A brief that says "800 words, about five minutes to read" gives you three numbers to hit at once, not one. The word count sets the length, the reading time describes how that length feels, and keyword density shows whether your main topic appears often enough to be clear without sounding forced. Writers often treat these as separate checks done at the end. They work better as a single editing pass, because every cut or addition moves all three. Word Counter shows words, characters, sentences, paragraphs, reading and speaking times, and keyword density together, which makes that combined pass possible.

Start by reading the brief literally. "800 words" usually means approximately 800, but some briefs mean a hard range, such as 750 to 850. Before you edit, decide which number is binding. If the brief gives a range, aim for the middle, not the edge, so later tweaks do not push you out. If it gives a single number, treat ten percent either way as a sensible working margin unless the client says otherwise.

Count first, then decide what kind of edit you need

Paste the draft in and look at the whole picture before changing a word. A draft that is 1,100 words against an 800-word brief needs a different approach from one that is 830 words. The first needs structural cuts: a section removed, an example shortened, an argument tightened. The second needs sentence-level trimming, a few phrases cut here and there. Expanding works the same way in reverse. A draft 200 words short probably needs a missing point added, an example, or a fuller explanation. A draft 30 words short needs a sentence extended, not a new section invented to fill space.

Reading time belongs in this first look too. A long draft made of short, simple sentences may read faster than its word count suggests, while a shorter draft full of long sentences can feel heavier. If the reading time is far above the brief's expectation even though the word count is close, the problem is usually sentence length rather than total length. That is a different fix, and counting alone will not show it. The Content Analyzer is useful here, because it flags long sentences and repeated phrases that a pure count cannot see.

Trimming without losing the argument

Good trimming removes words, not ideas. Start with the easiest cuts: throat-clearing openings, repeated explanations, and sentences that say the same thing twice in different words. Then look for examples. A draft often carries two examples where one would do, and cutting the weaker one saves a paragraph without weakening the point. Only after those cuts should you touch the argument itself, and if removing a paragraph breaks the logic, restore it and cut elsewhere instead.

Watch keyword density while you trim. If you cut the section where your main topic was discussed most, the phrase may nearly vanish, leaving a piece that covers the topic but never names it plainly. Conversely, trimming around a phrase concentrates it. A sudden jump in either direction is a sign to re-read the draft rather than trust the number.

Expanding without padding

Expanding is where most drafts go wrong, because padding is easy and obvious to a reader. The honest ways to add length are to add substance: a concrete example, a counterpoint, a step the reader needs, or an explanation of why something matters. A fictional illustration can carry a surprising amount of weight. Suppose a draft explains a community grant in abstract terms; adding two sentences about an invented applicant, Sara, who runs a weekend repair workshop at example.org and uses the grant for tools, makes the process concrete without inventing any real claim. Readers remember the example long after they forget the general statement.

Avoid padding habits that inflate counts without adding meaning: restating the introduction as a conclusion, or splitting one idea across three sentences. If you cannot find anything substantive to add, consider whether the brief's length is a target or a maximum. Many writers expand to reach a number that was only ever an upper limit.

Worked example: trimming a draft to fit

Take this fictional draft paragraph, written for a made-up local newsletter at example.com, which originally ran long:

The annual neighbourhood fair, which has been organised every single year without interruption since it was first established by a small group of enthusiastic local volunteers many years ago, brings together residents from across the whole area for a full day of stalls, games, food, and entertainment, and it also raises a significant amount of money for local causes, including the library fund and the playground repair fund, both of which depend heavily on this kind of community fundraising to continue their work.

That is one sentence carrying at least three ideas, and it reads as breathless. A trimmed version keeps every idea but gives each room:

The neighbourhood fair has run every year since local volunteers founded it. It brings residents together for stalls, games, food, and entertainment, and it raises money for the library fund and the playground repair fund. Both funds depend on community fundraising to continue their work.

Paste both versions into the counter and compare. The word count falls, the sentence count rises from one to three, and the reading time drops even though the information is unchanged. That combination — fewer words, more sentences, shorter reading time — is the signature of a successful trim. If the count fell but the reading time barely moved, the sentences are probably still too long.

A repeatable check before you submit

Run this pass in order. First, confirm the word count sits inside the brief's range with a small margin. Second, check the reading time against the brief's expectation and shorten sentences if it is high. Third, glance at keyword density for your main phrase and re-read any passage where it looks unnaturally high or low. Fourth, read the draft aloud once, because a piece can pass every number and still stumble in a reader's ear. For a fuller grounding in clear drafting, see how to write better AI prompts, whose advice on plain, specific wording applies to human briefs just as well.

Honest limitations

Word count, reading time, and keyword density measure size, speed, and frequency. They cannot tell you whether the draft answers the brief, whether its facts are right, or whether its tone suits the reader. A draft can satisfy all three numbers and still miss the point of the assignment. Reading time is also an average: a specialist reader will move faster through familiar material, and a new reader slower. Use the numbers to guide editing, then judge the result as a reader would.

FAQs

Should I hit the brief's word count exactly?

Only if the brief demands an exact number, which is rare. Most briefs give a target or a range. Aim for the middle of a range, or within about ten percent of a single target, and prioritise keeping the argument intact over landing on a precise figure.

How is reading time estimated?

The word count is divided by an assumed reading speed in words per minute. It is an average across readers, so treat it as a rough guide to how long a piece feels, not a promise about any individual reader.

What keyword density should I aim for?

There is no official ideal figure. Density is useful as a warning light: very high density can mean forced repetition, very low density can mean the topic is never named plainly. Re-read the passage in either case and judge by how it sounds.

Is it better to trim or expand a draft that misses the brief?

Trim a long draft structurally first, removing weaker examples before touching the argument. Expand a short draft with substance — an example, a missing step, a counterpoint — rather than padding sentences that already say enough.

For patterned checks inside the draft, such as finding every repeated phrase, the Regex Tester can search the text directly, while the counter remains the place to confirm the final size.

human review pending client designation