How can I get better at writing clearly?

Clear writing isn't just a matter of grammar. It's about clarity of thought, empathy for the reader, and precise communication. Whether you're writing emails, essays, or letters, getting your message across without confusion is an essential skill.

Why clear writing matters

Clear writing:

• Saves time for both writer and reader

• Reduces misunderstandings

• Improves credibility and professionalism

• Makes complex ideas more accessible

  
  

A well-written letter or statement can sway decisions, win support, or defuse tension. At LetterLab, we know this first-hand, helping clients deliver their message with impact.

1. Know your purpose and audience

Before you type a single word, ask:

• What am I trying to say?

• Who am I saying it to?

• What do I want them to do or feel after reading?

  
  

Tailoring your language to your reader's expectations ensures clarity. A job reference letter will differ in tone and content from a personal complaint, even if they’re both formal.

2. Use plain English

Skip the jargon, ditch the legalese. The Plain English Campaign offers brilliant advice on using straightforward language: https://www.plainenglish.co.uk/free-guides.html

Swap this:

"Please be advised that we are unable to process your request at this present time." For this: "We can’t process your request right now."

3. Shorten your sentences

Long sentences often lose clarity. Aim for 15–20 words per sentence. Varying sentence length also keeps the rhythm natural.

If a sentence runs over 30 words, check if it can be split. This gives each idea space to breathe.

4. Cut the clutter

Remove filler words and redundancies:

• "In order to" → "To"

• "Due to the fact that" → "Because"

• "Absolutely essential" → "Essential"

  
  

Ask yourself: does this word earn its place?

5. Use strong, active verbs

Instead of writing:

"The report was written by the manager" Say: "The manager wrote the report"

Active voice is typically clearer, more direct, and less wordy. For more on this, see the BBC’s guide to writing style: BBC.co.uk

6. Organise with structure and signposts

Structure helps the reader navigate your message:

• Use headings and subheadings

• Begin with a clear topic sentence

• Use bullet points for clarity and scanning

• Ensure logical flow from one point to the next

  
  

A simple structure like “problem, evidence, solution” works wonders for complaint letters and persuasive essays alike.

7. Read it aloud (or better, get someone else to)

If you stumble while reading it aloud, your reader will too. Reading out loud catches awkward phrasing, ambiguity, or dull tone.

Better yet, get another pair of eyes. At LetterLab, we help clients revise and rewrite letters daily, and what feels ‘clear’ in your head might land differently to others.

8. Edit like a reader, not a writer

After your first draft:

• Leave it for a few hours (if you can)

• Come back with fresh eyes

• Ask: what would confuse someone reading this for the first time?

  
  

Edit ruthlessly. Clarity lives in the rewrites.

Final thoughts

Writing clearly is a skill, not a gift. It improves with consistent practice, critical reading, and feedback. If you’re ever stuck, ask yourself, “What’s the simplest way I can say this?” Then say that.

And if you need a second pair of eyes, whether it’s for a job application, formal appeal or strongly-worded letter, LetterLab is here to help. Our letter writing service gives your words purpose, polish, and power.

Useful resources:

• Plain English Campaign: 

• BBC Academy

• University of Manchester Academic Phrasebank