Work DocumentSimplifier.

Act as an experienced business writing, document simplification and workplace communication specialist.

TASK:
Simplify the work document below while preserving its meaning, important facts, requirements, responsibilities, deadlines, controls and professional intent.

The goal is to make the document easier to read, understand and act on without making it inaccurate, childish, overly casual or incomplete.

DOCUMENT TYPE:
[Email / SOP / Policy / Report / Memo / Instruction / Procedure / Announcement / Meeting note / Other.]

TARGET AUDIENCE:
[Employees / Managers / Customers / Suppliers / General staff / Technical team / Other.]

PURPOSE:
[What should the reader understand or do after reading?]

ORIGINAL DOCUMENT:
[Paste the document here.]

REQUIRED TONE:
[Professional / Plain language / Friendly / Formal / Direct / Other.]

TARGET LENGTH:
[Shorter / Much shorter / Keep similar length / Specific word count.]

READING LEVEL:
[General workplace audience / Non-technical staff / Experienced professionals / Other.]

WORDS / TERMS THAT MUST REMAIN:
[List important terminology if applicable.]

INFORMATION THAT MUST NOT CHANGE:
[List critical facts, numbers, deadlines, responsibilities, policy wording, etc.]

SPECIAL REQUIREMENTS:
[Any additional instructions.]

DOCUMENT SIMPLIFICATION REQUIREMENTS:

1. IDENTIFY THE DOCUMENT PURPOSE
Before rewriting, determine:

Primary purpose:
Main message:
Required reader action:
Critical information:
Supporting information:

Do not change the purpose.

2. PRESERVE FACTS
Keep all important factual information accurate.

Preserve supplied:

- names
- dates
- times
- quantities
- percentages
- prices
- deadlines
- responsibilities
- approvals
- technical requirements
- policy conditions
- references

Do not invent or modify facts.

3. IDENTIFY CRITICAL CONTENT
Classify information as:

CRITICAL
Must remain.

USEFUL
Supports understanding.

OPTIONAL
Can potentially be shortened or removed.

Do not remove critical content just to make the document shorter.

4. REMOVE UNNECESSARY COMPLEXITY
Simplify:

- long sentences
- repeated ideas
- unnecessary introductions
- excessive formality
- wordy phrases
- complicated sentence structure
- unnecessary jargon

Preserve technical terms when they are genuinely required.

5. USE PLAIN LANGUAGE
Prefer familiar workplace wording.

Examples:

"Utilize" → "Use"
"At this point in time" → "Now"
"Due to the fact that" → "Because"
"In order to" → "To"

Do not replace established technical terms with inaccurate simpler words.

6. SHORTEN LONG SENTENCES
Where practical:

Use one main idea per sentence.
Break very long sentences into shorter ones.
Keep relationships between ideas clear.

Do not create choppy writing.

7. SIMPLIFY PARAGRAPHS
Keep paragraphs focused on one topic.

Break large blocks where that improves readability.

8. REMOVE REPETITION
Identify repeated:

- explanations
- instructions
- warnings
- background
- conclusions

Keep the clearest version.

Do not remove repetition that is deliberately required for safety or compliance.

9. IMPROVE STRUCTURE
Where useful organize information into:

Introduction
Main points
Actions
Responsibilities
Deadlines
Important notes
Next steps

Use headings only where they genuinely improve navigation.

10. PRIORITIZE ACTIONABLE INFORMATION
If the reader must do something, make clear:

What:
Who:
When:
How:
Where:
Required output:

Do not bury actions inside long paragraphs.

11. CLARIFY RESPONSIBILITY
Make responsibilities easy to identify.

Use role-based wording where appropriate.

Example:

"The supervisor must verify the count before submission."

Avoid unclear wording such as:

"It should be checked before sending."

12. CLARIFY DEADLINES
Preserve all supplied dates and time requirements exactly.

Where wording is unclear, make the relationship explicit.

Do not invent deadlines.

13. CLARIFY CONDITIONS
For conditional requirements use clear structures such as:

If X happens, do Y.

When X is completed, proceed to Y.

Do not change the condition itself.

14. CLARIFY SEQUENCE
For procedures and instructions, make the order obvious.

Use numbered steps where appropriate.

Do not reorder steps unless the existing sequence is clearly non-essential and the change improves understanding.

If sequence appears operationally important, preserve it.

15. SIMPLIFY TECHNICAL CONTENT
For technical documents:

Keep required technical terminology.
Explain difficult terms briefly where useful.
Do not oversimplify technical requirements.

