Drafting Powerful Paragraphs

A paragraph is a group of sentences about one idea. Paragraphs are most effective when they contain (a) a topic sentence, (b) support sentences that expand and explain only the main idea, and (c) techniques to build coherence.

Crafting Topic Sentences

A topic sentence states the main idea of the paragraph. Business writers generally place the topic sentence first in the paragraph. It tells readers what to expect and helps them understand the paragraph’s central thought immediately.

In the revision stage, you will check to be sure each paragraph has a topic sentence.

Notice in the following examples how the topic sentence summarizes the main idea, which will be followed by support sentences explaining the topic

Sentence:

Flexible work scheduling could immediately increase productivity and enhance employee satisfaction in our entire organization. [Support sentences explaining flex scheduling would expand the paragraph.]

The chat function at our main Web site is not functioning as well as we had expected. [Support sentences would describe existing problems in the Web chat function.]

Developing Support Sentences

Topic sentences summarize the main idea of a paragraph. Support sentences illustrate, explain, or strengthen the topic sentence. One of the hardest things for beginning writers to remember is that all support sentences in the paragraph must relate to the topic sentence. Any other topics should be treated separately. Support sentences provide specific details, explanations, and evidence:

Flexible work scheduling could immediately increase productivity and enhance employee satisfaction in our entire organization. Managers would be required to maintain their regular hours. For many other employees, though, flexible scheduling permits extra time to manage family responsibilities. Feeling less stress, employees are able to focus their attention better at work; therefore, they become more relaxed and more productive.

Building Paragraph Coherence

Paragraphs are coherent when ideas are linked—that is, when one idea leads logically to the next. Well-written paragraphs take the reader through a number of steps. When the author skips from Step 1 to Step 3 and forgets Step 2, the reader is lost. Several techniques allow the reader to follow your ideas:

• Repeat a key idea by using the same expression or a similar one:

Employees treat guests as VIPs. These VIPs are never told what they can or cannot do.

• Use pronouns to refer to previous nouns:

All new employees receive a two week orientation. They learn that every staffer has a vital role.

• Show connections with transitional expressions: however, as a result, consequently, and meanwhile. For a complete list, see Figure 3.5.

Controlling Paragraph Length

Although no rule regulates the length of paragraphs, business writers recognize the value of short paragraphs. Paragraphs with eight or fewer printed lines look inviting and readable. Long, solid chunks of print appear formidable. If a topic can’t be covered in eight or fewer printed lines (not sentences), consider breaking it into smaller segments.

Sentence Type

For each of the numbered sentences, select the letter that identifies its type:

a. Simple; b. Compound; c. Complex; d. Compound-complex

1. Many companies are now doing business in international circles.

2. If you travel abroad on business, you may bring gifts for business partners.

3. In Latin America a knife is not a proper gift; it signifies cutting off a relationship.

4. When Arabs, Middle Easterners, and Latin Americans talk, they stand close to each other.

5. Unless they are old friends, Europeans do not address each other by first names; consequently, businesspeople should not expect to do so.

6 In the Philippines men wear a long embroidered shirt called a barong, and women wear a dress called a terno.