How to Write Clearly in English: 5 Mistakes to Fix Now

Most people don’t set out to write in a confusing way. It just happens. You’re thinking faster than you’re typing, you throw in a few extra words to sound more professional, and suddenly your sentence has three clauses, two commas, and nobody knows what you’re actually trying to say.

Learning how to write clearly in English isn’t about using simpler words or shorter sentences at all costs. It’s about making sure every word is pulling its weight. When one isn’t, cut it.

Here are five mistakes that quietly kill clear writing, and how to fix each one.

The Mistakes (and How to Fix Them)

Mistake 1: Burying the main point

Wrong: With regard to the proposal that was submitted last Tuesday, I wanted to take this opportunity to let you know that we have reviewed it.

Correct: We’ve reviewed your proposal from last Tuesday.

Why: The main point — “we reviewed it” — is hiding at the end of a very long sentence. Lead with what matters. Your reader will thank you.

Mistake 2: Using “it” and “this” without a clear reference

Wrong: The manager spoke to the client and then sent an update to the team. This caused some confusion.

Correct: The manager spoke to the client and then sent an update to the team. The update caused some confusion.

Why: “This” could refer to the conversation, the update, or the whole situation. Vague pronouns make the reader do your job for you. Name the thing.

Mistake 3: Nominalization (turning verbs into heavy nouns)

Wrong: We need to make a decision about the implementation of the new system.

Correct: We need to decide how to implement the new system.

Why: “Make a decision” and “implementation” are nominalizations — verbs dressed up as nouns. They add length and drain energy from the sentence. Use the verb directly wherever you can.

This is one of the patterns we work on regularly in our daily coaching sessions, because it shows up constantly in business writing. If you want structured practice on exactly this kind of thing, click here to see our coaching programme.

Mistake 4: Stacking too many adjectives or qualifiers

Wrong: This is quite a rather significant and fairly important issue that we should probably address.

Correct: This is a significant issue we need to address.

Why: “Quite,” “rather,” “fairly,” and “probably” all weaken the sentence. Pick your strongest word and commit to it. Hedging everything signals uncertainty, not politeness.

Mistake 5: Passive voice when active is clearer

Wrong: Mistakes were made and the deadline was missed by the project team.

Correct: The project team made mistakes and missed the deadline.

Why: Passive voice hides who did what. Sometimes that’s intentional (and fine). But when clarity matters, active voice is almost always the better choice. Subject, verb, object. Done.

The Pattern Behind All Five Mistakes

Look at those five examples again. Every single mistake adds words, distance, or ambiguity between your reader and your meaning.

Clear writing follows one simple principle: get to the point, name the thing, and use the simplest structure that works. You are not trying to sound impressive. You are trying to be understood.

A good test: read your sentence aloud. If you stumble, your reader will too. If you have to re-read a sentence to get the meaning, rewrite it. Good writing should feel effortless to read, even if it took effort to write.

Another useful habit is to write first, then edit. Most clarity problems appear in the editing stage, not the writing stage. Give yourself permission to write messily the first time, then go back and strip it down.

Quick-Reference Summary

• Put your main point at the start of the sentence, not buried at the end.
• Replace vague pronouns (“it,” “this”) with the specific noun they refer to.
• Convert heavy nouns back into active verbs (e.g. “make a decision” → “decide”).
• Cut qualifiers like “quite,” “rather,” “fairly,” and “probably” unless they add real meaning.
• Use active voice by default. Switch to passive only when you have a good reason.
• Read your writing aloud. If it sounds awkward, it probably reads that way too.

Vocabulary to Know

• nominalization /ˌnɒm.ɪ.n əl.aɪˈzeɪ.ʃən/ – Level: C1 – the process of turning a verb or adjective into a noun, often making sentences heavier and less direct – Example: “The submission of the report” is a nominalization of “submit the report.”
• active voice /ˈæk.tɪv vɔɪs/ – Level: B1 – a sentence structure where the subject performs the action (e.g. “She wrote the email”) – Example: Active voice makes your writing more direct and easier to follow.
• passive voice /ˈpæs.ɪv vɔɪs/ – Level: B1 – a sentence structure where the subject receives the action (e.g. “The email was written”) – Example: Passive voice can be useful when the doer of the action is unknown or unimportant.
• qualifier /ˈkwɒl.ɪ.faɪ.ər/ – Level: B2 – a word or phrase that limits or softens the strength of a statement (e.g. “quite,” “rather,” “somewhat”) – Example: Overusing qualifiers can make your writing sound hesitant and unclear.
• vague reference /veɪɡ ˈref.ər.əns/ – Level: B2 – a pronoun or expression that doesn’t clearly point to a specific noun, causing ambiguity – Example: “This caused problems” is a vague reference if the reader can’t tell what “this” refers to.
• to hedge /hɛdʒ/ – Level: C1 – to use cautious or non-committal language to avoid making a strong or definite statement – Example: Writers sometimes hedge too much, weakening their message in the process.
• concise /kənˈsaɪs/ – Level: B2 – expressing ideas clearly using few words, without unnecessary detail – Example: A concise email is more likely to be read and acted on than a long one.
• ambiguity /ˌæm.bɪˈɡjuː.ɪ.ti/ – Level: C1 – the quality of being open to more than one interpretation, causing confusion – Example: Ambiguity in a contract can lead to serious misunderstandings.
• to strip down /strɪp daʊn/ – Level: B2 – (phrasal verb) to reduce something to its simplest or most essential form – Example: Once you’ve written a first draft, strip it down by removing any words that don’t add meaning.
• pull one’s weight /pʊl wʌnz weɪt/ – Level: C2 – (idiom) to contribute fully and do what is expected; in writing, used to mean every word should serve a clear purpose – Example: If a word isn’t pulling its weight in your sentence, cut it.

FAQ

Does writing clearly mean writing simply?

Not exactly. Clear writing uses the right level of complexity for the situation. In a legal document, some technical language is necessary. In a business email, plain language is almost always better. The goal isn’t to dumb things down. It’s to make your meaning impossible to miss.

Is passive voice always wrong?

No. Passive voice has its place. Scientists use it to keep focus on findings rather than the researcher (“The samples were tested”). Diplomats use it to soften bad news. The problem is using it by habit, without a reason. If you’re reaching for passive voice, ask yourself: is there a good reason the subject is hidden here? If not, switch to active.

How long does it take to improve written clarity in English?

Most learners see a real difference within a few weeks of focused practice, especially when someone gives them direct feedback on their actual writing. Reading good writing helps. Practising with correction helps more.

That’s exactly what our daily coaching sessions are built around: real writing, real feedback, real improvement. For more details, click here.