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No matter what your business writing project involves, it needs to convey some central idea. To clarify the idea in your mind and make sure it comes through to your audience, write a thesis statement. A thesis statement, or central idea, should be short, specific, and to the point.
This statement is key to the success of your document. If your audience has to work to find out what exactly you are talking about, or what your stated purpose or goal is, they will be less likely to read, be influenced by, or recall what you have written.
By stating your point clearly in your introduction, and then referring back to it in the body of the document and at the end, you will help your readers to understand and remember your message.
Chances are you have learned the basic principles of outlining in English writing courses. An outline is a framework that organizes main ideas and subordinate ideas in a hierarchical series of roman numerals and alphabetical letters.
Here is one example.
I. IntroductionII. Main point 1
- A. Thesis statement
III. Main point 2
- A. Supporting detail
- 1. Sub-point
- 2. Sub-point
- B. Supporting detail
- 1. Sub-point
- 2. Sub-point
- C. Supporting detail
- 1. Sub-point
- 2. Sub-point
IV. Main point 3
- A. Supporting detail
- 1. Sub-point
- 2. Sub-point
- B. Supporting detail
- 1. Sub-point
- 2. Sub-point
- C. Supporting detail
- 1. Sub-point
- 2. Sub-point
V. Conclusion
- A. Supporting detail
- 1. Sub-point
- 2. Sub-point
- B. Supporting detail
- 1. Sub-point
- 2. Sub-point
- C. Supporting detail
- 1. Sub-point
- 2. Sub-point
This next example presents an alternate outline form that may be more suitable for brief documents like letters and emails. You can use this format as a model or modify it as needed.
IntroductionBody
- General purpose or thesis statement
Conclusion
- Point 1:
- Point 2:
- Point 3
- Summary of main points
Paragraphs are how we package information in business communication, and the more efficient the package, the easier the meaning can be delivered.
You may wish to think of each paragraph as a small essay within a larger information platform, defined by a guiding thesis and an organizing principle. The standard five-paragraph essay format used for college term papers is mirrored in individual paragraphs. College essays often have minimum or maximum word counts, but paragraphs hardly ever have established limits.
Just as a document generally has an introduction, body, and conclusion, so does a paragraph. Each paragraph has one idea, thought, or purpose that is stated in an introductory sentence. This is followed by one or more supporting sentences. The paragraph then concludes with a summary statement and transition or link to the next idea or paragraph.
Let’s take a closer look at each component:
Source: This tutorial has been adapted from "Business Communication for Success" Version 1.0 by Scott McLean. Copyright 2010. ISBN 978-1-4533-2742-5 (Licensee Product: Workplace Communication), reprinted with permission from FlatWorld.