The key idea
Choose what to change in each revision pass, then check how every change improves the whole text.
What is it for?
Learn to improve a complete text through five focused revision passes. Make each sentence clearer, shorter, more precise, and more effective.
What you need to know
- Check the purpose, argument, and order before changing individual sentences.
- Improve the flow by connecting ideas and removing repeated information.
- Cut unnecessary words and replace weak verbs with precise ones.
- Vary sentence structures and place important information where readers notice it.
- Check grammar, punctuation, tone, and consistency in the final pass.
Pass 1: Check the purpose and structure
First, read the whole text. Do not correct small errors yet. Check whether the main point is clear and each paragraph supports it. Move, combine, or remove information when needed.
- Write the main purpose in one sentence.
- Check whether each paragraph has a clear job.
- Remove details that do not support the main point.
- Put the strongest reason where it will help most.
The shop should open earlier because many customers arrive before nine.
The main claim and its reason are clear.
The shop has blue walls. It should open earlier because customers arrive before nine.
The wall colour does not support the argument.
Pass 2: Improve cohesion and flow
Next, check how the ideas connect. Readers should understand why one sentence follows another. Use linking words when they show a real connection. Join related ideas when this makes the meaning clearer.
- Use pronouns when the person or thing is clear.
- Repeat a key word when readers need a clear link.
- Use words such as therefore, meanwhile, and consequently carefully.
- Remove links that repeat a connection already shown.
The bus was delayed, so several workers arrived late.
So shows the result of the delay.
The bus was delayed. Consequently, several workers arrived late.
Consequently gives the same result in a more formal style.
Pass 3: Cut padding and strengthen verbs
Now remove words that add no useful meaning. Replace long phrases with shorter ones when the meaning stays clear. Keep longer phrases when they add useful detail or precision.
- Change due to the fact that to because.
- Replace make a decision with decide when suitable.
- Prefer a precise verb to a weak verb plus extra words.
- Use nouns ending in forms such as -tion only when useful.
We made a decision to close the shop.
Made a decision can become decided.
We decided to close the shop.
The shorter version keeps the full meaning.
Pass 4: Refine style and emphasis
Check whether the writing sounds natural and suits its purpose. Use precise words instead of general ones. Vary sentence length and structure, but keep every sentence easy to follow.
- Use a cleft sentence to highlight one important detail.
- Use a relative clause to connect closely related information.
- Place key information near the start or end when appropriate.
- Avoid repeating the same sentence pattern throughout.
What made the service effective was its clear booking system.
The cleft sentence highlights the main reason.
The booking system, which customers found easy to use, reduced delays.
The relative clause adds useful detail without a separate sentence.
Pass 5: Check correctness and compare versions
Finally, check grammar, spelling, and punctuation. Keep names, dates, verb forms, and levels of formality consistent. Compare the new text with the first version. Every change should improve meaning, style, or accuracy.
- Check subject and verb agreement.
- Check commas, apostrophes, and sentence endings.
- Keep the same tone unless a change is needed.
- Read both versions aloud to find awkward sentences.
Each employee receives a weekly schedule.
Each takes a singular verb.
Each employee receive a weekly schedule.
Receive must change to receives.
How to do it, step by step
- Read the whole text and identify its main purpose.
- Check the argument, paragraph order, and relevant details.
- Improve links between ideas and remove repetition.
- Cut padding, strengthen verbs, and refine the style.
- Correct errors and compare the final version with the original.
Formulas and key language
| Use it for | Example | Another example |
|---|---|---|
| due to the fact that → because | The meeting ended early because everyone agreed. | We stayed inside because the rain continued. |
| make a decision → decide | The manager decided to change the opening time. | We decided to order lunch before the meeting. |
| as a result, + outcome | The team shared the tasks. As a result, work finished sooner. | The road closed. As a result, buses took longer. |
| not only ... but also ... | The new plan not only saves time but also reduces costs. | The guide not only explains the rules but also gives examples. |
| What + clause + be + focus | What improved the service was the faster booking system. | What matters most is the accuracy of the final figures. |
| a person or thing + relative clause | The assistant who organised the files found the missing form. | The report that arrived yesterday contains the latest figures. |
| although + contrasting idea, main clause | Although the room was small, the new layout felt spacious. | Although the first draft was clear, several sentences needed trimming. |
| rather than + noun or -ing form | We used a shared list rather than sending separate messages. | She checked the figures rather than guessing the total. |
| It is worth + -ing form | It is worth checking the figures before sending the report. | It is worth comparing both versions before choosing the final wording. |
UK / US: British English often uses organise and colour. American English usually uses organize and color. Choose one style and use it consistently.
Level up: Replace basic words (good, very, nice) with stronger ones. See our A2 to C1 upgrades page.
Model text
Before and After: A Notice About Shop Opening Hours
Before revision
I am writing this notice because I would like to tell everyone about a change that we are going to make to our shop opening hours. The reason for this change is because we have noticed that a lot of customers come to the shop before the time when we currently open. We think that it would be a good idea to open earlier, and this is something that we have talked about for quite a long time. We are planning to start opening at eight o'clock instead of nine o'clock from next Monday. This means that customers will have more time to buy the things that they need before going to work. We also think that this change will be useful for people who need to collect orders in the morning. We hope that everyone will understand the reason for this change and that the new hours will be helpful.
