In business writing, every sentence is a transaction between you and your reader. You are asking for their attention, and they are deciding whether to give it. Long sentences make that transaction expensive. Short sentences make it cheap. And cheap wins every time.
This is not a matter of opinion. Decades of readability research consistently show that shorter sentences lead to higher comprehension, better recall, and faster reading. Yet most business writers still produce sentences that are far too long.
The Data Behind Short Sentences
| Sentence Length | Reader Comprehension Rate | Reader Retention | Typical Use |
|---|---|---|---|
| Fewer than 10 words | 98% | High | Headlines, key points |
| 10–15 words | 95% | High | Instructional text |
| 15–20 words | 90% | Moderate | Standard business writing |
| 20–25 words | 75% | Moderate | Academic writing |
| 25–30 words | 55% | Low | Legal documents |
| 30+ words | 35% | Very Low | Insurance policies |
As you can see, the drop in comprehension between 20-word sentences and 30-word sentences is dramatic. The difference between 15-word and 25-word sentences is a drop of 15 percentage points. In practical terms, that means nearly one in six readers will fail to understand your point.
The "One Idea per Sentence" Rule
Long sentences typically fail because they try to do too much. They pack multiple ideas, clauses, and qualifiers into a single grammatical unit. The reader has to untangle them.
The fix is simple: one idea per sentence. When you find yourself using words like “and,” “but,” “however,” “although,” or “which” to connect multiple complete thoughts, consider splitting the sentence.
Long Sentence (One Paragraph Worth of Ideas)
Our quarterly results exceeded expectations thanks to strong performance in the European market, which saw a 12% increase in revenue driven by the launch of two new products in Germany and France, although the North American market underperformed due to supply chain disruptions that affected our distribution partners in the third quarter.
This sentence contains at least five distinct ideas, and it forces the reader to do significant parsing work. By the end, the reader has probably forgotten the beginning.
Short Sentences (Each Idea Gets Its Own Line)
Our quarterly results exceeded expectations. The European market performed well, with a 12% revenue increase. Two new product launches in Germany and France drove this growth. North America underperformed. Supply chain disruptions affected our distribution partners in the third quarter.
Each sentence now carries one idea. The reader processes each thought completely before moving to the next. Retention improves.
Average Sentence Length in Different Genres
To see what short sentences look like in practice, consider the average sentence length in different types of writing:
| Genre | Average Words per Sentence |
|---|---|
| Hemingway novel | 14 |
| USA Today | 16 |
| Business memo | 20 |
| The New York Times | 24 |
| Academic journal | 29 |
| Legal contract | 35+ |
Notice that the publications with the widest audiences use the shortest sentences. USA Today was designed for quick reading. Business memos that are actually read also trend short.
When Long Sentences Are Acceptable
Short sentences should be your default, but they are not a universal rule. Long sentences are useful when:
- You want to create rhythm. A long sentence followed by a short one creates a pleasing cadence. The short sentence lands like a punch.
- You need to show relationships. Sometimes a complex relationship between ideas is best expressed in a single well-crafted sentence that uses subordination.
- You are writing dialogue or narrative. Characters do not always think or speak in short bursts.
The key is intentionality. Long sentences should be a deliberate choice, not a default. If you have not thought about your sentence length, you are probably writing sentences that are too long.
How to Shorten Your Sentences
Here are four techniques you can apply right now:
1. Find the Period
Read your sentence aloud. Where does your voice naturally pause? That is where a period probably belongs. Trust your ear.
2. Cut Connecting Words
Words like “however,” “therefore,” “nevertheless,” and “consequently” often glue sentences together that should be separate. Replace them with periods.
Before: The report was comprehensive; however, it lacked specific recommendations.
After: The report was comprehensive. However, it lacked specific recommendations.
3. Remove Parenthetical Asides
Phrases set off by commas, dashes, or parentheses interrupt the main flow. Move them to their own sentence or cut them.
4. Use Lists for Complex Information
If you are tempted to write a sentence with multiple items separated by semicolons, use a bulleted list instead.
The Bottom Line
Short sentences are not dumbed-down writing. They are respectful writing. They acknowledge that your reader is busy, distracted, and probably reading on a phone. Short sentences give your reader the best chance of understanding your message on the first read. In business, that is the only read you are guaranteed.