Documents are made up of paragraphs that support the purpose statement. Many times, writers skip paragraphing, creating a document like the one below. (Please don't feel obligated to read the whole memo.)

Subject: Policies and Procedures
Over the last month questions have been raised regarding Department procedures. The following information should serve to answer those questions: Processing check requests normally takes 10 working days; however, a backlog often occurs requiring extended processing time. A good rule of thumb is to submit a check request a month in advance of the due date of the money to ensure adequate processing time. It is preferable that I make all your travel arrangements; therefore, contact me to make reservations at least one month before your intended trip. All purchase order forms should be submitted to George DiSanto. Use the following procedure: Obtain a purchase order form from the division secretary. Put my name, Alice Gobel, in the blocks marked "Requisitioner's Copy." Place the item name, number, and unit cost in the appropriate blocks. Send the completed forms through interoffice mail. The above information should answer questions concerning Department procedures. However, if you have further questions, please call me at extension 4290.n the reader.

Solid blocks of text like the memo above tend to intimidate the reader. In a worst-case scenario, the reader will take one look at this message and say, "I don' understand this" or "I don't have time to deal with this now" without even trying to read it. To ensure that readers follow your discussion and to allow them to see shifts in thought, break text into paragraphs.

In the previous memo, for example, the author discusses answers to questions she has received about policies and procedures. Information in the document includes how to handle check processing, travel arrangements, and purchase orders.

To show the reader where the ideas shift, the writer should have made five paragraphs (numbered below for our discussion purposes):

Subject: Department Policies and Procedures

1. Over the last month questions have been raised regarding Department procedures. The following information should serve to answer those questions:

2. Processing check requests normally takes 10 working days; however, a backlog often occurs requiring extended processing time. A good rule of thumb is to submit a check request a month in advance of the due date of the money to ensure adequate processing time.

3. It is preferable that I make all your travel arrangements; therefore, contact me to make reservations at least one month before your intended trip.

4. All purchase order forms should be submitted to George DiSanto. Use the following procedure: Obtain a purchase order form from the division secretary. Put my name, Alice Gobel, in the blocks marked "Requisitioner's Copy." Place the item name, number, and unit cost in the appropriate blocks. Send the completed forms through interoffice mail.

5. The above information should answer questions concerning Department procedures. However, if you have further questions, please call me at extension 4290.

Next week we'll discuss how to know where to divide information into paragraphs.

This edition was adapted from our Effective Business Writing Program. Previous editions may be read at http://www.uliveandlearn.com/newsletters/index.cfm.