8.4 Writing Strong Paragraphs

J.R. Dingwall; Chuck Labrie; Trecia McLennon; and Laura Underwood

Learning Objectives

  1. Understand the function of paragraphs, identify their components, and grasp the significance of having clear topic sentences to guide the reader through a written document.

Introduction

Written business communication requires skill and expertise. From letters to reports, the way you use the written word counts. Written documents provide a record of correspondence, which is key in situations where legal concerns may arise. In cases like this, it’s important to demonstrate that the message was sent and received and determine what dates this occurred.

Whatever your message, remember that different types of workplace documents can align with different purposes. You’ll use what you’ve learned about audience and communication channels to help you choose the right one; rely on your plain language writing, grammar, and punctuation skills to craft a clear message; then use the skills you develop in this chapter to format your document appropriately.

Writing Paragraphs

As we dive into the types of documents and their uses, we’ll need to consider an important part of writing that makes up your documents: the paragraph.

A strong paragraph contains three distinct components:

  1. Topic sentence. The topic sentence is the main idea of the paragraph.

  2. Body. The body is composed of supporting sentences that develop the main point.

  3. Conclusion. The conclusion is the final sentence that summarizes the main point.

The foundation of a good paragraph is the topic sentence, which expresses the paragraph’s main idea. This guides the reader by signposting what the paragraph is about. All the sentences in the rest of the paragraph should relate to the topic sentence.

Developing a Topic Sentence

Pick up any newspaper or magazine and read the first sentence of an article. Are you fairly confident you know what the rest of the article is about? If so, you have likely read the topic sentence. An effective topic sentence combines a main idea with the writer’s personal attitude or opinion, called the controlling idea. It orients the reader and indicates what will follow in the rest of the paragraph. Read the following example.

Example:

Creating national standards for math and English education will improve student learning in many provinces.

This topic sentence declares a favourable position for standardizing math and English education. After reading this sentence, a reader might reasonably expect the writer to provide supporting details and facts about why standardizing math and English education might improve student learning in many provinces. If the purpose of the essay is actually to evaluate education in only one particular province or to discuss math or English education specifically, then the topic sentence is misleading.

Five characteristics define a good topic sentence:

  1. Provides an accurate indication of what will follow in the rest of the paragraph.

  2. Contains both a topic and the writer’s position on it.

  3. Is clear and easy to follow.

  4. Does not include supporting details.

  5. Engages the reader by using interesting vocabulary.

When creating a workplace document, use the “top-down” approach—keep the topic sentence at the beginning of each paragraph so that readers immediately understand the gist of the message. This method saves busy colleagues precious time and effort trying to figure out the main points and relevant details.

Headings are another helpful tool. In a text-heavy document, break up each paragraph with individual headings. These serve as useful navigation aids, enabling colleagues to skim through the document and locate paragraphs that are relevant to them.

Identifying Parts of a Paragraph

An effective paragraph contains three main parts: a topic sentence, the body, and the concluding sentence. A topic sentence is often the first sentence of a paragraph. It expresses a main idea combined with the writer’s attitude about the subject. The body of the paragraph usually follows, containing supporting details. Supporting sentences help explain, prove, or enhance the topic sentence. The concluding sentence is the last sentence in the paragraph. It reminds the reader of the main point by restating it in different words.

Read the following paragraph. The topic sentence is underlined for you.

Example:

After reading the new TV guide this week, I had just one thought—why are we still being bombarded with reality shows? This season, the plague of reality television continues to darken our airwaves. Along with the return of viewer favourites, we are to be cursed with yet another mindless creation. Prisoner follows the daily lives of eight suburban housewives who have chosen to be put in jail for the purposes of this fake psychological experiment. A preview for the first episode shows the usual tears and tantrums associated with reality television. I dread to think what producers will come up with next season, but if any of them are reading this blog—stop it! We’ve had enough reality television to last us a lifetime!

The first sentence of this paragraph is the topic sentence. It tells the reader that the paragraph will be about reality television shows, and it expresses the writer’s distaste for these shows through the word bombarded.

Each of the following sentences in the paragraph supports the topic sentence by providing further information about a specific reality television show. The final sentence is the concluding sentence. It reiterates the main point that viewers are bored with reality television shows using different words from the topic sentence.

Paragraphs that begin with the topic sentence move from the general to the specific. They open with a general statement about a subject (reality shows) and then discuss specific examples (the reality show Prisoner).

Now take a look at the following paragraph. The topic sentence is underlined for you.

Example:

Last year, a cat travelled 130 miles to reach its family, who had moved to another state and had left their pet behind. Even though it had never been to their new home, the cat was able to track down its former owners. A dog in my neighbourhood can predict when its master is about to have a seizure. It makes sure that he does not hurt himself during an epileptic fit. Compared to many animals, our own senses are almost dull.