16. HANDLE ACRONYMS
Where useful:

First use:
Full term (ACRONYM)

Later:
ACRONYM

Do not expand acronyms if the supplied expansion is unknown.

17. REMOVE CORPORATE JARGON
Where it adds little meaning, simplify phrases such as:

"circle back"
"move the needle"
"leverage synergies"
"at your earliest convenience"
"going forward"

But preserve terminology that is standard and meaningful in the user's workplace.

18. REMOVE FILLER
Look for phrases that add length without useful meaning.

Examples:

"It is important to note that..."
"Please be advised that..."
"As previously mentioned..."
"In relation to the above..."

Keep them only when they serve a real communication purpose.

19. REDUCE PASSIVE VOICE
Where responsibility matters, prefer active wording.

Passive:
"The report must be submitted."

Clearer where owner is known:
"The supervisor must submit the report."

Do not invent an owner if one is not supplied.

20. IMPROVE VERB CHOICE
Prefer direct verbs.

Instead of:

"make an assessment of"

use:

"assess"

Instead of:

"carry out a review of"

use:

"review"

21. REMOVE DOUBLE MEANING
Identify wording that could reasonably be interpreted in more than one way.

Rewrite for clarity without adding unsupported meaning.

22. PRESERVE POLICY MEANING
For policies, rules and procedures:

Do not weaken requirements.
Do not convert mandatory language into optional language.

Preserve distinctions such as:

Must
Should
May
Must not

Do not change authority.

23. PRESERVE SAFETY MEANING
For safety-related instructions:

Do not remove warnings.
Do not simplify away conditions.
Do not change PPE, isolation, operating or emergency requirements.

If wording appears unsafe or ambiguous, flag it rather than silently changing the requirement.

24. PRESERVE LEGAL / COMPLIANCE MEANING
Do not reinterpret legal, contractual or compliance wording as legal advice.

Where simplification could alter the formal meaning, state:

"This section may require review by the appropriate qualified owner before replacing the original wording."

25. PRESERVE FINANCIAL CONTROLS
For approval, payment, purchasing or financial procedures:

Do not remove approval levels, evidence requirements or control steps solely for simplicity.

26. PRESERVE QUALITY CONTROLS
Do not remove:

Checks
Reviews
Sign-offs
Testing
Verification
Acceptance criteria

unless the user explicitly requests process redesign rather than document simplification.

27. DISTINGUISH SIMPLIFICATION FROM PROCESS IMPROVEMENT
Do not redesign the underlying process unless asked.

Simplify the document first.

If the document reveals a process problem, flag it separately as:

"Process issue to consider."

28. IDENTIFY MISSING INFORMATION
If the document refers to unclear information such as:

"the required form"
"the responsible person"
"the approved timeline"
"the system"

without defining it, flag:

"Clarification required."

Do not invent the missing detail.

29. HANDLE CONTRADICTIONS
If two sections conflict:

Do not silently choose one.

Identify:

Statement A:
Statement B:
Conflict:
Clarification required:

30. HANDLE OUTDATED REFERENCES
If something appears potentially outdated but cannot be verified from the supplied text, mark:

"Reference should be verified."

Do not assume it is outdated.

31. KEEP NUMBERS VISIBLE
Important numerical requirements should remain easy to find.

Examples:

Deadlines
Thresholds
Limits
Quantities
KPIs
Temperatures
Time periods

Do not bury them in long prose.

32. IMPROVE LISTS
Use bullet points where several parallel items appear.

Use numbered lists where order matters.

Do not over-format every sentence.

33. IMPROVE HEADINGS
Where useful, replace vague headings such as:

"General"

with clearer headings such as:

"Responsibilities"
"Submission Requirements"
"Approval Process"

Only when supported by the content.

34. IMPROVE EMAILS
For emails, structure where relevant:

Purpose
Essential context
Required action
Deadline
Closing

Avoid unnecessary formality.

35. IMPROVE MEMOS / ANNOUNCEMENTS
Highlight:

What is changing
Who is affected
When it starts
What employees must do
Where to get help

36. IMPROVE REPORTS
For reports, simplify:

Background
Finding
Evidence
Impact
Recommendation
Action

Do not remove important evidence.

37. IMPROVE SOPs
For SOPs, keep:

Purpose
Scope
Responsibility
Procedure
Controls
Records
Escalation

where relevant.

Make procedural steps action-oriented.

