Paragraph breaks give readers a chance to pause, digest old information, and prepare for new information. That’s a lot of power for a little white space. But where and when to start a new paragraph can get tricky.
Why should I care about paragraphs?
Paragraphs organize writing into distinct units of thought. They make ideas more accessible and transparent.
Every paragraph should focus on one self-contained idea that also supports or explains the piece's overall purpose. Additional sentences should explain or clarify the idea the paragraph introduces.
When should I start a new paragraph?
Create a new paragraph when you shift focus to a new topic or different part of a topic. At a minimum, use separate paragraphs for your opening, middle, and closing parts.
If you’re unsure whether your next sentence should remain in a paragraph or start a new one, ask “How closely tied is the new sentence to the previous one? Do my readers need to view both sentences together?” If not, a paragraph break is probably appropriate.
How long should my paragraphs be?
Paragraph length will depend on the form and purpose of your writing.
For email, memos, and other routine business correspondence, use short paragraphs made up of 1-3 lines of text. Some ideas may require more explanation, but try not to go beyond five lines.
For formal business reports or proposals, longer paragraphs may be more appropriate. In general, keep the paragraphs seven lines or fewer; otherwise, your ideas get too crowded.
Should I indent the start of paragraphs?
Most business-writing formats do not recommend indented paragraphs. For emails, memos, and block-style letters, keep paragraphs flush left. Separate each paragraph with a blank line (double space).
Some versions of the semi-block letter format recommend indenting the first line, but businesses rarely use that style.
Consult your organization’s style guide, and never mix styles within the same document.
What pitfalls should I avoid?
Too Few Paragraph Breaks
Dense paragraphs make details less accessible. Use the seven-line benchmark for formal writing and the three-line benchmark for routine correspondence. If you notice paragraphs that exceed these benchmarks, look for opportunities to separate information into paragraphs or lists.
Dense
This past Friday, the FDA came to our plant for a spot inspection. I'm writing to share the inspection results and our response. The good news is that the FDA inspectors did not find problems warranting a shutdown of Premium Meats. The bad news is that the inspectors cited us for three major violations resulting in a fine of $90,000. We must take immediate steps to protect our customers, our jobs, and our company. To that end, I have taken the following actions: I met with the Executive Committee to determine problems in our production process. Next, I have directed the Production Management Team to review quality-control procedures. Finally, I have appointed a Quality Task Force for both management and production staff.
Accessible
This past Friday, the FDA came to our plant for a spot inspection. I'm writing to share the inspection results and our response.
The good news is that the FDA inspectors did not find problems warranting a shutdown of Premium Meats. The bad news is that the inspectors cited us for three major violations resulting in a fine of $90,000.
We must take immediate steps to protect our customers, our jobs, and our company. To that end, I have taken the following actions:
- I met with the Executive Committee to determine problems in our production process.
- I have directed the Production Management Team to review quality-control procedures.
- I have appointed a Quality Task Force for both management and production staff.
Too Many Paragraph Breaks
While shorter paragraphs are generally best, a string of short, one-sentence paragraphs can lead to choppy and disjointed reading.
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