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Introductory Paragraph. Before starting to write:. Determine the purpose of the message To inform To persuade To present an analysis of a situation or problem Conduct the audience analysis Identify the primary reader of the message Determine the secondary readers
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Before starting to write: • Determine the purpose of the message • To inform • To persuade • To present an analysis of a situation or problem • Conduct the audience analysis • Identify the primary reader of the message • Determine the secondary readers • Determine the demographics of the readers • Determine the psychographics of the readers • Analyze the extent of topic knowledge of the readers • Identify the message expectations of the readers
Use deductive. Introductory Paragraph Construction • Topic sentence – tells the reader the main idea of the paragraph • Deductive plan – starts with the main point • Inductive plan – ends with the main point • Pivotal plan – main point in middle • Supporting sentences – presents the content of the paragraph (the “facts”) • Summary/Transitional sentence – reiterates main point and/or sets up next point (to come in following paragraph)
INTRODUCTORY PARAGRAPH CONTENT Depending on the situation, audience analysis, and company custom, the introduction of an informal report, such as a memorandum, could include the following items: (put items marked with * into your paragraph) • Authorization* • Larger picture of the problem • Areas investigated (scope)* • What you did to gather information* • Why you did it* • Criteria for decisions • Shortcomings (limitations) • Preview of report contents*
Example Case You are an assistant manager in the human resources department of a large manufacturing company, Technicraft, Inc. In a recent staff meeting, the Vice President of Human Resources, Mr. J.T. Smith, assigned you the responsibility to investigate the causes of unrestin one of the production departments, Production Unit A. Write an introductory paragraph (only) for a report to the Vice President regarding the situation which you investigated. Remember to follow the instructions in the textbook and Study Notes.
WHAT/ WHY, AREAS INVESTIGATED, AND HOW GATHERED AUTHORIZATION TOPIC SENTENCE SUPPORTING SENTENCES PREVIEW SENTENCE PREVIEW OF CONTENTS Introductory Paragraph As you requested, Mr. Smith, I investigated the reported unrest among employees in Production Unit A after the situation was brought to the attention of the Human Resources Department by the unit supervisor. To investigate the situation thoroughly, I interviewed line workers, union representatives, and supervisory-level personnel within the unit throughout the month of July. During the same period, I checked personnel disciplinary records; and in order to obtain candid responses, set up a suggestion box for anonymous comments. This report will present the findings from my interviews, records investigation, and suggestion box comments, followed by my conclusions.
YOUR ASSIGNMENT Write an introductory paragraph (only) for the case described in the handout. Remember, you are NOT REPORTING FINDINGS in the introductory paragraph; you are setting the stage for the report that follows which does contain the findings.
As you requested, Mr. Smith, I investigated the reported unrest among employees in Production Unit A after the situation was brought to the attention of the Human Resources Department by the unit supervisor. To investigate the situation thoroughly, I interviewed line workers, union representatives, and supervisory-level personnel within the unit throughout the month of July. During the same period, I checked personnel disciplinary records; and in order to obtain candid responses, set up a suggestion box for anonymous comments. This report will present the findings from my interviews, records investigation, and suggestion box comments, followed by my conclusions.
