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Introduction: The Power of a Four-Letter Word

It’s a word we use constantly, often without a second thought. It’s short, simple, and seems harmless. But the word 'that' is one of the most versatile and misunderstood words in the English language. Used correctly, it adds clarity and precision to your sentences. Used incorrectly—or overused—it can make your writing clunky, repetitive, and unclear.

Many writers struggle with 'that.' Should you keep it? Should you delete it? When should you use 'which' instead? The confusion is common, but the solution is within reach. This comprehensive guide will demystify the word 'that,' breaking down its functions, clarifying its relationship with 'which,' and providing you with actionable tips to make conscious, confident decisions in your writing. By the end of this post, you'll know exactly how to handle this powerful little word to make your prose sharper and more professional.

The Four Faces of 'That': Understanding Its Roles

Before we can decide when to delete 'that,' we must first understand what it’s doing in a sentence. The word 'that' can wear four different grammatical hats. Recognizing which hat it's wearing is the key to using it correctly.

'That' as a Determiner

As a determiner, 'that' specifies or points to a particular noun that is distant from the speaker, either physically or figuratively. It answers the question, "Which one?" Think of it as the counterpart to 'this.'

• Example: "I want to read that book on the top shelf." (Not 'this' book right here, but 'that' one over there.)
• Example: "Do you remember that day we went to the beach?" (Referring to a specific day in the past.)

In this role, 'that' is essential and cannot be removed without changing the meaning of the sentence.

'That' as a Pronoun

As a pronoun, 'that' takes the place of a previously mentioned noun or idea. It saves you from having to repeat yourself.

• Example: "The report is due tomorrow. Did you know that?" (Here, 'that' replaces the entire idea that "the report is due tomorrow.")
• Example: "I’ll have a coffee, please. That is all for me." ('That' refers to the coffee order.)

Like the determiner, the pronoun 'that' is almost always necessary for the sentence to make sense.

'That' as an Adverb

This is a more informal but common use of 'that.' As an adverb, it modifies an adjective or another adverb, meaning "to that extent" or "so."

• Example: "The movie wasn’t that good." (Meaning it wasn't so good.)
• Example: "I can’t run that fast." (Meaning I can't run so fast.)

While common in speech, this usage can feel informal in academic or professional writing. Consider replacing it with 'so' or 'very' for a more formal tone.

'That' as a Conjunction

This is where the real confusion begins. As a conjunction, 'that' introduces a subordinate clause—a part of a sentence that contains a subject and verb but cannot stand on its own. It often follows verbs of thought or communication, like think, know, believe, say, hope, and realize.

• Example: "She realized that she had forgotten her keys."
• Example: "I believe that you will succeed."

This is the famous "optional that." In many cases, it can be removed without harming the grammar of the sentence. The next section dives deep into when you should—and shouldn't—press the delete key.

The Great Debate: To Use 'That' or Not to Use 'That'?

When 'that' acts as a conjunction, you often have a choice. Deleting it can make your writing more concise and improve its flow. However, removing it can sometimes create ambiguity or cause your reader to stumble. So, how do you decide?

When to Delete 'That' for Conciseness

In many simple sentences, the conjunction 'that' is just filler. Removing it tightens up the prose and makes it sound more natural.

• With 'that': "I think that we should leave now."
• Without 'that': "I think we should leave now." (More direct and concise.)

• With 'that': "She said that she would be late."
• Without 'that': "She said she would be late." (Cleaner and more common in modern writing.)

When to Keep 'That' for Clarity

While deleting 'that' is often a good move, there are critical moments when it’s better to keep it. The primary reason is always clarity.

1. To prevent misreading (the "garden path" sentence): Sometimes, omitting 'that' can lead the reader down the wrong path, forcing them to backtrack. This happens when the noun following the verb could be mistaken for the verb's direct object.

• Ambiguous: "The manager confirmed the employee who was hired last week was already a top performer." (Did the manager confirm the employee, or confirm that the employee was a top performer?)
• Clear: "The manager confirmed that the employee who was hired last week was already a top performer."

2. When a time element follows the verb: If a phrase about time comes directly after the verb, 'that' is crucial to avoid confusion.

• Ambiguous: "He said yesterday the project was a success." (Did he say it yesterday, or was the project a success yesterday?)
• Clear: "He said that yesterday the project was a success." (He spoke yesterday.) OR "He said yesterday that the project was a success." (Even clearer.)

3. With abstract or formal verbs: After verbs like assert, contend, maintain, declare, or indicate, keeping 'that' adds a touch of formality and improves readability.

• Slightly awkward: "The study indicates a correlation exists between the two variables."
• More formal and clear: "The study indicates that a correlation exists between the two variables."

The Classic Conundrum: 'That' vs. 'Which'

Perhaps the most famous grammar rule involving 'that' is its battle with 'which.' The distinction is simple but powerful, and it hinges on one key concept: is the information essential or non-essential?

Use 'that' to introduce a restrictive clause. A restrictive clause contains information that is essential to the meaning of the sentence. It restricts or limits the noun it refers to. You cannot remove it without changing the sentence's fundamental meaning. Restrictive clauses are not set off by commas.

• Example: "The car that is parked in the driveway is mine." (The 'that' clause is essential. It tells us which car is mine. Without it, "The car is mine" is too vague.)

Use 'which' to introduce a non-restrictive clause. A non-restrictive clause provides extra, non-essential information. It's an interesting aside, but you could remove it, and the core meaning of the sentence would remain intact. Non-restrictive clauses are always set off by commas.

• Example: "The car, which is parked in the driveway, is mine." (The 'which' clause is non-essential. We already know which car we're talking about, perhaps because we're pointing at it. The fact that it's in the driveway is just extra info.)

Here’s a simple table to help you remember the difference:

Practical Tips for Taming 'That' in Your Writing

Feeling more confident? Here are a few practical exercises to solidify your new skills.

1. Read It Aloud: This is the simplest and most effective trick. If you've removed a 'that' and the sentence sounds awkward or you stumble while reading it, put it back in. Your ear can often detect ambiguity that your eye misses.
2. Use the 'Find' Command: Open your document and use Ctrl+F (or Cmd+F) to search for "that." For each instance, ask yourself: What role is it playing? Is it a conjunction? If so, is it necessary for clarity? This five-minute exercise can dramatically improve a piece of writing.
3. Practice the 'That'/'Which' Swap: Find a sentence with a 'that' clause. Can you rewrite it to use a 'which' clause? How does the meaning change? For example: "The house that has a red door is for sale" becomes "The old Victorian house, which has a red door, is for sale." This helps you internalize the essential vs. non-essential distinction.