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Paragraphs & Spaces


Tackling the introduction: The introduction is one of the most important parts of your business document. It can make or break the success of a document. Remember, if your reader is hooked by the ideas expressed in the introduction itself, he or she will definitely read on. A good introduction sets up the expectation of what is to follow in the document.

A good introduction can do the following:


Here are some suggestions to achieve this aim:

You can relate the document to an existing context, for example: "This is with regards to the discussion we had yesterday."

Come clean with the purpose; for example, "Requesting information on your latest product."

Put down in the very beginning what the document will cover in the following paragraphs; for example, "This document will cover a) the benefits of RO-filtered water b) the dangers of having unfiltered water."

Paragraphs: Breaking content into paragraphs is one of the best ways to organize your business document. It helps you break down important information and makes it easily accessible to the reader, apart from adding a professional and presentable visual appeal to your document.

Follow these rules for correct use of paragraphs:

Use short paragraphs in your document. A large block of information can be intimidating and can put readers off from reading the document.

Every paragraph should be dedicated to providing information about a certain idea.

If you need to introduce a new idea in your document, do so with a new paragraph.

A paragraph should be, at the most, seven lines of typed text to help keep the reader glued to your document.

Every paragraph should be complete in itself and should make sense to a reader if read in isolation.


Using blank space: Blank spaces are an important element in a business document. They prove to be very useful in keeping the appearance of a document neat and presentable.

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