Business writing requires a simple structure so that your readers can make sense of the content of the text in the shortest possible time. For this to happen, all writing elements including punctuation and grammar must follow certain conventions.
In the following texts, we shall look through some tips for paragraphing and the use of punctuation that could help you create excellent business pieces.
Punctuation
The best business documents use punctuation marks sparingly. When not used correctly, punctuation may confuse or portray a different meaning than what is intended, therefore, not all types of punctuation can be used in business writing.
The following are some punctuation marks that should be avoided in business writing:
1. Dashes
There are two types of dashes; the em dash and the en dash. The em dash is longer and is used to mark a strong interruption in a sentence. Example:
The boss was fired —the regional boss.
The en dash is shorter and is used to denote shorter ranges like cause-and-effect or to show ranges of numbers like 50-100.
In business writing, there are no spaces between ranges. You can instead use commas and parentheses Instead of dashes to denote interruptions in text.
2. Exclamation points:
Exclamation marks are used to express emotions. Since business writings are formal, exclamation points should be avoided as they can take away objectivity from your writing and lead to misinterpretation of intended messages.
3. Ellipses:
Ellipses are three dots separated by spaces. Ellipses may be used within a quotation to show that words have been omitted. Otherwise, they should be avoided.
4. Brackets
Brackets may be used to show omissions within a quotation or to set off phonetic symbols. Otherwise, brackets should not be used in business writing.
How to Use Punctuations When Writing Business Document
1. Period
Periods are placed at the end of a complete sentence or used to mark an abbreviation.
Example: The regional Chairman of H.S. Holdings will be visiting us tomorrow.
2. Question mark
Question marks are used to indicate a direct question.
Example: Would you like to see our special menu?
3. Comma
Commas indicate brief pauses in ideas or elements within the structure of a sentence. It is also used in itemization.
Example: Dear Mr Gandalf, we will expect your account statement, reference letter, passport photographs and utility statement soon.
4. Colon
Colons may be used to introduce an explanation, a quote or an example.
You can introduce a colon between two independent clauses where the second explains the first.
Example:The boss has three ideas for marketing this season: paid media ads, socialpreneurs, and onsite advertising.
The colon also helps establish emphasis.
Example: She only had one job: emailing.
5. Semicolon
Like the colon, the semicolon is used to show the relationship between two independent clauses not joined by a coordinating conjunction. It can be used to end complete sentences in place of the periods.
6. Apostrophe:
An apostrophe indicates the omission of letters from a word, for example: She’s coming.
They are also used to show ownership as in “His father’s car.”
Paragraph
A paragraph is a group of sentences or a sentence that forms a unit. A paragraph must be organized, cohesive and related to a single topic or idea. It should have:
- a topic — the idea it expresse
- a structure — the introduction, body and conclusio
- coherence — a smooth flow or transition from one idea to another.
In business writing, paragraphs are used to separate more than one piece of information regarding an idea or concept, in a professional and well-organized manner. Paragraphs in a business document should have a simple style or structure, concise language with carefully selected words, and consistency.
The Basic Parts of a Paragraph.
1. Topic sentence
Usually the first sentence in a paragraph, the topic sentence is the main idea of the entire paragraph. It is also known as the controlling sentence because it informs the reader of the discussion within that paragraph.
The topic sentence is made of two parts: the topic and the controlling idea.
The topic tells what the paragraph is about while the controlling idea tells what the paragraph will say about the topic.
For example:
“The Lagacorp firm manages and maintains the property and real estate.”
The topic in this sentence is “The Lagacorp firm”, and the controlling idea is “manages and maintains the property and real estate.”
2. Supporting sentence
The supporting sentence in a paragraph contains sentences that explain or expand the topic sentence.
Your paragraph may contain more than one supporting sentence, and it should be arranged in the best logical order.
3. Closing sentence:
The closing sentence of your paragraph is the final sentence you write, the conclusion of your paragraph. It reinforces what the paragraph is about; restating the topic and controlling ideas.
Tips for Creating the Best Paragraphs in a Business Document.
1. Your main idea should be foremost and central
2. Outline on a separate paper, the content of your paragraph before writing.
3. Explain your topic sentence using simple words and sentences.
4. Remove all unnecessary information, words or sentences that do not support your main idea, and ensure clauses are used correctly.
5. Present your facts in logical order.
6. Keep your concluding sentence simple and straight to the point.
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Bolaji Daniel
