The key idea
The learner can revise a text in layers, improving content, cohesion, word choice, sentence variety and accuracy.
What is it for?
Learn how to improve a complete text through four careful revision stages.
What you need to know
- Check the purpose, reader and ideas before changing sentences.
- Improve paragraph order, links and repeated words.
- Choose precise words and vary sentence structures.
- Check grammar, spelling and punctuation in a separate pass.
- Read the text aloud, wait, and read it again.
Layer 1: Check the content
First, check what the text needs to do. Think about the reader and the main purpose. Remove details that do not help. Add missing information that the reader needs.
- Keep every idea that supports your purpose.
- Remove details that distract the reader.
- Check that the reader has enough information.
- Do not correct small grammar mistakes yet.
The notice gives the meeting time but not the room number.
Add the missing room number before checking grammar.
I removed two details about my lunch because they did not support my report.
Keep information that helps the reader understand your purpose.
Layer 2: Improve cohesion
Next, check how the ideas connect. Each paragraph should have a clear job. Use linking words when they show a real connection. Replace repeated words when the reader can still understand the meaning.
- Put related ideas in the same paragraph.
- Use links such as because, although and as a result.
- Use pronouns when their meaning is clear.
- Repeat an important word when another word could confuse the reader.
The bus was delayed, so I arrived late.
So shows the result of the delay.
Mina checked the list. She then packed the correct items.
She clearly refers to Mina.
Layer 3: Improve impact
Now make the text clearer and more interesting. Replace general words with precise ones. Change sentence patterns when several sentences sound the same. Put important information where readers can notice it.
- Choose exact words instead of general words.
- Use relative clauses to connect closely related ideas.
- Use cleft sentences to give one detail special importance.
- Use indirect questions in formal requests and reports.
The shop had a problem.
This sentence gives little detail.
The shop faced a serious shortage of fresh bread.
Shortage gives a clearer picture of the problem.
What I appreciated most was the clear timetable.
This sentence gives special importance to one detail.
I would like to know whether the office opens on Saturdays.
This indirect question suits a polite request.
Layer 4: Check accuracy
Finally, check the language. Look for grammar mistakes, spelling errors and missing punctuation. Read slowly because small mistakes are easy to miss.
- Check that the subject and verb agree.
- Check verb forms and time references.
- Check articles, prepositions and spelling.
- Check commas, full stops and capital letters.
The list of items is on the desk.
The main subject is list, so use is.
We arrived at the station before noon.
Use at with station in this sentence.
Use a personal revision routine
Do not try to fix everything at once. Read your text once for each layer. Keep a short list of mistakes you often make. Read aloud, wait a little, and read again with fresh eyes.
- Use one clear goal for each reading.
- Write down mistakes you often make.
- Read aloud to notice awkward sentences.
- Take a short break before your final check.
I often forget articles, so I check them last.
A personal list helps you remember common problems.
After a short break, I noticed a missing word.
A second reading can reveal mistakes you missed.
How to do it, step by step
- Check the purpose, reader and main ideas.
- Improve paragraph order, links and repeated words.
- Choose precise words and improve sentence variety.
- Correct grammar, spelling and punctuation.
- Read aloud, take a break and check the text again.
Formulas and key language
| Use it for | Example | Another example |
|---|---|---|
| The main purpose of this text is to + verb. | The main purpose of this notice is to explain the new timetable. | The main purpose of this email is to report a delivery problem. |
| I removed ___ because it did not support the main point. | I removed the extra detail because it did not support the main point. | I removed the repeated example because it did not support the main point. |
| ___, so ___ . | The road was closed, so we took another route. | The printer stopped working, so we used another machine. |
| ___, which + verb ... | We changed the meeting time, which helped several parents. | She prepared a clear list, which saved time. |
| What I liked most was + noun phrase. | What I liked most was the clear explanation. | What I noticed first was the missing date. |
| I would like to know whether + subject + verb. | I would like to know whether the office accepts card payments. | I would like to know whether the delivery includes the table. |
| The main issue is that + subject + verb. | The main issue is that the report lacks clear dates. | The main issue is that the list contains repeated items. |
| As a result, + result. | The labels were unclear. As a result, several boxes went missing. | The instructions were incomplete. As a result, the team made mistakes. |
| Although + subject + verb, + main clause. | Although the room was small, everyone found a seat. | Although the journey was tiring, we arrived on time. |
UK / US: British and American English sometimes use different spellings, such as organise and organize. Choose one style and use it consistently.
Level up: Replace basic words (good, very, nice) with stronger ones. See our A2 to B2 upgrades page.
Model text
Before and After: Improving a Delivery Report
Before: Content and cohesion
Our shop received a delivery on Monday. The boxes were late. The boxes had no labels. We checked the boxes. Some items were missing. The driver waited. We called the office. The office said the list was wrong. We made a new list. It took time. We finished the work. The manager was not pleased. I think we need changes. The delivery system has problems. The staff also need help. I want to know when the new system starts.
