Hi, if you don’t know me, I’m Dr Theresa Orr.
You’re welcome to learn more about how I help students succeed at university with my Uni Pro Accelerator Course.
Academic writing doesn’t have to be complicated. In fact, if you want better grades, then your essay, report and review writing needs to be clear and simple. That means cutting out all the fluff words and avoiding the overly complicated words that make assignments harder to read (and mark).
At university we use abbreviations, simple words and short sentences. We also always reference our sources. But there’s a bit more in the detail than just a simple list of do’s and don’ts, so here’s a complete guide on how to write academically and professionally (that’s actually easy to follow).
You can also watch my video explaining how to write at university here:
1. Do Use Abbreviations ✅
If a term or phrase comes up multiple times in your assessment (like World Health Organization), write it in full the first time, then put the abbreviation in brackets (WHO). After that, just use the abbreviation.
This makes your writing shorter and easier to read, without losing its meaning.
Example
Instead of writing:
- “The World Health Organization has published new health guidelines. The World Health Organization also recommends…”,
You can simply write:
- “The World Health Organization (WHO) has published new health guidelines. The WHO also recommends…”
Don’t Use Contractions ❌
Contractions are shortened words (two words combined into one) like it’s, there’s, or won’t. In everyday speech they’re not only fine but completely normal (it would be weird if we didn’t talk that way), but they’re not used in academic or professional writing.
Always write the full form (it is, there is, will not etc). It makes your writing more formal and professional. It’s also good practice for when you’re in the workplace and will need to write the same way.
💡Tip
Once you have finished your assessment, do an edit:
- use your word processor’s search tool to check for apostrophes (’).
Most contractions include them (don’t, can’t, shouldn’t), so it’s a quick way to spot and replace them with the full version.
2. Do Change Up Your Sentence Structure ✅
Mix short, punchy sentences with longer, more detailed ones. This keeps your writing engaging and easier to read. It’s also ultimately how we create better paragraphs that become easier and faster to write over time.
Example
Instead of writing every sentence the same way, try this:
- Short: “I went for a run today.”
- Longer: “I ran 10 km along a river path.”
Aim for sentences under 25 words most of the time, but change them so your writing doesn’t feel robotic. No-one wants to read long sentences with lot’s of commas, one after the other!
Don’t Overuse the Same Transition Word ❌
Transition words (like however, although, and therefore) connect your ideas or sentences. We often write them at the start of a sentence, but they are also used in the middle of a sentence after a semi-colon (if you’re getting fancy). But overusing the same transition word makes your writing repetitive and irritating for the reader (and the person marking your work – which you don’t want to do because you want a great mark!).
Change your transition words up, or I recommend checking to see if you even need them. Many sentences actually flow better without them.
💡Tip
When editing:
- highlight your transitions (like however or although).
If you see the same word more than twice in a short section, swap it out with a synonym (e.g., yet, but, still), OR delete it if the sentence works fine without it.
3. Do Write in Active Voice ✅
Active voice keeps your sentences shorter, clearer, and focused on the person or thing doing the action. Passive voice, on the other hand, focuses on the process or the object, which makes your writing wordy and less engaging (think like an old person that is just waffling along and you have no idea what the point of their story is).
Example
Instead of writing:
- “A survey of 200 students was conducted.” (passive)
Write
- “We surveyed 200 students.” (active)
Using active voice is important because:
- Active voice is easier to read (and easier to write).
- It reduces word count (which helps in tight word limits).
- It makes your argument sound stronger and more confident.
This isn’t just for university assignments, active voice is also preferred in reports, emails, and professional documents.
Don’t Let Sentences Get Too Long ❌
Long sentences bury your main point under fluff or unnecessary detail. This is how I used to write. I would write a sentence, then put a comma and then add a bit more detail. Eventually my sentences got ridiculously long.
Unfortunately, anyone reading those long sentences easily loses track of what you’re actually saying.
