You often need to point to written proof. Maybe you quote a book. Maybe you cite a report. That’s where the phrase “in the text it states” shows up. It tells your reader, this idea comes from the written source, not from me.
However, using the same line again and again feels stiff. It can sound robotic. Worse, it can weaken your writing. Strong writers vary their words. They match tone to context. They sound clear, calm, and confident.
Word choice shapes how people see you. In emails, it shows professionalism. In essays, it shows skill. In chats, it shows fluency.
Quick contrast:
- Formal: The report indicates a rise in costs.
- Informal: The article says costs went up.
Same idea. Very different tone.
Let’s sharpen your options so you can sound natural in every situation.
What Does “In the Text It States” Mean?
Simple meaning:
It means the written source clearly says something.
You use it to point to information already written in a book, article, message, or report.
Grammar form:
It’s a reporting phrase made of a prepositional phrase + verb.
- in the text → where the info is
- it states → what the source does (says)
Similar ideas:
- the text says
- the article explains
- the report shows
Opposite tone (less formal):
- it says here
- it talks about
Examples:
- In the text, it states that safety comes first.
- In the policy, it states that refunds take five days.
Clear, but plain. You can do better.
When to Use “In the Text It States”
Spoken English
Rare. People usually say:
- It says in the article…
- The book talks about…
Business English
Okay, but sounds stiff. Better for reports than meetings.
Emails / Messages
Acceptable in formal emails. Heavy for quick messages.
Social Media
Not natural. Feels academic and distant.
Academic Writing
Common, but professors prefer stronger verbs like argues, explains, notes.
Professional Meetings
Too long and formal. Use:
- The report shows…
- Our data suggests…
Is “In the Text It States” Polite or Professional?
Polite: Yes. It’s neutral and safe.
Neutral: Very. No emotion. No attitude.
Strong: No. It doesn’t add emphasis.
Soft: Yes. It avoids sounding pushy.
Formal: Medium formal.
Informal: Not really.
Etiquette tip:
It’s fine in essays and reports. Avoid it in fast business emails or presentations. It slows your message and sounds distant.
Pros & Cons of Using “In the Text It States”
✔ Pros:
- Clear and safe
- Works in school writing
- Avoids personal opinion
- Easy for beginners
✘ Cons:
- Sounds repetitive
- Feels stiff in speech
- Weak verb (“states”)
- Not engaging
Quick Alternatives List (For Fast Use)
If you’re in a hurry, try these:
- The text says
- The article explains
- The report shows
- According to the text
- The study finds
- The document notes
- It mentions that
- The author points out
- The paper suggests
- The guide explains
- The policy says
- The book describes
- The message reads
- The research shows
- The source confirms
Now let’s dig into the best options with real detail.
Strong Alternatives You Can Use Instead
According to the text
Meaning:
Based on what the text says.
Explanation:
This phrase shifts focus from the sentence to the source. It sounds neutral and clean. Writers love it because it flows well and avoids repeating “states.”
Grammar Note:
Formal prepositional phrase.
Example Sentence:
- According to the text, safety checks happen every week.
Best Use:
Academic, reports, professional emails
Worst Use:
Casual chats
Tone:
Formal, neutral
Level:
Beginner–Intermediate
Similarity Score:
9/10
Replaceability Tip:
Use this when you want to sound calm and factual.
The text says
Meaning:
The written source tells us something.
Explanation:
Simple and clear. It works everywhere. It sounds human and natural.
Grammar Note:
Simple reporting verb phrase.
Example Sentence:
- The text says refunds take three days.
Best Use:
School, casual speech, emails
Worst Use:
High-level academic papers
Tone:
Neutral, friendly
Level:
Beginner
Similarity Score:
8/10
Replaceability Tip:
Great when clarity matters more than formality.
The article explains
Meaning:
The article gives details about something.
Explanation:
“Explains” shows that the text gives reasons or steps, not just facts.
Grammar Note:
Reporting verb with object.
Example Sentence:
- The article explains how the system works.
