What Does Writing Paragraphs in Business Format Mean?

Letters, memos, reports, mails, and other business documents use paragraphs to have the ideas clear and separate the arguments and different parts. Structuring of paragraphs in generally accepted business format is done in a professional formal well-organized manner. Working on a business document, do not forget to make sure that the paragraphs in your well-organized business writing are organized and placed as they have to according to the standards. Formatting of the paragraphs should be consistent, while the style should be simple, and the language you use is supposed to be vivid but concise. Help your readers maintain the focus on what you want them to know.

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Block Format

Block Format

An essay related to business as well as a business document typically has block format as the most common visual type of providing information. It means that the paragraphs do not have indents at the beginning. Instead, there is alignment with the left margin of the paper and the paragraphs are single-spaced. Moreover, each paragraph is separated from the following one with a blank line inserted to make the paper look organized. The format known as semi-block with the indends at the beginning of the paragraphs is less frequently used.



It is important to know when to indent paragraphs in an essay; besides, you should remember that the font to be used is traditional 12-point Times New Roman. Too fancy or unusual fonts can distract the readers from the content. The entire document looks solid if the same font is used throughout with the exception for the headings, written bold or in a larger size font size.

Content of Paragraph

Content of the Paragraphs

An essay about business always has a number of ideas, and each of them should be addressed in a separate paragraph. The first sentence of the paragraphs should contain a general statement as the main idea. Then, it is followed with several supporting sentences which present arguments or informative details. Each paragraph is wrapped up with a summarizing sentence. Please note that excessively long paragraphs may be boring for the readers who will lose interest in the content. Try to organize several short paragraphs instead of one long.

Order of Paragraphs

Order of Paragraphs

A letter, report or any business document which uses short sentences and paragraphs should start with an introductory paragraph to introduce the key subject. The following paragraphs develop the introduced subject, and a final paragraph concludes and either summarizes the provided information or suggests certain actions. For instance, if a business letter presents the reasons why an ad campaign should be conducted, it can consist of the following paragraphs: introduction with a campaign proposal, three paragraphs with details related to the reasons for the campaign, and a final paragraph which encourages the readers to give the approval to the suggested campaign. When writers use long paragraphs in business messages, it is better to separate the sections with the headings. 



The formal style of business documents can be accompanied with a friendly tone. Avoid adding any personal comments as the paper can be available for different recipients for a certain period. Use the gender-neutral language to maintain professional level of writing. Care about proper spelling and grammar. Make short sentences and keep them to the point. Remember that there should be no slang, contractions, and clichés.

How to Write a Professional Essay for a Business

Well-organized business writing is aimed at persuading or informing the readers using comprehensive clear language. Working on the outline, you have to take into account the target audience and the key objective. Thus, you will keep focused on the key areas and you will demonstrate the subject points more clearly. It is not easy to write good papers, but effective communication through business writing is one of the most invaluable tools.

  1. Make sure there is an exact purpose of writing. You have to know whether you want to persuade or inform the readers. The formal essay format also can imply making an argument about certain ideas.
  2. Take into account the peculiar features of your audience. They will definitely influence the structure and tone of the writing. Fit the requirements set by your audience thinking about the reasons why they are interested in the paper and the actions they can do after that.
  3. Outline the key points. According to the business writing style format, the main argument and question should be included with the supporting facts, evidence, counterpoints and counterarguments, as well as the conclusion. Cite all the references and use only valid evidence.
  4. Work on a draft on the basis of the prepared outline. Explain all the points briefly but clearly. In accordance with the business writing format, state the main points at the beginning and conclude the paper clearly in the summarizing section.
  5. Structure the draft to have logical flow of the argument. A business format essay can contain bullet points instead of the block text for the improved readability. Informative specific titles of the section will also add to the benefits of your writing.
  6. Check on the draft structure and the tone to amend accordingly if needed. Make sure that you keep to a professional and polite tone, although it is also possible to sound persuasive, enthusiastic, or confident, in accordance with the audience and purpose of the paper.
  7. Edit and proofread your business style format paper for spelling and grammar. It is also recommendable to have some other person read through the paper as well.

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Business Writing Sample For Free

Once upon a time, the dominant belief was that profit seeking business entities cannot under any circumstance be ethical, whilst religiously maintaining profit as the defining factor in their activities. Recent events however show a complete paradigm shift in this previously widely held opinion. In part, business corporations can be credited for playing a defining role in triggering this paradigm shift. One of such classical cases, as shown by this research is that progressively corporations have made a renewed commitment to imbibe the adherence of ethical principles by their employees. What this therefore inferentially means is that heads of corporations are becoming convinced by the day that the development and maintenance of ethical behavioral standards are leverage to business success… Read more

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