The key idea
Paraphrasing is saying with your own words what OTHER people have said or written, whereas rephrasing means changing what YOU have said - your own words - in a different way.
Two words, two jobs
Paraphrase: other people's words, in your own words
You change the words and the shape of the sentence, and every fact stays. You do it in exams and in writing. It is like translating, but from English into English.
Original: Many students find it hard to wake up early.
Paraphrase: Getting up early is difficult for lots of students.
Paraphrase: Getting up early is difficult for lots of students.
Rephrase: your own words, in a different way
Have you ever said something and thought straight away: "Wait... that is not what I meant"? That is the moment to rephrase. You say your own idea again, but in a different way. You may need it because:
the other person did not understand you
you made a mistake, or it did not come out clear
you started talking, got stuck, and you do not know how to continue
it came out wrong: rude, strange or embarrassing, and that was not your intention
You do it in conversations, calls, meetings and class. And no, saying it again LOUDER is not rephrasing. That is just shouting with confidence.
Them: Sorry, I didn't get that. Could you rephrase that?
You, the first time: The event has been postponed until further notice.
You, rephrased: It is not happening now. We will tell you the new date later.
You, the first time: The event has been postponed until further notice.
You, rephrased: It is not happening now. We will tell you the new date later.
You: My boss is so hard. Oh, wait, that came out wrong!
You, rephrased: What I mean is that my boss is very strict. He expects a lot from us.
You, rephrased: What I mean is that my boss is very strict. He expects a lot from us.
Paraphrase vs Rephrase
| Paraphrase | Rephrase | |
|---|---|---|
| Whose idea? | A text, or someone else | Yours |
| Why? | To show you understand, and not to copy | So the other person understands you |
| Where? | Exams, reading and writing tasks | Conversations, calls, meetings, class |
| What changes? | New words AND a new shape; every fact stays | A new way: simpler, shorter or with an example |
To learn how to paraphrase step by step, see page 15. This page teaches you how to rephrase.
Why do you need to know HOW?
Knowing the difference is not enough. Sooner or later, you will be in one of these moments:
Someone does not understand you. A person says "Could you rephrase that?" and you say the same sentence again. Or louder. Now two people feel bad.
It comes out wrong. You say something that sounds rude, strange or embarrassing, and that was NOT what you meant. If you do not fix it, the other person keeps the wrong idea.
You fall down the rabbit hole. Like Alice, you start a long sentence, you forget a word, and you keep falling. You cannot find the way out.
You freeze. You are shy, or you are afraid of a mistake. Your mind goes blank.
An exam asks for different words. If you change only one word, you lose marks.
The good news: rephrasing is a skill, and a skill has steps. With the steps, you do not need the perfect word. You need a plan.
How to rephrase: 3 steps
1Stay calm and say that you will try again.
Do not repeat. Do not panic. Say a short phrase. It gives you a few seconds, and it tells the other person: "I will say it in a different way."
Useful phrases“Let me put it another way.”“Sorry, let me try again.”“What I mean is…”“Let me say that more simply.”“Sorry, that came out wrong.”“Let me start again.”
Them: Sorry, I didn't get that.
You: Sure, let me put it another way…
Or, when it came out wrong: Sorry, that came out wrong. What I mean is…
You: Sure, let me put it another way…
Or, when it came out wrong: Sorry, that came out wrong. What I mean is…
2Find your ONE main idea and choose the right trick.
Ask yourself: what is the one thing they must know? Then look at your situation and choose a trick.
| If… | Do this | Useful phrases |
|---|---|---|
| a) you need to go back and fix what you said | Backtrack and fix it. | “Sorry, let me rephrase that.” “What I'm trying to say is…” |
| b) what you said was too long or too complicated | Simplify it. | “In simple words, …” “In other words, …” |
| c) you fell down the rabbit hole | Backtrack, then use an analogy or an idiom. | “It's like…” “To cut a long story short, …” |
| d) you froze | Start from another angle, with words you know well. | “Let me say it differently.” “Put another way, …” |
Ways to simplify (b): easier words, shorter sentences, phrasal verbs, active / passive voice, synonyms or antonyms. For c), you can also use a metaphor.
When you freeze, there is no shame in staying in your comfort zone.
Examples for each trick
a) Backtrack 1: Talking about hard times
You: He has it hard all the time... no, wait! He is hard every single day... oh no, I mean... I see how hard he gets it... oh, damn, no! Wait, let me rephrase that...
You, rephrased: He is going through hard times.
You: He has it hard all the time... no, wait! He is hard every single day... oh no, I mean... I see how hard he gets it... oh, damn, no! Wait, let me rephrase that...