Best Use:
Essays, blogs, presentations
Worst Use:
Legal or technical reports
Tone:
Neutral, informative
Level:
Beginner–Intermediate
Similarity Score:
7/10
Replaceability Tip:
Choose this when the source gives details or process.
The report shows
Meaning:
The data or results reveal something.
Explanation:
“Shows” implies evidence. It feels stronger and more confident.
Grammar Note:
Reporting verb, often with data subjects.
Example Sentence:
- The report shows a drop in costs.
Best Use:
Business, research, meetings
Worst Use:
Personal stories
Tone:
Professional, strong
Level:
Intermediate
Similarity Score:
8/10
Replaceability Tip:
Perfect when numbers or results support the point.
The author states
Meaning:
The writer clearly says something.
Explanation:
This keeps the focus on the person, not the text. It sounds academic.
Grammar Note:
Formal reporting structure.
Example Sentence:
- The author states that practice builds skill.
Best Use:
Essays, research papers
Worst Use:
Casual talk
Tone:
Formal, academic
Level:
Intermediate
Similarity Score:
8/10
Replaceability Tip:
Use when analyzing writing or arguments.
The document notes
Meaning:
The document briefly mentions something.
Explanation:
“Notes” feels lighter. It suggests the point is not the main focus.
Grammar Note:
Formal reporting verb.
Example Sentence:
- The document notes a small delay.
Best Use:
Business, legal summaries
Worst Use:
Storytelling
Tone:
Formal, neutral
Level:
Advanced
Similarity Score:
7/10
Replaceability Tip:
Use when the info is minor but relevant.
The study finds
Meaning:
Research results show something.
Explanation:
This phrase signals evidence and analysis. Very strong for credibility.
Grammar Note:
Academic reporting verb.
Example Sentence:
- The study finds that sleep improves memory.
Best Use:
Research, reports, presentations
Worst Use:
Opinion pieces
Tone:
Professional, strong
Level:
Advanced
Similarity Score:
7/10
Replaceability Tip:
Choose this when citing research results.
The paper suggests
Meaning:
The text offers an idea, not a fact.
Explanation:
“Suggests” sounds careful and polite. It avoids strong claims.
Grammar Note:
Hedging verb in academic tone.
Example Sentence:
- The paper suggests a new training method.
Best Use:
Academic writing
Worst Use:
Rules and policies
Tone:
Soft, formal
Level:
Advanced
Similarity Score:
6/10
Replaceability Tip:
Use when the idea is not proven yet.
It mentions that
Meaning:
The text briefly talks about something.
Explanation:
Short and flexible. Works well in speech and casual writing.
Grammar Note:
Pronoun + reporting verb.
Example Sentence:
- It mentions that updates are coming.
Best Use:
Emails, blogs, chats
Worst Use:
Formal reports
Tone:
Casual, neutral
Level:
Beginner
Similarity Score:
6/10
Replaceability Tip:
Pick this when details are not deep.
The source confirms
Meaning:
The text proves something is true.
Explanation:
Very strong. It signals certainty and trust.
Grammar Note:
Formal reporting verb.
Example Sentence:
- The source confirms the schedule change.
Best Use:
Business, news, official updates
Worst Use:
Opinions
Tone:
Professional, strong
Level:
Intermediate–Advanced
Similarity Score:
7/10
Replaceability Tip:
Use when you want to stress accuracy.
The message reads
Meaning:
This is the exact wording of the text.
Explanation:
Often used before quoting. It sounds natural in speech.
Grammar Note:
Fixed expression.
Example Sentence:
- The message reads, “Delivery delayed.”
Best Use:
Emails, reports, conversations
Worst Use:
Long explanations
Tone:
Neutral
Level:
Intermediate
Similarity Score:
6/10
Replaceability Tip:
Use when you quote directly.
The book describes
Meaning:
The book gives details or images of something.
Explanation:
Great for stories, scenes, and concepts.
Grammar Note:
Descriptive reporting verb.
Example Sentence:
- The book describes the village in detail.
