Structuring Paragraphs
PARAGRAPHS ARE THE essential building blocks of any document. They introduce topics and, in some cases, signal readers that another step in an argument has begun. In this way, paragraphs guide the reader. They also help you, the writer, keep your thinking clear and focused.
Limit the number of subjects in each paragraph
The control of subjects throughout your paragraphs is key to giving readers a sense of coherence and simplicity. Typically, a paragraph will have from three to a dozen sentences. Each of these sentences will have a subject.
Be careful to minimize the number of subjects used in one paragraph. Including more than three or four subjects in a paragraph will likely confuse readers.
Create smooth transitions
As you construct your paragraphs, think about how each one fits into the larger document. Smooth transitions between paragraphs, and between the sentences within paragraphs, can help readers see the link between ideas and the development of an argument.
Consider the following transitional sentence (in bold):
Proponents of expanding restaurant seating have failed to provide any estimates of construction, operating costs, and taxes. Without those estimates, any attempt to evaluate their proposal will be a waste of time.
Even if construction costs were reasonable and manageable for the operation, we would still be facing a high level of revenue uncertainty. No one knows how a doubling of seating will affect annual revenues. Is it reasonable to assume that revenues will double, or is a 75 percent increase more likely?
These sample paragraphs include two very different issues: the cost of expanding an existing restaurant, and how revenues might grow if such expansion were made. The transition statement provides readers with a smooth path between construction costs and revenue issues.
Between sentences, words or phrases can accomplish the same type of connection as the preceding sentence. Consider the following example of a transition (in bold):
Our inventory managers have kept a tight lid on finished goods stocks. Consequently, working capital requirements have dropped by 8 percent.
In this case, the term consequently establishes a causal relationship between the two sentences. Other useful transitions include as a result, in addition, likewise, meanwhile, for example, finally, on the other hand, furthermore, and nevertheless.
Tips for Writing a Business Letter
- Begin on a personal note.
- In the first sentence, grab your reader’s attention with the key message.
- Keep sentence length to about twenty words or fewer.
- Use white space for easier scanning. Limit paragraphs to about five to six lines.
- Use the active rather than the passive voice.
- Adopt a positive tone. For example, use “your investment” instead of “fees” or “cost.”
- Format your letter for visual impact.
- Toward the end, summarize your main points or suggest next steps for your readers.
- Don’t mention enclosures in your opening sentence. If you send enclosures with your letter, mention them later in the body.
- Avoid an overly formal style.
- If appropriate, add a brief note of friendliness or a personal touch in your closing.