You, rephrased: He is going through hard times.
a) Backtrack 2: Talking about fitting in
You: He really struggles to get it in... wait, no! He can barely slide it in anywhere... oh, God, no! It's just always too big for him... damn it, wait! Let me try that again...
You, rephrased: He has a hard time fitting in.
You: He really struggles to get it in... wait, no! He can barely slide it in anywhere... oh, God, no! It's just always too big for him... damn it, wait! Let me try that again...
You, rephrased: He has a hard time fitting in.
a) Backtrack 3: Talking about being on time
You: He always comes so fast under pressure... wait, no! He comes right on the spot... oh, Jesus, no! When he comes, everybody feels it... wait, wait! Give me a second to rephrase...
You, rephrased: He is always punctual and reliable.
You: He always comes so fast under pressure... wait, no! He comes right on the spot... oh, Jesus, no! When he comes, everybody feels it... wait, wait! Give me a second to rephrase...
You, rephrased: He is always punctual and reliable.
a) Backtrack 4: Talking about working hard on a project
You: He likes to go really deep with his hands... wait, no! He gets wet right away... oh, come on! He goes all the way in until he's satisfied... damn it, no! Wait...
You, rephrased: He works very thoroughly on projects.
You: He likes to go really deep with his hands... wait, no! He gets wet right away... oh, come on! He goes all the way in until he's satisfied... damn it, no! Wait...
You, rephrased: He works very thoroughly on projects.
b) Simpler words: The meeting was postponed. → The meeting is later now.
b) Shorter sentences: I arrived late because of the heavy traffic on the main road. → There was a lot of traffic. So I was late.
b) Active voice: The package was dispatched yesterday. → We sent the package yesterday.
b) Antonym: He is never on time. → He always arrives late.
b) Shorter sentences: I arrived late because of the heavy traffic on the main road. → There was a lot of traffic. So I was late.
b) Active voice: The package was dispatched yesterday. → We sent the package yesterday.
b) Antonym: He is never on time. → He always arrives late.
c) Analogy: The project has too many problems. → It is like a car with no wheels. It cannot go anywhere.
d) Comfort zone: You forget "reimbursement". → Sorry, let me say it differently. The company gives me my money back.
3Check, and try again if you need to.
Ask if it is clear. If it is not, choose a different trick. It is OK to try two or three times. That is normal, even for native speakers.
Useful phrases“Does that make sense?”“Is that clearer?”“Do you see what I mean?”“Let me try another way.”
You: …so the workshop is not happening. The teacher is sick. Does that make sense?
Them: Ah, now I get it. Thanks!
Them: Ah, now I get it. Thanks!
All 3 steps together
Them: Sorry, I didn't catch that. Could you rephrase it?
Your first sentence: The workshop has been cancelled due to unforeseen circumstances.
Step 1: Sure, let me put it another way.
Step 2 (simpler words + shorter pieces): The workshop is not happening. The teacher is sick.
Step 3: Does that make sense?
Your first sentence: The workshop has been cancelled due to unforeseen circumstances.
Step 1: Sure, let me put it another way.
Step 2 (simpler words + shorter pieces): The workshop is not happening. The teacher is sick.
Step 3: Does that make sense?
Bonus: when YOU did not understand. Do not say "What?". Try one of these:
Useful phrases“Sorry, could you rephrase that?”“Could you put that another way?”“I'm not sure I follow. Could you say it differently?”“Do you mean …?”
Common mistakes
Wrong: The meeting is on Wednesday. (the same sentence again)
(it does not help the listener)
Correct: It is not on Monday now. It is on Wednesday.
Wrong: THE MEETING IS ON WEDNESDAY! (the same sentence, louder)
(louder is not clearer)
Correct: Stay calm and use new words: The meeting is later. It is on Wednesday.
Wrong: I might come. → I will come. (the idea got stronger)
(the meaning changed)
Correct: I might come. → Maybe I will come.
Wrong: What I intended to communicate, more precisely, is that the gathering has been rescheduled. (longer and harder)
(a rephrase must be easier, not harder)
Correct: The meeting is on Wednesday now.
Wrong: Prices rose quickly. → Prices went up. For example, bread was 1 euro and now it is 2. (in an exam, you added new facts)
(a paraphrase keeps the same facts, no more)
Correct: Prices rose quickly. → There was a rapid rise in prices.
Wrong: Never mind. (you gave up)
(the other person is still lost)
Correct: Sorry, let me try again.
Wrong: (You said something that sounded rude. You say nothing and hope they forget.)
