How to Reach a Word Count as a Freelancer

What is a Word Count for?

Ever wondered why word counts even exist? Depending on who you ask, you’ll get any number of answers, including those that cite SEO, competition, and “longer is more shareable” as the main reasons behind a given word count.

But that still doesn’t get to the root of the question: why are word counts so crucial?

In an academic setting, word counts exist as a teaching tool that helps you understand scope and learn what it’s like to work with publication guidelines.

However, in the freelancer’s world, word counts are more than just a number; they’re tailored to serve specific client goals. Whether you’re creating white papers, blog articles, social media snippets, or email newsletters, all content has an established range that resonates with its target audience. A tweet that stretches into an essay or a 500-page white paper would not only violate genre norms but could alienate readers.

Beyond these mechanical aspects, word counts serve a bigger purpose—they set the stage for audience expectations. Readers have a mental framework for what they anticipate from different content types. Meeting those expectations is critical for the success of any project.

So, we’ve scratched the surface of word count mechanics. Up next, we’ll explore the two groups you can fall into when working with a word count. Later, we’ll tackle scope—what it means and how it can impact your projects.

Navigating the Word Count Spectrum: Over-Writers and Under-Writers

Regarding word counts, writers often find themselves in one of two camps. Either you’re struggling with an overflow of words or scrounging for more words just to meet your quota.

Over-Writers – If this is you, then you were asked to write 1,000 words, and you’re stuck staring at 1,900 of hand-typed gold, unable to chip away at your masterpiece. You have way too many words for your project and can’t figure out how to make significant cuts.

Under-Writers – If this is you, then you’re staring at a strong 1,900-word project, wondering how you’ll ever meet the 3,000-word requirement.

Both groups face a real struggle. And on Monday, you might be an over-writer, while on Tuesday, you could just as easily be an under-writer. Regardless of which group you’re in today, here are two questions to ask yourself. And if you’re still stuck after these, I have eight actionable steps you can take to get your word count in an acceptable range.

Question 1: Am I within 10%?

The 10% rule for writers states that projects within 10% of the suggested word count are acceptable.

For example, say your client wants a 1,000-word blog post. Your final project should fall somewhere between 900 and 1,100 words. Easy enough, right? 

If your client has already given you a range, this rule may still apply, but you’re better off sticking within their provided range. 

If you answer yes to this question, then go ahead and submit the project.

Not within 10%? Move on to the next question.

Can I Adjust my Scope?

As an English graduate and former writing tutor, scope is a concept I’ve seen many people struggle with.

Scope is the depth at which you cover a topic. It can be helpful to think of it as imaginary boundaries that map what you’re researching and writing about.

In an academic context, researchers share their scope of research in the articles they write. In that example, they’d define what exactly they’re researching, which is impacted by their field and research question. As writers, we have to exercise similar discipline, only it’s not as obvious.

For example, a blog post about golden retrievers is much broader in scope than a blog post focusing solely on training techniques for golden retriever puppies. Yet, scope is not synonymous with topic; it’s the level of depth you bring to the subject at hand.

What Does Scope Have to do With Word Count?

Scope is not static. It’s actually a tool you can manipulate at any stage of the writing process. Adjusting your scope allows you to include or exclude content that becomes relevant or irrelevant under new boundaries.

To illustrate this, let’s use a Where’s Waldo scene.

Imagine you’re tasked with writing 100 words about the scene below. With this word count and scope, you’d struggle to tackle all the skiers, activities, and general atmosphere. You would have to make broad statements about the picture as a whole—your scope would be broad.

Now, narrow the scope to focus solely on one slope.

Suddenly, your 100 words can cover a little more, describing not just the skiers but perhaps a cascading human snowball and the skiers leaping out of its path. In this example, your scope is narrower than it was before. And because of that, you’re able to dig deeper and cover things in more detail without adjusting your word count.

Finally, let’s adjust your scope one more time. Now, narrow your scope to focus just on the human snowball.

