Paragraph Construction

A paragraph uses several related sentences to develop a single subject or a single aspect of a large subject. A paragraph is constructed with a topic sentence, several sentences that support and expand the topic sentence, and a concluding sentence that draws the paragraph to a close and/or transitions to the next paragraph. The writer moves the reader from one paragraph to the next by repeating key words, phrases, and thoughts.

The topic sentence states what the paragraph is all about. It sets the reader’s expectations and is usually the first sentence of a paragraph. It states the point you are going to make in the paragraph. All the following sentences expand on the topic sentence and serve to prove your point. The entire paragraph works together and has no extraneous elements. It is focused and direct.

Most business writing is explanatory and/or persuasive.

Explanatory paragraphs answer who, what, where, when, why, and how. They are used to interpret facts, give directions, or provide reasons.

Persuasive paragraphs communicate the writer’s opinions and attempt to influence and persuade the reader to adopt an idea, support a cause, or take action. With persuasive paragraphs, you:

- Develop an opinion, which is stated in the topic sentence.
- Add support by using facts, figures, expert opinion, comparison, etc.
- Acknowledge and refute arguments for the other side.
- Anticipate and answer questions.
- End with a call to action.

Writing Mistakes: Using a Negative Tone

Your writing will be more successful if you focus on positive wording rather than negative since words that affect your reader positively are likely to produce the response you want. A positive emphasis helps persuade the reader and creates goodwill. In contrast, negative words may generate resistance.

- Avoid judgmental words such as “you claim,” “failed to, “neglected to,” and “lack of.”

- Avoid words with negative connotations such as no, do not, refuse, and stop and words that convey unhappy or unpleasant associations such as unfortunately, unable to, cannot, mistake, problem, error, damage, loss, and failure.

In a few cases, you may want to use the negative for emphasis. There is a difference in tone between the contracted form and the two-word form--“can’t” and “cannot” or “don't” and “do not.”

Negative: In response to your question about how many units are needed to meet minimum graduation requirements, I regret to report that you are two short of the requirement.

Positive: In response to your question about how many units are need for graduation, students need 48 units to qualify for graduation. Our records show that you have earned 46 units. Two additional units will be required to for graduation. If you have any questions or want to discuss this, please contact me.

Parallel Construction

Parallel construction means that like parts of a document are treated in the same way. Parallel construction helps create logical flow, so the reader can move through the document. When parallel construction is violated, readers subconsciously know something is wrong, even if they can’t recognize what it is.

When you use bullets, numbers, heads, or subheads, pay attention to parallel construction. Most bullets are organized with a lead verb. With numbers, each number usually is a complete, stand-alone sentence. Here’s an example of proper parallel construction for bullets:

Correct: Here’s the plan for communicating the new vacation procedures:
· Draft the procedures.
· Have the draft reviewed.
· Revise draft.
· Obtain approvals.

In the above example, each bullet starts with a verb. Here’s the same example, but in this case, the bullets do not follow parallel construction:

Incorrect: Here’s the plan for communicating the new vacation procedures:
· Draft the procedures.
· The draft is reviewed.
· The draft is revised.
· Obtaining approvals.

Parallel construction also applies to sentences.

· Incorrect: Reading a book is easier than to write one.
· Correct: Reading a manual is easier than writing one.

· Incorrect: Jane researched her book reading archives and by interviewing subject matter experts.
· Correct: Jane researched her book by reading archives and by interviewing subject matter experts.

Revise before Sending

Revision is your opportunity to make sure your document does what you want it to do. This is the process by which you hone your work so that it communicates clearly what you mean and is easy to read and understand. The best-written documents are revised.

Don’t revise immediately after you finish writing. Most of us need to let a first draft “cool off” before we can objectively evaluate what’s wrong with it.

• Cut. Cut. Cut.
• Look at every sentence and eliminate redundancies.
• Replace vague phrases and words with concrete ones.
• Delete adjectives and adverbs.
• Eliminate passive voice. Passive voice is the use of the verb “to be.” Where appropriate, turn passive sentences into active ones. Active voice is more direct and concise.