(the wrong idea stays in their head)
Correct: Sorry, that came out wrong. What I meant was…
Quick check
- Did I say it in a NEW way, not the same sentence?
- Is the idea the same?
- Is it easier to understand?
- Did I check that the other person understood?
If any answer is no, try another trick.
Level up: Replace basic words (good, very, nice) with stronger ones. See our A2 to B2 upgrades page.
Practice
Paraphrase or rephrase?
Which one do you need in each situation?
1.An exam asks you to write a sentence again in different words.
Paraphrase: you restate a sentence for the exam, keeping every fact.
2.A colleague says: "Sorry, I didn't get that."
Rephrase: your listener did not understand, so you say your idea in a new way.
3.You must write the idea of a reading text without copying it.
Paraphrase: you restate what a text says, in your words.
4.Your teacher says: "Can you explain that more simply?"
Rephrase: the same idea, an easier way.
5.You forget a word in the middle of a sentence and want to keep talking.
Rephrase: say the idea with other words so you can continue.
6.You turn a question from a test into your own words in your introduction.
Paraphrase: new words and a new shape, the same facts.
7.You say something that sounds rude, but you did not mean it. You want to fix it.
Rephrase: it is your own idea, and you say it again in a different way.
What should you say?
Someone does not understand you, or your sentence came out wrong. Choose the best answer.
1.You: The restaurant is fully booked tonight.
Them: Sorry, could you rephrase that?
Them: Sorry, could you rephrase that?
The first answer is almost the same sentence, with only a few words changed. The third answer is the same sentence, louder. The second answer uses new, simple words and says the same thing: there is no table for you tonight.
2.You: I’m afraid I’m unable to attend.
Them: Sorry, I didn’t get that.
Them: Sorry, I didn’t get that.
The second answer gives up, so the other person is still lost. The third answer keeps the same idea, but the words are not easier. The first answer says it in a simple way: “I can’t come.”
3.You: The shop might open next week.
Them: Could you say that another way?
Them: Could you say that another way?
The first answer changes the idea: “might” means maybe, and “will” means sure. The second answer is the same sentence with one word added. The third answer uses new words and keeps the doubt: “maybe” and “I’m not sure.”
4.You: Your English is surprisingly good!
Them: (a long pause, no smile)
Them: (a long pause, no smile)
The first answer blames the other person, and the problem stays. The third answer repeats the same words that caused the problem. The second answer says that it came out wrong, and then says the real idea: “very good.”
5.You: Can I borrow the... the... (you forgot the word “scissors”)
The second answer gives up. The third answer gives no information: “the thing” can be anything. The first answer describes the object with simple words, so the other person can guess “scissors.”
Which trick was used?
Match each pair with the trick that was used.
1.The decision was made by the committee. → The committee made the decision.
Change the voice: the passive sentence (“was made by the committee”) becomes an active one (“the committee made”). The facts stay the same.
2.The queue was short. → The queue was not long.
An antonym: “short” becomes “not long.” The word is the opposite, and the “not” keeps the meaning the same.
3.The invoice is overdue. → You have not paid the bill yet.
Simpler words: “overdue” is a harder word. “Not paid yet” says the same thing in an easier way.
4.Our schedule is completely full. → We are like a bus with no empty seats.
An analogy: the schedule is compared to a bus with no empty seats. It is easy to imagine, and it makes the idea clear.
5.I missed my train because I left home late and the traffic was terrible. → I left home late. The traffic was terrible. So I missed my train.
Shorter sentences: the long sentence has two reasons joined together. Now each idea has its own short sentence, and “So” joins the result.
Now you
Someone says: "Sorry, could you rephrase that?" Rephrase each sentence for them. Use new words, keep the same idea and make it easier. Then compare with the model.
1.The conference has been rescheduled to the following Tuesday.
Model: Let me put it another way. The conference is not this week. It is next Tuesday.
2.I am afraid the item you ordered is currently out of stock.
Model: Sorry, we do not have it right now. We will have it again soon.
3.He was extremely reluctant to accept the offer.
Model: He did not want to say yes.
Now write
Your task
Imagine you said this to a friend: "The workshop has been cancelled due to unforeseen circumstances." Your friend says: "Sorry, could you rephrase that?"
Write what you answer in 2-3 short sentences. Use one phrase from the steps, say it in a new and easier way, and keep the same idea.
Word bank
let me put it another waysorry, let me try againwhat I mean isin other wordssimply putfor examplethat meansdoes that make sense?is that clearer?cancellednot happeningnew dateteacher is sickwe will tell you later
Sentence starters
- Let me put it another way. ...
- What I mean is that ...
- In simple words, ...
- For example, ...
- Does that make sense?