Business documents -- such as letters, emails, memorandums and reports -- use paragraphs to separate different types of information, arguments and ideas. Paragraphs written in business format are structured in a formal, professional and well-organized manner. When you're writing a business document, consider how the paragraph will appear on paper, the organization of the paragraph and its placement within the total document. Be consistent in the way you format your paragraphs. Use concise language and a simple style so the reader stays focused on your message.
The most common visual format for paragraphs in a business document is the block format in which the beginning of a paragraph is not indented. Instead, the entire paragraph is single spaced and left justified, which means it's aligned with the paper's left margin. A blank line is inserted after each paragraph to separate it from the next paragraph or element of the document. The semi-block, in which the beginning of each paragraph is indented, is used less often.
Paragraphs in a business document are typed in a traditional font such as 12-point Times New Roman. Avoid using unusual fonts that distract from the content of your writing. Use the same font throughout the entire document, except for headings, which may use a larger font size or be set in a bold typeface.
Each paragraph should address a single main idea. Introduce the main idea in a general statement in the paragraph's first sentence. Follow this topic sentence with a few sentences that support the main idea. These might consist of informative details or an argument to defend your idea. Wrap up the paragraph with a summary sentence. If a paragraph runs too long, you risk losing the reader’s attention. Instead, organize a long paragraph into two or more smaller paragraphs.
A business document, such as a report or letter, begins with a paragraph that introduces the subject of the document. This is followed by one or more paragraphs that develop the subject. A concluding paragraph summarizes the information you've provided or asks the reader to take a specific action. For example, a letter presenting reasons for an ad campaign might begin with an introductory paragraph proposing the campaign, followed by three paragraphs each detailing a separate reason for the campaign and a concluding paragraph asking the reader to approve the campaign. If the document is lengthy, use headings to separate major sections.
While the tone can be friendly, business documents are written in a formal style. Your writing might be read by individuals other the original recipient and be kept by a company for many years, so avoid personal comments. Keep your writing at a professional level by using gender-neutral language, as well as proper grammar and spelling. Keep your sentences short and to the point. Avoid clichés, contractions and slang.
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