The last sentence of this paragraph is the topic sentence. It draws on specific examples (a cat that tracked down its owners and a dog that can predict seizures) and then makes a general statement that concludes these examples (animals’ senses are better than humans’). In this case, the supporting sentences are placed before the topic sentence, and the concluding sentence is the same as the topic sentence.

This technique is frequently used in persuasive writing. The writer produces detailed examples as evidence to back up his or her point, preparing the reader to accept the concluding topic sentence as the truth.

Sometimes the topic sentence appears in the middle of a paragraph. Read the following example. The topic sentence is underlined for you.

Example:

For many years I suffered from severe anxiety every time I took an exam. Hours before the exam, my heart would begin pounding, my legs would shake, and sometimes I would become physically unable to move. Last year I was referred to a specialist and finally found a way to control my anxiety—breathing exercises. It seems so simple, but by doing just a few breathing exercises a couple of hours before an exam, I gradually got my anxiety under control. The exercises help slow my heart rate and make me feel less anxious. Better yet, they require no pills, no equipment, and very little time. It’s amazing how just breathing correctly has helped me learn to manage my anxiety symptoms.

In this paragraph the underlined sentence is the topic sentence. It expresses the main idea: that breathing exercises can help control anxiety. The preceding sentences enable the writer to build up to his main point (breathing exercises can help control anxiety) by using a personal anecdote (how he used to suffer from anxiety). The supporting sentences then expand on how breathing exercises help the writer by providing additional information. The last sentence is the concluding sentence and restates how breathing can help manage anxiety.

Implied Topic Sentences

Some well-organized paragraphs do not contain a topic sentence at all. Instead of being directly stated, the main idea is implied in the content of the paragraph. Read the following example:

Example:

Heaving herself up the stairs, Luella had to pause for breath several times. She let out a wheeze as she sat down heavily in the wooden rocking chair. Tao approached her cautiously, as if she might crumble at the slightest touch. He studied her face, like parchment; stretched across the bones so finely he could almost see right through the skin to the decaying muscle underneath. Luella smiled a toothless grin.

Supporting Sentences

If you think of a paragraph as a hamburger, the supporting sentences are the meat inside the bun. They make up the body of the paragraph by explaining, proving, or enhancing the controlling idea in the topic sentence. Most paragraphs contain three to six supporting sentences depending on the audience and purpose. A supporting sentence usually offers one of the following:

Reason

Sentence: The refusal of the baby boom generation to retire is contributing to the current lack of available jobs.

Fact

Sentence: Many families now rely on older relatives to support them financially.

Statistic

Sentence: Nearly 10 percent of adults are currently unemployed in the United States.

Quotation

Sentence: “We will not allow this situation to continue,” stated Senator Johns.

Example

Sentence: Last year, Bill was asked to retire at 55.

The type of supporting sentence you choose will depend on what you are writing and why you are writing. For example, if you attempt to persuade your audience to take a particular position, you should rely on facts, statistics, and concrete examples, rather than personal opinions. Read the following example:

Example:

There are numerous advantages to owning a hybrid car. (Topic sentence)

First, they get 20 percent to 35 percent more miles to the gallon than a fuel-efficient gas-powered vehicle. (Supporting sentence 1: statistic)

Second, they produce very few emissions during low-speed city driving. (Supporting sentence 2: fact)

Because they do not require gas, hybrid cars reduce dependency on fossil fuels, which helps lower prices at the pump. (Supporting sentence 3: reason)

Alex bought a hybrid car two years ago and has been extremely impressed with its performance. (Supporting sentence 4: example)

“It’s the cheapest car I’ve ever had,” she said. “The running costs are far lower than previous gas-powered vehicles I’ve owned.” (Supporting sentence 5: quotation)

Given the low running costs and environmental benefits of owning a hybrid car, it is likely that many more people will follow Alex’s example in the near future. (Concluding sentence)

To find information for your supporting sentences, you might consider using one of the following sources:

  • Reference book
  • Encyclopedia
  • Website
  • Biography/autobiography
  • Map
  • Dictionary
  • Newspaper/magazine
  • Interview
  • Previous experience
  • Personal research

Concluding Sentences

An effective concluding sentence draws together all the ideas you have raised in your paragraph. It reminds readers of the main point—the topic sentence—without restating it in exactly the same words. Using the hamburger example, the top bun (the topic sentence) and the bottom bun (the concluding sentence) are very similar. They frame the “meat” or body of the paragraph. Compare the topic sentence and concluding sentence from the previous example:

Example:

Topic sentence: There are numerous advantages to owning a hybrid car.

