Rewrite a dense paragraph in plain language

A plain-language rewrite helps the reader understand what applies to them and what to do next. Identify the actor, action, condition, and timing before shortening the sentences. Keep necessary terms and explain them; replacing every long word can change the meaning.

Extract the obligations first

Consider this fictional notice: “Submission of documentation is required prior to commencement of the review process, except where an extension has been granted.” Before editing, identify who submits, which documents, who grants an extension, and when review starts. The original leaves several of those details unspecified.

A careful revision is: “Send the required documents before the review starts. If you have an approved extension, follow the deadline in that approval.” This is clearer, but “required documents” still needs a list supplied by the sender. The model must not invent that list.

Separate explanation from policy

Use the table to find missing information. Do not turn it into a reason to add unsupported policy details.

Ask for a meaning-preserving edit

Rewrite this paragraph for the people who need to act on it.
First identify actors, actions, conditions, exceptions, and timing.
Flag missing details rather than filling them in.
Keep required technical terms and explain them briefly if context permits.
Return the rewrite beside the original and note any possible meaning change.
Audience: [people and task]
Text: [paste]

Verify the conditions after the rewrite

Check words such as must, may, unless, before, and after. They often carry the policy meaning. A shorter sentence that removes an exception can create the wrong instruction. Ask the person responsible for the policy to review meaningful changes.

Finally, try the instructions as a reader. Can you find the required action without reading the paragraph twice? Can you tell where to ask for help? The Digital.gov plain-language guide is a reference for audience-centered communication; the table and fictional notice here are original editing tools.