The report repeats boxes and list. It also lacks clear links between problems and results. The purpose needs to be clearer.
After: Content and cohesion
Our shop received a late delivery on Monday. Several boxes arrived without labels, so the team could not check their contents quickly. As a result, some items were recorded incorrectly. We contacted the office, which confirmed that the delivery list contained errors. The staff prepared a corrected list, but this task delayed other work. The manager was concerned about these repeated problems. What matters most is preventing similar delays next week. I would like to know when the new delivery system will start. The team also needs clearer instructions and a simple checking process.
The revised report explains the problem, its result and the next steps. It uses precise words, clear links and varied sentences.
After: Accuracy check
The team has recorded the missing items and checked the corrected list. The manager will review the process on Friday. Before then, each worker will follow the new checking steps. The report now separates the facts from the proposed changes. It also gives the manager a clear action to take.
The final check confirms the verb forms and time references. The ending gives clear next steps.
Common mistakes
✗ The boxes was late.
✓ The boxes were late.
Boxes is plural, so use were.
✗ We arrived to the office at noon.
✓ We arrived at the office at noon.
Use arrived at for a place such as an office.
✗ The list contain three errors.
✓ The list contains three errors.
List is singular, so use contains.
✗ The labels were unclear, as a result we made mistakes.
✓ The labels were unclear. As a result, we made mistakes.
Use a full stop before this linking phrase.
✗ The report was very useful.
✓ The report was extremely useful.
Extremely gives stronger and more precise emphasis.
✗ I would like to know whether does the shop deliver.
✓ I would like to know whether the shop delivers.
An indirect question uses normal subject and verb order.
Plan it, then check it
Plan
- Write the purpose and name the reader.
- List the main ideas and remove unrelated details.
- Check paragraph order, links and repeated words.
- Improve word choice and sentence variety.
- Check grammar, spelling and punctuation, then read again.
Check
- Does the text meet its purpose?
- Can the reader follow each idea easily?
- Are the words precise and the sentences varied?
- Have I checked my common mistakes?
- Have I read the text again after a short break?
Practice
Choose the revision layer
Choose the layer that best fixes each problem.
1.The report does not explain why the delivery was late.
The report needs missing information about the main problem.
2.The same noun appears in every sentence.
Cohesion helps ideas connect without unnecessary repetition.
3.The text uses the word thing for several different objects.
Precise words make the message clearer and more useful.
4.The subject is singular, but the verb is plural.
Subject and verb agreement belongs to the accuracy check.
5.The result appears before the reader knows the cause.
Cohesion helps readers follow the order of ideas.
6.Every sentence starts with the same words.
Sentence variety makes the text more engaging.
Correct one small mistake
Correct the single mistake in each line.
1.The delivery were late.
Delivery is singular, so use was.
2.We arrived to the shop early.
Use at with arrived when naming this place.
3.The report contain three sections.
The singular subject report takes contains.
4.We checked the boxes, and, we updated the list.
Do not place a comma after and in this sentence.
5.The manager reviewed the report yesterday
A complete statement needs a full stop.
6.I would like to know whether does the shop deliver.
Indirect questions use normal subject and verb order.
Check your revision knowledge
Decide whether each statement is true or false.
1.Content should be checked before small grammar mistakes.
The first layer checks purpose, ideas and missing information.
2.Every repeated word must be replaced.
Repeating a key word can help the reader understand.
3.Linking words should show a real connection between ideas.
Links help readers understand how ideas relate.
4.Accuracy includes spelling and punctuation.
Both are part of the final language check.
5.A writer should change every sentence into a long sentence.
Sentence lengths should vary, but every sentence must stay clear.
6.Reading again after a break can reveal missed mistakes.
A fresh reading can help you notice problems.
Match each problem to its best fix
Match each problem with the correct revision layer or action.
1.The report leaves out the main reason.
2.The paragraphs do not follow a clear order.
3.The text uses vague words and repeated sentence patterns.
4.The verbs and spelling contain mistakes.
5.You miss small mistakes during the first reading.
Now write
Your task
Revise the draft below in four layers. First, check the purpose and missing ideas. Next, improve the links and order. Then, choose precise words and vary the sentences. Finally, correct the language. Write one revised report of 100 to 140 words. Use the draft as your starting point. Draft: Our office got a delivery on Tuesday. The boxes was wet. We opened the boxes. Some papers were missing. We called the supplier. The supplier said the driver had a problem. We waited for a new delivery. The new delivery arrived late. The staff were tired. The manager was not pleased. We need to change the system. I want to know when the new rules start.
Word bank
damaged packagingmissing documentsdelivery delaysupplieras a resultconsequentlyconfirmedreplacementaccurate recordclear instructionspreventreviewefficientfollow-upproposed changes
Sentence starters
- The main problem was that ...
- When the delivery arrived, ...
- As a result, ...
- The supplier confirmed that ...
- What matters most is ...
- I would like to know when ...