Concluding sentence: Given the low running costs and environmental benefits of owning a hybrid car, it is likely that many more people will follow Alex’s example in the near future.

Notice the use of the synonyms advantages and benefits. The concluding sentence reiterates the idea that owning a hybrid is advantageous without using exactly the same words. It also summarizes two examples of the advantages covered in the supporting sentences: low running costs and environmental benefits.

You should avoid introducing any new ideas into your concluding sentence. A conclusion is intended to provide the reader with a sense of completion. Introducing a subject not covered in the paragraph will confuse the reader and weaken your writing.

A concluding sentence may do any of the following:

Example:

Purpose: Restate the main idea.
Sample: Childhood obesity is a growing problem in the United States.

Purpose: Summarize the key points in the paragraph.

Sample: A lack of healthy choices, poor parenting, and an addiction to video games are among the many factors contributing to childhood obesity.

Purpose: Draw a conclusion based on the information in the paragraph.

Sample: These statistics indicate that unless we take action, childhood obesity rates will continue to rise.

Purpose: Make a prediction, suggestion, or recommendation about the information in the paragraph.

Sample: Based on this research, more than 60 percent of children in the United States will be morbidly obese by the year 2030, unless we take evasive action.

Purpose: Offer an additional observation about the controlling idea.

Sample: Childhood obesity is an entirely preventable tragedy.

Transitions

A strong paragraph moves seamlessly from the topic sentence into the supporting sentences and on to the concluding sentence. To help organize a paragraph and ensure that ideas logically connect to one another, writers use transitional words and phrases. A transition is a connecting word that describes a relationship between ideas.

Example:

There are numerous advantages to owning a hybrid car. First, they get 20 percent to 35 percent more miles to the gallon than a fuel-efficient gas-powered vehicle. Second, they produce very few emissions during low-speed city driving. Because they do not require gas, hybrid cars reduce dependency on fossil fuels, which helps lower prices at the pump. Alex bought a hybrid car two years ago and has been extremely impressed with its performance. “It’s the cheapest car I’ve ever had,” she said. “The running costs are far lower than previous gas-powered vehicles I’ve owned.” Given the low running costs and environmental benefits of owning a hybrid car, it is likely that many more people will follow Alex’s example in the near future.

Each of the underlined words is a transition word. Words such as first and second are transition words that show sequence or clarify order. They help organize the writer’s ideas by showing that he or she has another point to make in support of the topic sentence. Other transition words that show order include third, also, furthermore, initially, and subsequently.

The transition word because is a transition word of consequence that continues a line of thought. It indicates that the writer will provide an explanation of a result. In this sentence, the writer explains why hybrid cars will reduce dependency on fossil fuels (because they do not require gas). Other transition words of consequence include as a result, so that, since, thus, and for this reason.

To include a summarizing transition in her concluding sentence, the writer could rewrite the final sentence as follows:

Example:

In conclusion, given the low running costs and environmental benefits of owning a hybrid car, it is likely that many more people will follow Alex’s example in the near future.

The following chart provides some useful transition words to connect supporting sentences and concluding sentences.

For Supporting Sentences 
above all but for instance in particular moreover subsequently
also conversely furthermore later on nevertheless therefore
aside from correspondingly however likewise on one hand to begin with
at the same time for example in addition meanwhile on the contrary
For Concluding Sentences
after all all things considered in brief in summary on the whole to sum up
all in all finally in conclusion on balance thus ultimately

Transitional words and phrases are useful tools to incorporate into workplace documents. They are used within paragraphs to connect one sentence to the next, and are also found at the beginning and end of each paragraph, so that each is seamlessly connected to the next. They guide the reader through the document, clarifying relationships between sentences and paragraphs so that the reader understands why they have been written in that particular order.

For example, when you are writing an instructional memo, it may be helpful to consider the following transitional words and phrases: before you begin, first, next, then, finally, after you have completed. Using these transitions as a template to write your memo will provide readers with clear, logical instructions about a particular process and the order in which steps are supposed to be completed.

 

Key Takeaways

A well-crafted topic sentence sets the tone and direction for the rest of the paragraph. It helps the reader to skim and scan your text and to understand your primary message more quickly.

References

Guffey, M. (2008). Essentials of Business Communication (7th ed.). Mason, OH: Thomson/Wadsworth.

Lewis, L. (2009, February 13). Panasonic orders staff to buy £1,000 in products. Retrieved from http://business.timesonline.co.uk/tol/business/markets/japan/article5723942.ece

Attribution Statement (Writing Workplace Documents)

This chapter is a remix containing content from a variety of sources published under a variety of open licenses, including the following:

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8.4 Writing Strong Paragraphs Copyright © 2024 by J.R. Dingwall; Chuck Labrie; Trecia McLennon; and Laura Underwood is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.

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