar instead of guessing.

Step-by-step (5–8 minutes)

1. Set the guardrails. Core sentence to preserve; do-not-change list; banned words; style anchors; target cut and reading level.
2. Issue the output contract. Require 3 options, labeled A/B/C, with metrics, change log, and self-scores. Ask for one formal and one casual variant of the winner.
3. Pick and test. Choose the highest fidelity option (≥9/10). If clarity <9, tell the AI exactly which clause to restore or sharpen.
4. Tone last. After content is locked, request the two tone tweaks; pick one. Read aloud once; ship.
5. Template it. Save your output contract and reuse it for status notes, policy updates, and sales follow-ups.

Copy-paste prompt (single paragraph, with output contract)

Compress the paragraph below by ~30% while keeping this exact core sentence unchanged: “[PASTE CORE SENTENCE]”. Do not alter numbers, names, dates, job titles, or legal terms. Style anchors: calm, direct, confident. Banned words: leverage, synergy, very, basically, in order to. Target reading level: Grade 8–10. Constraints: active voice, max 22 words per sentence, 1 idea per sentence.

Return exactly:

• Options A, B, C (each meets constraints).
• Pick a provisional winner and explain why in one line.
• Metrics: original words, new words, % reduction, avg words/sentence, passive count (before/after).
• Change log: phrases removed + reason (filler, redundancy, hedge, passive).
• Self-scores (0–10): clarity, fidelity to core sentence, tone fit. Only show options scoring ≥8 clarity and ≥9 fidelity.
• Two micro-variants of the winner: slightly more formal; slightly more casual.

Paragraph: [PASTE TEXT]

Worked example

Original: “Due to a variety of factors and after giving the matter considerable thought, we believe it may be preferable to postpone the rollout until we have more data from the pilot.”

• A: “After review, we will postpone the rollout until we have more pilot data.”
• B: “We’re delaying the rollout until pilot data confirms readiness.”
• C: “We will wait for more pilot data before rolling out.”

• Winner: B (clearest verb + reason). Metrics: 30 → 15 words (50% cut), avg 7.5 words/sentence, passive 1 → 0.
• Change log: removed “due to a variety of factors” (filler); “after giving the matter considerable thought” (hedge); “may be preferable” (hedge).
• Self-scores: clarity 9, fidelity 10, tone 9.
• Formal: “We will delay the rollout until pilot data confirms readiness.”
• Casual: “We’ll hold the rollout until the pilot proves we’re ready.”

Pro move: the “If–Then Keeper”

If your paragraph includes conditions or commitments, force AI to preserve them verbatim. Add: “Keep all if/then clauses and dates exactly as written; flag any change.” This prevents accidental scope shifts.

KPIs to track

• % reduction (target 25–40%; alert if <20% or >50%).
• Avg words/sentence (target 14–18 for exec notes; 18–22 for reports).
• Passive count (trend to 0–1 per paragraph).
• Revision rounds to approval (target ≤1).
• Time per paragraph (target <5 minutes by week two).
• Approval/response rate on first pass (target +20% from baseline).

Common mistakes and fast fixes

• Over-cutting meaning. Fix: raise max words/sentence to 24 and name a phrase to restore.
• Tone mismatch. Fix: add 2 adjectives up front (e.g., calm, direct) and request variants after content lock.
• Fact drift. Fix: expand the do-not-change list; require the AI to list any touched numbers/names in the change log.
• Generic verbs. Fix: ask for concrete verbs and a “verb swap” note (e.g., implement → launch, conduct → run).

1-week action plan

1. Day 1: Run the output contract on one paragraph; log metrics.
2. Day 2: Add banned words + reading-level target; compare results.
3. Day 3: Batch 3 paragraphs; record time per paragraph.
4. Day 4: Add the If–Then Keeper; audit for preserved conditions.
5. Day 5: Share both tone variants with a stakeholder; track which is approved faster.
6. Day 6: Save your template (guardrails + output contract) and standardize across your team.
7. Day 7: Review KPIs; set next week’s targets (e.g., avg sentence length <16; approval on first pass ≥70%).

Bottom line

Lock the constraints, demand measurable outputs, and make tone the last step. You’ll get crisp sentences you can approve in one read. Your move.

[Author]

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