Without changing the word count, you can now offer an even more detailed account of this mini-drama, including the reactions and attire of the skiers in its path.

Can you see where I’m going with this?

Adjusting your scope can help remedy going over or under your word count.

Finding your work too wordy? It’s possible your scope is too broad. Without changing your overall topic, try narrowing your scope. You may find that it’s no longer important to write about certain topics, giving you the room to cut entire sections from your project that no longer fit.

On the other hand, if you’re falling short on words, try broadening your scope. This will broaden your lens and allow you to capture a wider view of the subject matter, giving you more content to write about without the risk of adding fluff or unhelpful information.

Still off-target with your word count? If, after recalibrating your scope, you find you’re still not within 10% of the target, don’t worry. Try following these 8 steps to add or remove words.

What to do When You’re Over the Word Count?

When your project exceeds the word count, you might feel stuck, especially if you’ve already attempted to adjust its scope. Don’t worry—these four actionable tips can help you meet your word count target with finesse.

1. Remove Rabbit Holes

Also known as tangents, rabbit holes can quickly inflate your word count. These unnecessary paths or conversations can distract your reader from the main point of your project.

In a conversation, rabbit holes look something like this: you tell a story of your dog, which reminds you of that time your dog ate a book, which brings you to the bookstore in your hometown that’s closing, and so on.

Reread your project and remove anything that doesn’t contribute to the main point of your story. If the section still makes sense without that content, you’re on the right track.

2. Remove Sections

Removing whole sections is a hard thing to do, but it’s possible. In the event that you have too many words, it’s possible you wrote about things that are outside of the scope of your project.

Take some time away from your project and come back to it with fresh eyes. Look for anything that might be extra and unnecessary. Then, remove it.

3. Remove Examples

If you can’t remove rabbit holes and whole sections, then consider removing examples. I know, I know. Examples can make your content actionable and give it value. This means this step can be tricky.

While examples help to illustrate your point, you may have included too many. A single, strong example can often suffice. Ask yourself: Is this example indispensable for understanding the topic, or can the reader draw the same conclusion without it? Use this self-interrogation to decide which examples to keep.

4. Trim Wordy Sentences (Be Concise)

“Be concise.” A commandment handed down from the vague writing gods. Chances are, you’ve heard this at some point, whether from an editor or in a job description. The thing is, “be concise” is a poor choice of words when guiding writers toward a path of success.

For every niche, genre, and field, “concise” looks different. But in general, editors and clients want you to avoid “fluff” and unnecessary wording.

For example: Due to the fact that it was raining outside, we decided to stay indoors instead of going for a walk.

Written concisely: Because of the rain, we stayed indoors instead of going for a walk.

That saved me seven words. If you did that throughout your project, you could save yourself hundreds of words. But it’s not as easy as snapping your fingers.

Making your writing more concise requires grammatical skills. And while anyone can learn it, it takes practice. To start working on those grammatical muscles, look at these opportunities to make your writing more concise.

Unnecessary Prepositional Phrases

A prepositional phrase is a group of words that describes a noun or noun phrase.

Wordy sentence: The reason for the delay in the project’s completion is due to the fact that we encountered unexpected issues during the implementation phase.

Concise sentence: The project’s delay is due to unexpected implementation issues.

Unnecessary Noun Phrases

A noun is a person, place, or thing. A noun phrase is a group of words that act as a noun in a sentence. For example, “man” is a noun. If that man owns a dog, then “man who owns the dog” could be a noun phrase. Here’s an example of an unnecessary noun phrase.

Wordy sentence: “The man who lives in the house at the end of the street with the red door and the white shutters is a doctor.”

Concise sentence: “The man at the end of the street is a doctor.”

In this example, almost all of the original noun phrase has been removed. How much you’re able to trim will depend on how much detail your sentences require. Don’t trim words that are critical to the reader’s understanding.

Passive and Active Voice

Active voice is when the subject of the sentence does the action, while passive voice is when the subject receives the action. Passive voice is not only harder to follow, but it can also be wordier.