The message is clear, but it repeats ideas and uses unnecessary phrases.
After revision
From next Monday, our shop will open at eight instead of nine. This change follows repeated requests from customers who need to shop before work. Earlier opening hours will also give customers more time to collect orders. We expect the new schedule to reduce morning queues and make visits more convenient. The change is a trial, so we will review customer feedback after four weeks. If the earlier opening time creates serious staffing problems, we may adjust the schedule. Please share your experience with a member of staff or through our feedback form. Your comments will help us decide whether to keep these hours permanently. We appreciate your patience while we test the new arrangement.
The revision gives the change first, explains its purpose, and states what happens next. It uses precise wording and removes repeated information.
Revision notes
The first pass removes the long introduction and puts the opening time first. The second pass links the change to customer needs. The third pass replaces long phrases with direct verbs. The fourth pass adds a clear trial period and a practical next step. The fifth pass checks tense, punctuation, and consistency. The revised notice also avoids promising success before the trial ends.
The notes show how each pass improves a different part of the text.
Common mistakes
✗ The reason is because the bus was late.
✓ The reason is that the bus was late.
The original uses two expressions for giving a reason.
✗ We made a decision to cancel the meeting.
✓ We decided to cancel the meeting.
The verb decided expresses the same idea more directly.
✗ The new system is very useful and very effective.
✓ The new system is practical and effective.
Precise adjectives give readers more information.
✗ The staff has checked the forms.
✓ The staff have checked the forms.
In British English, staff often takes a plural verb when people are meant.
✗ The meeting ended early, therefore we left.
✓ The meeting ended early; therefore, we left.
Therefore needs suitable punctuation when it connects two complete clauses.
✗ The final report include the updated figures.
✓ The final report includes the updated figures.
A singular subject takes includes in the present simple.
Plan it, then check it
Plan
- Write the main purpose of the text in one sentence.
- Mark details that repeat information or do not support the purpose.
- Choose the best order for the main point, reasons, and next steps.
- Plan five passes, from structure to final correctness.
Check
- Does every paragraph support the main purpose?
- Can readers follow the links between ideas?
- Have I removed padding without losing useful meaning?
- Do my words, sentence patterns, and tone suit the reader?
- Have I checked grammar, punctuation, and consistency?
Practice
Choose the correct revision pass
Choose the pass that best fixes each problem.
1.A paragraph gives details that do not support the main point.
Pass 1 checks whether each detail supports the main purpose.
2.Two sentences repeat the same information.
Pass 2 improves the links between ideas and removes repetition.
3.The phrase make a decision appears several times.
Pass 3 replaces wordy phrases with shorter, direct verbs.
4.Every sentence starts with The manager.
Pass 4 introduces sentence variety and improves emphasis.
5.A singular subject has the wrong verb form.
Pass 5 checks grammar and corrects verb forms.
6.A result appears before its cause, making the argument hard to follow.
Pass 1 checks the order of ideas and the argument.
Make one small correction
Correct the single weak word or form in each line.
1.We made a decision to change the schedule.
Decided expresses the same meaning with fewer words.
2.The new plan reduce waiting times.
The singular subject plan needs the verb reduces.
3.The meeting ended early, therefore we went home.
A semicolon separates the complete clauses before therefore.
4.The report is clear, accurate and consistant.
Consistent is the correct spelling.
5.The staff has completed their checks.
British English often uses a plural verb when staff means people.
6.We discussed about the new opening hours.
Discuss takes a direct object without about.
Check your revision knowledge
Decide whether each statement is true or false.
1.The first pass should check the purpose and structure.
The whole text needs a clear purpose before sentence editing.
2.Every long sentence should become a short sentence.
A longer sentence can connect ideas clearly and naturally.
3.A precise verb can replace a weak verb and extra words.
A direct verb often makes a sentence shorter and clearer.
4.Nominalisation always makes writing more formal and effective.
Too many noun forms can make writing heavy and unclear.
5.Sentence variety can help readers notice important information.
Different sentence patterns can guide attention and improve flow.
6.The final pass should ignore punctuation if the meaning is clear.
Punctuation helps readers understand sentence structure and meaning.
Match each problem with its fix
Match each writing problem with the best revision.
1.The main point appears near the end.
2.Two sentences give the same detail.
3.The text uses make a decision.
4.Every sentence starts with the same words.
5.A singular subject has the wrong verb.
Now write
Your task
Revise the draft below in five passes. Keep its main message. Improve its order, flow, concision, style, and correctness. Then write the final text. Draft: Our community centre is going to make a change to the way that people book rooms. The reason for this change is because many people have told us that the current system takes too much time. We have made a decision to introduce an online form for room bookings. The form will be available from next Monday, and it will be possible for people to use it at any time of the day. We also think that the new form is going to be useful because it will help us to keep all the booking details in one place. People will still be able to call the centre if they need help with the form. We are hoping that this change will make the booking process better for everyone who uses the centre. After one month, we are going to look at the feedback that people give us and make a decision about any changes that are needed.
Word bank
introducestreamlinebooking processin response toas a resultaccessiblefeedbackreviewpracticalefficientretainadjustin the meantimeclear instructionsevaluate
Sentence starters
- From next Monday, ...
- The change follows ...
- The new system will ...
- For anyone who needs help, ...
- After one month, ...
- Based on the feedback, ...