How to reduce the wordcount when you’ve written too much!
You’ve written too much again, haven’t you?
That chapter, or your whole thesis, is way too long.
How do you cut that down, without losing any of the important stuff? Surely, it’s all important though, right?! Well, maybe not!
Keep reading because I’ve got 10 tips to share with you to help you cut down your wordcount.
One of the key things PhD students do to get in their own way is to produce these elaborate, word-packed drafts that need a damn good trim. Over writing is really common. You find yourself making the same point over and over again, or bumbling around, taking ages to get to the point. But less is more, okay? You don’t need to repeat yourself, you don’t need to over explain, you don’t need to faff around with filler words. Let’s dig you out of this wordcount hole!
1. Eliminate redundancies
Redundancies occur when you express the same idea more than once or use unnecessary fluff. This often happens subconsciously, especially when you’re trying to emphasise a point. However, cutting out redundant phrases is one of the easiest ways to reduce your word count.
Example:
Original: “The study is important and significant for the field.”
Revised: “The study is significant for the field.”
Both “important” and “significant” convey the same meaning. By using just one, you reduce wordiness while maintaining clarity.
2. Cut out filler words
Words like “very,” “really,” “just,” and “actually” often creep into academic writing, but they rarely add meaning. Filler words make sentences longer without contributing any substance, so cutting them can have a big impact on reducing word count.
Example:
Original: “This theory is really important in understanding the phenomenon.”
Revised: “This theory is important in understanding the phenomenon.”
Removing “really” makes the sentence more concise without changing its meaning.
Filler words tend to weaken your writing rather than strengthen it. By removing them, you create a more authoritative, clear tone and it makes you sound more confident.
3. Simplify phrasing
Academic writing can sometimes feel bloated with overly complex phrases, which may sound more formal but are actually just word soup, they’re just fluff! Simplifying these phrases not only reduces your word count but also improves readability.
Example:
Original: “Due to the fact that the experiment was delayed, the results were not obtained on time.”
Revised: “Because the experiment was delayed, the results were not obtained on time.”
The phrase “due to the fact that” is a common culprit in academic writing, but it can almost always be replaced with “because.” This simple change can save several words per sentence.
Here are some other phrases to chop and swap:
Instead of: "At this point in time" Use: "Now"
Instead of: "In the event that" Use: "If"
Instead of: "A majority of" Use: "Most"
Instead of: "For the purpose of" Use: "For"
Instead of: "Has the ability to" Use: "Can"
Instead of: "In the near future" Use: "Soon"
Instead of: "In light of the fact that" Use: "Because"
Instead of: "With the exception of" Use: "Except"
Instead of: "On a daily basis" Use: "Daily"
Instead of: "In the process of" Use: "During" or "While"
Instead of: "It is important to note that" Use: "Note that"
Instead of: "Despite the fact that" Use: "Although"
Instead of: "Whether or not" Use: "Whether"
Instead of: "A number of" Use: "Several"
4. Use active voice
Know the difference between passive and active voice. Passive voice often requires more words than active voice, and it can make your writing feel vague or indirect. While there are instances where passive voice is appropriate, switching to active voice where possible can help you trim your word count.
Example:
Original: “It was found that the participants were more engaged in the second phase of the study.”
Revised: “The participants were more engaged in the second phase of the study.”
In this case, removing “it was found that” not only cuts words but also makes the sentence more direct and easier to read.
5. Combine sentences
Often, writers create multiple short sentences when a single, well-constructed sentence would be more concise and effective. Combining sentences can help reduce word count and improve the flow of your writing.
Example:
Original: “The researcher distributed surveys to 100 participants. The participants completed the surveys in 15 minutes.”
Revised: “The researcher distributed surveys to 100 participants, who completed them in 15 minutes.”
By combining these two sentences, you cut unnecessary repetition and improve readability. Sentence combining is an effective way to make your writing more concise without sacrificing detail.
6. Remove unnecessary descriptions
While detailed descriptions are sometimes necessary, overly descriptive sentences can bog down your writing. Be concise with your descriptions, especially if the additional information doesn’t add significant value to your argument.
Example:
Original: “The participants, who were all between the ages of 18 and 24, were selected based on their educational background.”
Revised: “Participants aged 18 to 24 were selected based on their educational background.”
Reducing excessive descriptions can streamline your writing while still conveying important details.
7. Review each paragraph
A paragraph-by-paragraph review is an excellent way to trim down your word count. As you go through each paragraph, ask yourself: Are there any sentences or ideas that are redundant or non-essential to the main argument?
Challenge yourself to remove one or two sentences from each paragraph. You’ll often find that these sentences don’t change the meaning of the paragraph, but cutting them improves clarity and brevity.
8. Edit examples and quotes
Examples and quotes are useful tools in academic writing, but they can also take up a lot of space. If you’ve included multiple examples or long quotes to illustrate a single point, see if you can remove one or shorten them while still conveying the same meaning.
Example:
Original: “As Smith (2020: 38) argues, ‘The evidence for this phenomenon is overwhelming, and it has been documented across various studies, including research in the fields of psychology, sociology, and anthropology.’”
Revised: “As Smith (2020: 38) argues, ‘The evidence for this phenomenon is overwhelming and has been documented across various studies.’”
This revision removes unnecessary details without losing the essence of the quote.
9. Limit adjectives and adverbs
Adjectives and adverbs can be useful, but they often add unnecessary words. Limiting their use can make your writing more concise and focused.
Example:
Original: “The researcher carefully and meticulously reviewed the extensive and lengthy literature on the topic.”
Revised: “The researcher reviewed the literature on the topic.”
By removing “carefully,” “meticulously,” “extensive,” and “lengthy,” you retain the core meaning of the sentence while making it more concise. The action of reviewing literature inherently implies careful attention, and words like “extensive” and “lengthy” are often unnecessary unless they add something specific to the argument.
10. Tighten up the conclusion
Conclusions often repeat information that’s already been discussed in the introduction or body of the text. Rather than restating every point in detail, focus on summarising your key findings and their implications.
Example:
Original: “In conclusion, this study has shown that the participants were highly engaged during the second phase of the experiment, which was due to the new methods employed by the researcher. The findings support the hypothesis that new methods increase engagement, and this has important implications for future research in the field.”
Revised: “In conclusion, this study found that new methods increased participant engagement, with implications for future research.”
This revised conclusion conveys the same core message but is far more concise, allowing the reader to focus on your main findings.
Want more help with your academic writing?
Check out my range of PhD Survival Guides, which walk you step-by-step through the process of developing your thesis, one chapter at a time. Click here to learn more.