Wordy (passive) sentence: The cake was eaten by John.

Concise (active) sentence: John at the cake.

Redundancy
This is when you accidentally say the same thing twice.

Wordy sentence: He thought to himself about what he should do next.

Concise sentence: He thought about what to do next.

Long Phrases

Finally, here are some common phrases you can swap out for more concise versions without changing the meaning of your sentence.

• Due to the fact that” → “because” or “since.”
• “In order to” → “to.”
• “At this point in time” → “now” or “currently.”
• “In the event of” → “if” or “when.”
• “As a result of” → “due to” or “because of.”
• “In spite of the fact that” → “although” or “despite.”
• “For the purpose of” → “to” or “for.”
• “It is important to note that” → “note that” or removed altogether.
• “In the course of” → “during.”
• “In a timely manner” → “promptly” or “quickly.”
• “At the same time” → “simultaneously” or removed altogether.

If you’re reading this and you’re not trying to reduce your words but instead are trying to make your project longer, I have different tips for you next. Don’t simply do the opposite of the above. The objective should always be clear, effective communication.

What to do When You’re Under the Word Count?

Falling short of the word count can be just as challenging as exceeding it. But don’t fret—there are strategic ways to extend your content without compromising quality. Below are four techniques to consider.

5. Add Research and Supporting Resources

If your project feels skimpy, bolster it with research and other supporting materials. Referencing studies, statistics, or expert opinions not only adds depth to your argument but also increases your credibility. Just remember to cite these sources properly to maintain the integrity of your work.

6. Add Relevant Examples

Examples serve as concrete illustrations of abstract ideas, making your argument more compelling and easier to understand. If your word count is low, consider adding examples that reinforce your main points. Choose examples that are insightful and directly related to your subject matter to keep the reader engaged.

7. Add Helpful Sections

Sometimes, a piece may lack comprehensive coverage of the topic at hand. In such cases, consider adding sections that contribute to the reader’s understanding. This could be a background history, a case study, or even a FAQ section. These additions serve to enrich your content, making it more informative and valuable to the reader.

8. Broaden Your Scope

If you’ve exhausted the above strategies and still find your content lacking, it might be time to broaden your scope.

Expanding the scope allows you to explore related themes or subtopics that could add meaningful context to your project. But be cautious—ensure that any new angles you introduce are still relevant to the overall topic. You don’t want to dilute or distract from your primary message.

By applying these strategies, you can extend your project in a manner that is both valuable and relevant. Remember, the aim is not merely to hit a word count but to produce a well-rounded piece that offers value to the reader while fulfilling the project’s objectives.

How to Reach a Word Count as a Freelancer When You’re Still Stuck

So, you’ve tried everything and still find yourself missing the mark on the expected word count. Now what? The next step largely depends on your relationship with the editor or client.

Option 1: Let the Editor Trim it for You

Pros:

• An editor’s expertise can help polish your content. 
• You’re less likely to remove critical content.

Cons:

• The final piece may not entirely reflect your voice or style.
• Editors may not always be available on short notice. 
• Depending on how far from the target word count you are, this may make you look less professional.

Option 2: Trim it Yourself

Pros: 

• Maintains the integrity of your voice and style
• Gives you control over what’s kept and what’s removed.

Cons:

• May result in the elimination of key points. 
• Requires a solid grasp of what’s essential to the piece.

If you find yourself indecisive about what to trim, consider reaching out to the editor or client. It may feel like an admission of defeat but remember that they are also stakeholders in your project. Often, they can offer specific guidance on which sections are expendable or require expansion.

Final Thoughts

Navigating word count restrictions is a skill that evolves over time and with practice. While the options mentioned have their pros and cons, the best choice varies from one situation to another. If all else fails, don’t hesitate to communicate with the editor or client; their insight can be invaluable when you’re in a tight spot. Keep in mind that you’re all working toward the same goal: crafting content that resonates with the target audience while meeting professional standards.