Quickest Way to Turn Your Text into More Professional and Formal

Everyone sometimes feels their writing isn’t professional. After all, the tone and style of the text make a big difference in emails, reports, and presentations.

When you write in a formal tone, it shows you are professional. It makes your message stand out. However, not everyone has the time and experience to polish their text.

The solution? Use a paraphrasing tool. Yes, you heard it right.

With the right tools and approach, you can make your writing sound more formal, polished, and professional. And do you know what? You don’t have to be an expert writer to use these tools and implement tone-improving strategies. 

So, what do you have to do? How can you use a paraphrasing tool? Read on to learn!

What Exactly is a Paraphrasing Tool?

A paraphrasing tool is a cloud-based tool that paraphrases a piece of text with different words and sentence structure but keeps the original meaning intact. 

In other words, it allows you to express the same idea in a different way.

Suppose you find your writing too casual. One way is to learn all the rules to write in a formal style and then write it yourself. The second way is to use a paraphrasing tool to automatically rephrase text in a formal or any tone of your choice.

Many tools are out there that you can use for this purpose. For example, the Editpad Paraphrasing Tool is one tool you can use as paragraf değiştirici and rephrase your text. 

Apparently, this tool just paraphrases. But on the backend, it does a lot. 

It first analyzes the submitted text, identifies the key concepts, and then produces alternative wording to rephrase sentences and paragraphs. All the changes are highlighted so the users can easily review the original and paraphrased text.

Now is the time to learn to use it for tone improvements.

How to Turn Your Text into More Professional and Formal?

Here are the steps you can implement to make your writing more professional:

Start With a Draft

Ask yourself: Is your draft ready?

A paraphrasing tool requires content to work on, so you should have it in the first place.

DO NOT think much about perfection here. Just write what you want, which should express the intended ideas clearly. Finalize it even if the tone and structure aren’t polished yet.

A well-thought-out draft helps the paraphrasing tool provide better results.

For example, you can write something like this with a simple, informal structure:

"Hi! I wanted to let you know about a new project we’re starting. It’s super exciting, and I think it could really help a lot of people. I’ll keep you updated as we get further along, but I just had to share the news with you!"

Once the text is ready, the next steps are quite simple.

Input Your Text Into the Tool

Open a paraphrasing tool and locate the text input box. 

Simply copy the desired text and paste it into the input box. 

If you have created your draft in a text file, you can even upload the file directly into the tool. Click on the “Upload Doc” button for this purpose.

Select Right Paraphrasing Mode

After submitting the text, the next step is to select the right paraphrasing mode.

For your information, the tool has 12 paraphrasing modes.

Since our goal is to make the text more formal, two modes that can help us do so are Formal and Professional. You should try both and see which one performs the best.

After doing the necessary setting, click the “Paraphrase It” button to get your output. 

For example, using Formal mode on the draft provides the following output:

The result box has a split-screen interface. On the left side is the input text, while the right side presents the output text. You can clearly see the changes the tool has made.

Proofread and Make Necessary Adjustments

The paraphrased text sounds more professional, but it still needs proofreading. 

When reviewing, check if the paraphrased text carries the original meaning. Look at the highlighted changes to see if they fit in the context properly. If not, replace them with their alternatives, which do fit into the text well. 

Most probably, the tool would have replaced the information contradictions. Even if they are present, replace them with their formal alternatives. Here are examples:

• Can’t → cannot
• Won’t → will not
• It’s → it is

Don’t forget to replace any casual/informal word present in the text, such as:

• Get → acquire
• Fix → resolve
• Big → significant 

Also, look for areas that need further adjustment. For example, if the tool has overused certain phrases 

or words, you can either remove them or replace them with their synonyms. 

That’s it! You have a piece of text that is truly formal and will make you understand. 

Conclusion

The easiest way to make your writing more formal is to use a paraphrasing tool. 

These tools take your text, understand the main ideas, and rephrase it in a better tone while keeping the meaning the same. 

To use one, paste the desired text into the input box. Select the right mode like “Formal” or “Professional” and generate a new version of the text. 

After that, proofread the text to fix any errors or make small changes.