Organizing Principles of writing/Drafting Official documents/texts/paragraphs

Definition:

• A paragraph is a small set of sentences related to a topic or theme (or a single aspect of a much larger
theme) arranged carefully in order to describe, narrate, discuss or present an argument.
• A paragraph is a distinct section of a piece of writing. It consists of several related sentences and
deals with one controlling idea. This controlling idea is called the topic or the theme of the
paragraph. The main function of a paragraph is to support, develop, narrate, discuss, exemplify, or
explain this theme.

Elements of Effective Writing

• Use familiar words

• Use concrete and specific words
• Use acronyms and abbreviations sparingly
• Avoid clichés
• Avoid excessive use of jargons
• Avoid redundancy and circumlocution
• Avoid discriminatory writing
• Clarity of purpose and awareness

Format/Structure/Parts of a Paragraph:

Topic Sentence or Main sentence: The main idea or the theme of the paragraph is expressed by one
sentence called a topic sentence. It states the gist of the idea to be developed in the paragraph. It may be
placed at the beginning or at the middle of the paragraph depending upon the logical organisation of the
paragraph. Usually it is placed at the beginning and is the first sentence of the paragraph.

Major supporting sentences, which expand, illustrate, explain, support, or strengthen the main idea with
secondary points and major supporting details through explanations, examples, reasoning, quotes etc.

Minor supporting sentences, which further exemplify and support the main idea with minor points, minor
supporting details.

Concluding sentence: It signals the end of the paragraph and provides a final comment on the topic. The
last sentence in a paragraph is the concluding sentence which restates the topic sentence or the main idea.
(Restating of the main idea in different words)

Elements /Essentials/Features/Characteristics/Principles of Paragraph Writing (Include Structure also)

Writing an effective paragraph involves adopting a careful writing plan that ensures proper length, unity,
coherence, and logical development of ideas. Any effective and purposeful composition should have one
controlling idea or theme.

Topic Sentence: The main idea or the theme of the paragraph is expressed by one sentence called a topic
sentence.

Support: A paragraph must contain specific details, examples and facts to support the topic sentence.

Proper Length: Paragraph length should be adjusted according to the needs and requirements of the
readers, subject matter, writing style, variety and emphasis.
Unity: The sentences of a paragraph must have a thematic link and there must be uniformly connected.

Single idea must be developed.

Cohesion refers to the connection of your ideas at the sentence level, grammatical level and at the
paragraph level. It is achieved through the use of devices to link sentences together. Cohesion relates to
the micro level of the text, i.e. the words and sentences and how they join together.

Coherence: Coherence shows the logical and consistent relationship between the sentences. Coherence
relates to the organisation and connection of ideas and whether they can be understood by the reader, and as
such is concerned with the macro level features of a text, such as the heading, topic sentences,
the summary in the concluding paragraph. A coherent paragraph relates the ideas logically and highlights the
ties between old and new information to make the structure of ideas or arguments clear to the reader.

Logical development of ideas: A paragraph should be developed in a logical manner. It should be

organised in such a way that one sentence leads on naturally to the next.

Variety: Variety refers to the range of vocabulary and variation in the sentence length and structures.

Style: The style depends on two considerations - audience and purpose.

Sentence linkers or Connectives: A sentence linker/Connective (word or phrase) connects two sentences in
a paragraph. Examples - Moreover, For example, In addition, In fact...

Use of Sequence/ Transition Words: first, firstly, secondly, next, finally, then, after that, later, afterwards,
following and so on.

Repetition helps to enhance a reader's understanding of what the author has written. Pointers are used as a
tool in sentences to use repetition for better understanding.
Pointers are words, phrases, or ideas that appear in a sentence, and are repeated in the next.

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Cohesive devices tell the reader what we are doing in a sentence and help to guide them through our
writing. They signal to the reader what the relationships are between the different clauses, sentences and
paragraphs. Cohesive devices, sometimes called linking words, linkers, connectors, discourse markers or
transitional words. They refer to the conjunctions, connectives and pronouns used to link the parts of a piece
of writing Cohesive devices are words like ‘For example‘, ‘In conclusion‘, ‘however‘ and ‘moreover‘.
Some of the cohesive devices are repetitions, transitional expressions, synonym, pronouns,
conjunctions etc.
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How to Develop a Cohesive Paragraph

• A cohesive paragraph focuses on one main idea which usually is mentioned in the topic sentence.
Every sentence in a cohesive paragraph relates or connects to the main idea. Sentences which
describe or explain the main idea are called supports. Typically, a cohesive paragraph includes at
least seven sentences with two or three examples. The last sentence of a coherent paragraph leads
the reader into a new paragraph or briefly restates the topic sentence.
• Write a strong yet simple topic sentence, which is the first sentence of the paragraph. Include an
overview of the subject matter in the topic sentence. For example, a topic sentence on the various
types of birds in Florida may state: "Florida is home to a variety of birds." Make sure the main idea
or topic sentence is specific, but that it leaves room for expansion.
• Decide which organizational pattern best meets the needs of the topic. Use chronological order to
organize events by time. Use sequential patterning to organize information in a step-by-step
format. Use the compare-and-contrast pattern to organize information by similarities and
differences. Use a topical pattern to arrange information by sub-topics that fall within a larger
topic, or types of things within a particular category; this is the most common form of
organization.
• Pick transition words to introduce supporting sentences. Include transition words which are
common to the organizational pattern chosen. For example, use words such as "first, second and
third" for sequential organization, and use dates or time for chronological order. Place a transition
word in front of every supporting sentence.
• Write at least two or three supporting sentences to make a cohesive paragraph. Construct
supporting sentences with one subject. Make sure the subject of each supporting sentence explores
the topic sentence of the paragraph.
• Use examples after each supporting sentence. Introduce examples with transition words like "such
as, for example and for instance." Construct each example so that it paints a clear picture of the
supporting sentence. Provide at least one example for each supporting sentence.
• End the paragraph with a concluding sentence that restates the topic sentence and moves the reader
into a new paragraph. If the paragraph does not need another paragraph after it, write a conclusion
which leaves the reader thinking about why the topic sentence or main idea is important.