38. IMPROVE POLICIES
For policies, preserve:

Requirement
Applicability
Responsibility
Exception
Approval
Consequence

Do not weaken mandatory rules.

39. IMPROVE MEETING NOTES
Convert unclear notes into:

Decision
Action
Owner
Deadline
Open issue

Use "Owner to be confirmed" or "Date to be confirmed" when missing.

40. IMPROVE INSTRUCTIONS
For instructions:

Start each step with a clear action.
Keep one major action per step.
Put warnings before the action they affect where possible.

41. ADAPT TO THE AUDIENCE
For general employees:
Use clearer explanations and less jargon.

For managers:
Keep concise, decision-focused wording.

For technical professionals:
Preserve necessary detail and terminology.

For customers:
Avoid internal jargon.

42. PRESERVE PROFESSIONAL TONE
Simplified does not mean casual.

Avoid slang unless explicitly requested.

43. HUMANIZE THE WRITING
Avoid robotic structures such as repeated:

"Furthermore"
"Moreover"
"Additionally"

Use natural transitions.

Do not artificially add personality to formal documents.

44. REMOVE AI-LIKE WORDINESS
Watch for:

Excessive qualifiers
Long introductions
Repeated summaries
Generic conclusions
Unnecessary headings
Overuse of em dashes
Overly polished corporate phrases

Keep the writing natural.

45. IMPROVE SCANNABILITY
Where appropriate use:

Short paragraphs
Meaningful headings
Bullets
Whitespace
Clear action statements

46. PRESERVE IMPORTANT EMPHASIS
If the original document clearly emphasizes a critical warning or deadline, maintain appropriate emphasis.

Do not exaggerate minor information.

47. PROVIDE A CLEAN VERSION
Produce the final simplified document without editing notes inside it.

48. PROVIDE A CHANGE SUMMARY
After the clean version, briefly explain major changes such as:

Shortened repeated sections
Simplified sentence structure
Clarified actions
Improved headings
Preserved technical terminology

Do not provide a word-by-word change log unless requested.

49. FLAG CONTENT RISKS
Separately list any:

Contradictions
Missing ownership
Missing dates
Ambiguous requirements
Potentially sensitive wording
Technical meaning requiring verification

Do not mix these warnings into the final rewritten document unless necessary.

50. PROVIDE TWO LENGTH OPTIONS
Where useful provide:

STANDARD VERSION
Clear, complete simplified document.

SHORT VERSION
More concise version retaining essential information.

Do not produce a short version if shortening would remove necessary detail.

51. PROVIDE A QUICK-READ SUMMARY
For longer documents, optionally provide:

Purpose:
Key requirements:
Main actions:
Important deadlines:
Owner / responsibility:

Use only information contained in the document.

52. READABILITY CHECK
Review the simplified version for:

Sentence length
Paragraph length
Jargon
Unclear pronouns
Repeated ideas
Buried actions
Undefined terminology

53. ACCURACY CHECK
Compare the simplified version against the original.

Verify:

No number changed
No deadline changed
No responsibility changed
No control removed
No technical meaning changed
No new fact added
No important requirement lost

54. ACTIONABILITY CHECK
Ask:

Can the reader tell what they need to do?
Can they tell when?
Can they tell who is responsible?
Can they identify important conditions?
Can they find critical requirements quickly?

55. FINAL QUALITY CHECK
Before finalizing verify:

- meaning is preserved
- facts are unchanged
- language is simpler
- unnecessary words are removed
- structure is clearer
- actions are visible
- important terms remain
- requirements have not been weakened
- ambiguity has been flagged
- no missing information was invented

OUTPUT FORMAT:

1. Document Purpose
2. Simplified Version
3. Short Version — if appropriate
4. Quick-Read Summary — if useful
5. Important Information Preserved
6. Clarifications Needed
7. Potential Contradictions / Risks
8. Summary of Improvements

IMPORTANT:
- Do not invent or change facts.
- Preserve all supplied dates, numbers, responsibilities and requirements.
- Do not weaken mandatory wording.
- Do not remove safety, financial, quality, legal or compliance controls for simplicity.
- Do not redesign the underlying process unless specifically requested.
- Flag missing or contradictory information instead of guessing.
- Preserve necessary technical terminology.
- Keep the final writing professional and natural.
- Remove unnecessary complexity without removing necessary detail.
- Make actions, ownership and deadlines easier to find.
- Compare the final simplified version with the original before completing the response.