There are two main types of long sentences to avoid:
Detail-heavy sentences → overloaded with too much info at once. Break these into two or more sentences.
- Example:
“The experiment, which was carried out in three different schools over a period of six months and involved more than 300 students from a range of cultural backgrounds, aimed to investigate the relationship between study habits, stress levels, and academic performance in first-year university students.” - Fix:
“The experiment was carried out in three schools over six months with 300 students. It investigated how study habits and stress levels affected first-year academic performance.”
Filler-heavy sentences → packed with empty words that add no value.
- Example:
“It is important to note that the results of the survey, which were collected over a significant period of time, clearly demonstrated that the majority of the students tended to agree with the statement provided.” - Fix:
“The survey showed most students agreed with the statement.”
💡Tip
When editing:
- Read your sentence aloud. If you run out of breath, it’s definitely too long.
- Look for commas. If a sentence has more than two, chances are it should be split.
- Aim for under 25 words most of the time. Mix in shorter sentences (4–6 words) for impact (in academic writing you can have a long sentence (>25 words) every now and again, but just don’t overuse them).
4. Do Reference Everything That’s Not Yours ✅
Back up your claims with references. That includes journal articles, books, conference papers, reports, videos, and even AI tools (like ChatGPT).
The only exception is universally accepted facts, these are things so basic that nobody “owns” them. For example: “The sun rises in the east.”
You can read more about when to cite (and when not to) here.
Example
Instead of writing:
- “Cognitive load affects how students learn.”
Write
- “Cognitive load affects how students learn (Sweller, 1988).”
❌ Don’t Skip Referencing Because “It’s Obvious”
If you didn’t come up with the idea yourself, reference it. Otherwise, it looks like plagiarism. This includes facts that you might think are obvious. The difference between obvious and universally-accepted or known facts is:
- “Obvious” fact: Feels common sense, but it comes from research (“Exercise improves mental health”). In this case, you must cite the source.
- Universal fact: So widely accepted that it doesn’t need a reference (“The Earth orbits the sun”). It’s not just obvious, it’s so well known sometimes we can’t even find who first said it to reference them (was it Plato? Socrates?)
Even background information often needs a citation. For example, if you write “Climate change is affecting rainfall patterns in Australia,” you need to back it up with a source. It may seem obvious because you’ve seen it many times, but it’s not a universally-accepted fact, it’s still someone’s research finding (at this point!).
💡Tip
When in doubt, reference it.
- Markers prefer “too many” citations over none at all, and you’ll avoid losing marks for plagiarism (which is a silly thing to lose marks over).
5. Do Use Simple Words ✅
The best academic writing is simple. Straightforward words show that you truly understand the material (like when you’re explaining something to a friend).
Albert Einstein put it perfectly: “If you can’t explain it simply, you don’t understand it well enough.” Which is why writing our university assignments are sometimes so hard. It’s because we’re struggling to understand a new or complex topic and that makes it harder to write about, especially when we’re still learning about it.
Example
Instead of writing:
- Utilize → write use
- Commence → write start
- In the event that → write if
Clear, simple language makes your argument stronger and easier to follow.
Don’t Use Overcomplicated Language ❌
Words like furthermore, moreover, thusly, aforementioned might sound “academic,” but they don’t make your essay smarter. They just make it harder to read.
- Bad example:
“Furthermore, it is imperative to acknowledge that students who commence their studies earlier are more likely to achieve superior outcomes.“ - Better version:
“Students who start studying early usually get better results.“
If you can say it simply, do it. The bonus is that you’ll also write faster.
💡Tip
If you’re tempted to use a “big” word, ask yourself:
- Would I say this word out loud to a friend?
If not, swap it for a simpler word.
At the end of the day and writing your assignment, re-read it and ask:
- Can I shorten this?
- Did I reference ideas that aren’t mine?
- Is it clear enough for a first-year student to understand?
If yes, you’re on the right track.