Best Use:
Literature, summaries
Worst Use:
Statistics
Tone:
Neutral, descriptive
Level:
Beginner–Intermediate
Similarity Score:
5/10
Replaceability Tip:
Use when focusing on imagery or detail.
The policy states
Meaning:
Official rules say something clearly.
Explanation:
Formal and firm. Common in corporate writing.
Grammar Note:
Formal institutional phrase.
Example Sentence:
- The policy states no refunds after 30 days.
Best Use:
Legal, HR, business
Worst Use:
Casual talk
Tone:
Formal, strong
Level:
Intermediate
Similarity Score:
9/10
Replaceability Tip:
Best when citing rules or contracts.
The guide explains
Meaning:
Instructions are given in the text.
Explanation:
Friendly and helpful tone. Good for tutorials.
Grammar Note:
Instructional reporting verb.
Example Sentence:
- The guide explains how to reset the device.
Best Use:
Manuals, blogs, help docs
Worst Use:
Formal research
Tone:
Friendly, clear
Level:
Beginner
Similarity Score:
6/10
Replaceability Tip:
Use when steps and clarity matter.
The author points out
Meaning:
The writer highlights an important detail.
Explanation:
Adds emphasis. Shows the point matters.
Grammar Note:
Phrasal reporting verb.
Example Sentence:
- The author points out a key risk.
Best Use:
Essays, reviews
Worst Use:
Legal writing
Tone:
Neutral, focused
Level:
Intermediate
Similarity Score:
7/10
Replaceability Tip:
Choose when stressing importance.
Mini Dialogue Examples
Formal conversation:
- Manager: What does the report say about delays?
- Analyst: The report shows a two-day delay in shipping.
Informal conversation:
- Friend: Did the article say anything about updates?
- You: Yeah, it mentions that new features are coming.
Business email style:
- According to the policy, refunds must be requested within 14 days.
Mistakes to Avoid
- Using “in the text it states” in every paragraph
- Saying “the text says says” (double reporting verbs)
- Using strong words like confirms when the source only suggests
- Mixing tones, like casual verbs in formal reports
- Forgetting to match the verb to the source (study, article, policy)
- Overusing “says” in academic writing
- Using informal phrases in corporate emails
Cultural & Tone Tips
In US English, people prefer short and direct phrases:
- The report shows…
- The article says…
In UK English, formal verbs appear more often in writing:
- The document notes…
- The paper suggests…
In casual social English, people simplify:
- It says here…
- The article talks about…
Tone matters more than grammar in real life. If you sound too stiff, people feel distance. If you sound too casual, people doubt your professionalism. Balance wins.
Comparison Table of Top Alternatives
| Phrase | Tone | Best Context | Professional Level | Example |
|---|---|---|---|---|
| According to the text | Formal | Essays, reports | High | According to the text, safety is required. |
| The report shows | Strong | Business, data | High | The report shows lower costs. |
| The article explains | Neutral | Blogs, school | Medium | The article explains the process. |
| The policy states | Formal | Legal, HR | High | The policy states no refunds. |
| It mentions that | Casual | Emails, chat | Low | It mentions that updates are coming. |
| The study finds | Strong | Research | Very High | The study finds better results. |
FAQs
Is “in the text it states” rude?
No. It’s polite and neutral. It just sounds stiff and repetitive.
Is it okay in emails?
Yes, in formal emails. For quick messages, use simpler phrases.
What is the most formal alternative?
The policy states, the report indicates, or the study finds.
What is the most polite alternative?
According to the text sounds calm and respectful.
What should beginners use?
Start with the text says or the article explains.
Can I use these in speaking?
Yes. Choose simple ones like it says or the report shows.
Conclusion
Strong writing needs strong variety. When you always use “in the text it states,” your message feels flat and slow.
Smart alternatives help you sound clear, confident, and natural. They fit your tone. They match your audience. They improve how others see your skills.
Whether you write emails, essays, reports, or posts, these phrases give you control over your voice. Start small. Swap one phrase at a time. Listen to how native speakers report information. Then practice in real conversations.
Words are tools. The better you choose them, the stronger your message becomes.
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