Simplifying Sentences for Clear Technical Writing

For this article I’m writing in a more casual style. I asked Kafkai to generate an article about "simplifying text" for two reasons:

• Kafkai’s Market Position Tracker shows that Jasper.ai has fallen 39 ranks for the keyword “rewrite paragraph,” presenting an opportunity to create content on the topic.
• While producing a webinar for a co‑hosted program with the Tokyo Chamber of Commerce, I realized how hard it is to explain technical concepts.

Since Kafkai also helps write technical content, I’m posting this on our Kafkai blog.

The Art Of Technical Writing

Let’s be real: Technical writing doesn’t have to sound like a robot wrote it. You can keep all the smarts, but ditch the jargon overload. That’s where simplifying sentences comes in. It’s not about dumbing things down. It’s about making complex ideas actually understandable, whether you’re writing for students, pros, or someone just trying to figure out how their software works.

Think of it like translating a foreign language. You’re not changing the meaning—you’re just using words that don’t require a dictionary. There are tools that will help you do that fast which I will introduce later down this article. They don’t just chop words; they re-frame sentences so they’re clearer, punchier, and way less intimidating.

At its core, simplifying text involves employing straightforward language that focuses on clarity and brevity. There's a useful checklist on Simplified English in Technical Writing that helps technical writers simplify their writing..

Why Simplified Text Actually Matters

Simplified text isn’t just for beginners. It’s for everyone. Especially when you’re dealing with people who aren’t fluent in “tech-speak.” That includes non-native speakers, new hires, or even seasoned pros who just want to get the point without wading through five layers of jargon.

Take this example:
Original: “The implementation of advanced methodologies by the developer facilitates the optimization of system performance metrics.”
Simplified: “The developer uses advanced methods to improve system performance.”

It's the same info, but the second example is way easier to digest.

Of course, you can still be precise. You don’t have to sacrifice accuracy to make things readable. The trick is to use active voice. Say “The team fixed the bug” instead of “The bug was fixed by the team.” It’s direct. It’s clear and it’s way more engaging.

You can also break long, winding sentences into bullet points. Like this:

1. Pick the main idea.
2. Strip out fluff.
3. Use everyday words.
4. Keep the technical details that matter.

Simple? Yes. Effective? Absolutely.

Tools That Actually Help (Not Just Hype)

Let’s talk tools. There's a list of tools on AI Text Simplifiers (which includes tools like Phrasly and MyCleverAI) and although they aren’t magic, they’re close. They scan your text, spot the dense parts, and suggest cleaner versions. You don’t lose meaning. You just lose the headache.

For example:
Original: “Utilization of resources in an optimal manner is imperative for project success.”
Simplified: “Using resources well is key to project success.”

See the difference? Same point. Half the effort to read.

And if you’re writing for a global team? These tools are lifesavers. They help you avoid phrases that only make sense to people in one industry—or one country.

Real Benefits, Not Just Buzzwords

Here’s what actually happens when you simplify:

• Less cognitive load → Not only for students and professionals but also benefits researchers and content creators. People understand faster. No more rereading paragraphs three times.
• More engagement → If it’s easy to read, people actually will read it.
• Better knowledge sharing → Complex ideas become accessible. That means more collaboration, fewer misunderstandings.
• Inclusive communication → You’re not shutting out people who don’t speak “corporate tech.” You’re inviting them in.

Studies like Reducing Cognitive Load with Better Documentation back this up. Clear docs = happier, more productive teams.

How to Actually Do It (Step by Step)

1. Start with the core idea. What’s the one thing you want the reader to walk away knowing?
2. Outline it. Use headings, subheadings, bullet points. Structure is your friend. Use headings and subheadings to delineate sections, similar to the strategy outlined in 19 Small But Powerful Writing Tips.
3. Simplify the language. Swap “utilize” for “use.” “Facilitate” for “help.” “Optimize” for “improve.”
4. Shorten sentences. If it’s longer than two lines, break it up.
5. Run it through a tool. Let Phrasly or AI Text Simplifier give you a second opinion.
6. Get a human to read it. Tools help, but they can’t catch everything. A real person will tell you if it still sounds like a manual.

Using AI

I use AI locally (on my own laptop without an internet connection using so-called open models) to simplify my text, beyond the tools mentioned above. I may understand specific subjects within particular word choices, and I can explain them to myself, but AI possesses a much larger vocabulary that can be adapted for different audiences. I’ve found that different models perform differently well with various language outputs; gpt-oss:120b excels at English content, while the qwen3 series are exceptionally good for Japanese content.

What You Might Get Wrong (And How to Fix It)

• Oversimplifying → Don’t strip out the details that matter. Keep the “why” and the “how.” Just explain them better.
• Ignoring context → Some terms need to be technical. That’s fine—just define them once, then use them consistently.
• Relying too much on tools → AI is great for drafts. Not for final edits. Always review with a human eye.

The Bottom Line

Simplifying sentences isn’t about making things easier for lazy readers. It’s about making things clearer for everyone. That includes you. When your writing is straightforward, you communicate better. Your audience gets it faster. And you look like someone who actually knows what they’re talking about—without needing to prove it with ten-dollar words.

So go ahead. Try it. Use tools. Break up those monster sentences. Swap jargon for plain language. You’ll be surprised how much more people get, and how much easier your job becomes.