Dividing Information into Paragraphs

Topic Sentence
Each paragraph is a sequence of sentences that are clearly related to a topic sentence. The opening sentence of a paragraph, the topic sentence, always draws special attention. The topic sentence orients the reader and clearly signals where the paragraph is headed.

Supporting Sentences
Once the topic is introduced, the paragraph builds on the topic with illustrations, examples, definitions, comparisons, or other specific information.

For example, in the first paragraph of the memo in last week's newsletter, the writer provides rationale for the memo: "Over the last month questions have been raised regarding Department procedures." The supporting sentence introduces the topics to follow. "The following information should serve to answer those questions."

In the second paragraph, the writer introduces "check requests" -- the first of the three topics discussed, then builds on that topic: "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."

The "bottom line" is that all sentences within a paragraph must relate to the topic sentence.

Next week we will publish our Flow and Format Checklist to review the strategies we have discussed for the past two months.

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