How to Paraphrase: A Step-by-Step Guide With Examples
To paraphrase, read the passage until you understand it, put it away, write the idea in your own words and sentence structure, then compare your version with the original to check accuracy and make sure you have not borrowed phrasing. Finally, cite the source. A paraphrase still uses someone else's idea, so it always needs a citation, even though the words are yours.
That is the short version. Below is the full method, with examples of paraphrases that work and ones that would count as plagiarism.
What paraphrasing is (and is not)
A paraphrase restates a specific passage in your own words, at roughly the same level of detail. It differs from:
- A quotation, which uses the author's exact words inside quotation marks.
- A summary, which condenses a longer passage or whole work into its main points.
Paraphrasing is not swapping a few words for synonyms while keeping the original sentence shape. That is often called patchwriting, and many institutions treat it as plagiarism even when cited, because the expression still belongs to the original author.
The five-step method
Step 1: Read for meaning
Read the passage two or three times. Look up any terms you do not know. If you cannot explain the idea out loud to someone else, you are not ready to paraphrase it.
Step 2: Note the key points, not the sentences
Jot down the main idea and supporting details as keywords or fragments. Do not copy whole phrases. This step breaks your attachment to the original wording.
Step 3: Write from your notes without looking
Close the source. Write the idea as you would explain it to a classmate. Start somewhere different from where the author started; if they opened with a cause, you might open with the effect.
Step 4: Compare and check
Open the source again. Check two things:
- Accuracy. Did you keep the original meaning, including any qualifications like "often," "in some cases" or "early evidence suggests"?
- Originality of expression. Underline any run of three or more words that matches the original. Unless it is a technical term with no alternative, rewrite it.
Step 5: Cite it
Add an in-text citation in your required style and include the full reference. In APA 7th edition, a page number is encouraged for paraphrases of specific passages; in MLA 9th edition, include the page number when the source has pages.
Worked examples
Here is an original passage (written for this guide):
Original: Urban trees lower summer temperatures in surrounding streets by shading pavements and releasing water vapour through their leaves, but these cooling effects depend heavily on the size of the canopy, so newly planted saplings offer little relief for many years.
Unacceptable: synonym swap
City trees reduce summer heat in nearby streets by shading sidewalks and emitting water vapour through their foliage, but this cooling depends largely on canopy size, so newly planted young trees provide little relief for many years.
This keeps the original structure almost exactly, with words replaced one for one. It would likely be flagged as plagiarism even with a citation.
Unacceptable: changes the meaning
Planting trees in cities is an effective way to cool streets quickly (Author, Year).
This is in different words, but it says the opposite of the original about speed. A paraphrase must be faithful.
Acceptable paraphrase
The cooling benefit of street trees comes from shade and from moisture they give off, yet it grows with the tree. A young sapling contributes almost nothing on a hot day, and it can take years before the canopy is large enough to make a noticeable difference (Author, Year).
The sentence structure is new, the order of ideas has changed, and the qualification about canopy size and time is preserved.
Techniques that help
- Change the sentence structure. Turn one long sentence into two, or combine two short ones.
- Change the starting point. Lead with a different part of the idea.
- Switch voice. "Researchers measured the effect" can become "The effect was measured."
- Change word forms. "The decision to expand" can become "When they decided to expand."
- Keep technical terms. Words like "photosynthesis" or "inflation rate" do not need synonyms; forcing one can make your writing less accurate.
These techniques work best after Step 3, as fine-tuning. If you apply them sentence by sentence while staring at the source, you usually end up with a synonym swap.
Using a paraphrasing tool responsibly
A paraphrasing tool can show you alternative ways to phrase a sentence, which is useful when you are stuck or writing in a second language. Keep these points in mind:
- It does not remove the need to cite. The idea still comes from the source.
- It does not guarantee originality. Automated rewriting can stay too close to the original structure or alter the meaning. Check the output against the source as in Step 4.
- It may not be allowed. Some courses restrict AI or rewriting tools. Check your syllabus or ask your instructor.
- Your understanding is what counts. If you cannot explain a paraphrase without the tool, the learning goal of the assignment has not been met.
When you need to format the reference, an APA citation generator can save time, but check the output against the style guide.
When to quote instead
Paraphrase most of the time, but quote when:
- The exact wording matters, such as a legal definition or a line of poetry you are analysing.
- The phrasing is so distinctive that rewording would lose something.
- You are discussing how the author said something, not just what they said.
A good research paper usually has far more paraphrase than quotation, because paraphrasing shows that you understood the material.
FAQ
Do I need to cite a paraphrase?
Yes. Paraphrasing changes the words but not the source of the idea. Every paraphrase needs an in-text citation and a reference entry, in whatever style you are using.
How many words can I keep from the original?
There is no universal number, but a common rule of thumb is to avoid matching any run of three or more words unless it is a technical term or proper noun. If you need a distinctive phrase, put it in quotation marks.
Is paraphrasing the same as summarising?
No. A paraphrase restates a specific passage at about the same length and detail. A summary condenses a longer text to its main points and is much shorter than the original.
Is using a paraphrasing tool considered cheating?
It depends on your institution and assignment. Some allow such tools for language support, others do not. Check your course rules, cite the original source either way, and make sure you understand and can stand behind the final text.