8 Major Difference Between Formal And Informal Communication

Formal and informal communication are two different types of communication styles to interact. Formal is more professional and follows specific rules.

Informal is the casual and relaxed way. Knowing the difference between formal and informal communication is important. It shapes your voice.

It also helps people understand your message and its context. Let’s discuss the difference between both communication styles and their real-life examples.

8 Major Difference Between Formal And Informal Communication

Some of the major differences between formal and informal communication are as follows

1. Context

In professional or official situations, people use formal communication.

Some examples are business meetings, academic conferences, or legal matters.

On the flip side, informal communication comes into play in casual settings.

Such as hanging out with friends or chatting with family members.

2. Guidelines and Structure

In formal communication, there’s a clear structure with specific rules. It uses titles such as Mr. or Dr.

Maintaining proper grammar and vocabulary, and adhering to established etiquette is necessary.

But, informal communication is more free-flowing, without strict rules. It allows for a more relaxed use of language and behavior.

3. Organization

In formal communication, there is a clear structure, with things arranged and planned.

Sometimes even written down or presented ahead of time.

It often follows a specific schedule or strict timeline.

Informal communication is more spontaneous and unplanned, without a set structure or agenda.

4. Vocabulary and Expression

In formal communication, there’s a focus on using correct grammar and vocabulary.

Formal communication stays clear of slang, everyday language, or specialized terms.

Informal communication, on the flip side, can embrace a more laid-back tone.

It includes casual language, slang, and everyday expressions based on situations.

5. Sharing Information

In formal communication, information shared is in a straightforward and precise manner.

Usually, the emphasis is on accuracy and professionalism. Building a personal bond or aiming for entertainment is not the motive here.

In informal communication, storytelling, humor, and various techniques share information.

The focus here is to create a personal connection or provide entertainment. Sometimes at the expense of strict accuracy or professionalism.

6. Way Of Communicating

Formal communication uses formal methods of communication.

They are formal writing, like emails, business reports, or formal speeches and presentations.

In contrast, informal communication is usually spoken, like in conversations or phone calls.

It can also be written, like in text messages or social media posts.

7. Manners And Conduct

In formal communication, it’s about following the expected social norms and protocols.

This involves adhering to set rules of behavior, language, and other formalities.

Informal communication is less about these rules and leans more towards personal comfort.

Strict social conventions are not binding.

8. Time consumption

Formal communication follows rules and procedures. It uses titles and proper language, which can slow it down.

For instance, people take turns in business meetings, making it slower.

Informal communication, like chatting with friends, is relaxed. It uses everyday language, so it’s quick and easy.

There are no strict rules, allowing for rapid sharing of thoughts and emotions.

Examples Of Formal And Informal Communication

Let us examine some examples of formal and informal communication.

These will help you understand the difference between formal and informal communication.

A. Examples Of Formal Communication:

– A gathering of co-workers to chat about company rules and plans.

– A professor sharing knowledge with a bunch of students.

– A public announcement introducing a fresh product or service.

– A legal paper, like a contract or court paperwork.

– A conversation with a potential employer during a job interview.

B. Examples Of Informal Communication:

– Friends chatting about what they’ll do over the weekend.

– Family members have a phone call to catch up on the latest news.

– Co-workers sending texts about a work project.

– Neighbors having a casual coffee chat about local happenings.

– People share personal experiences and opinions on social media.

How Do You Choose Between Formal And Informal Communication

To pick a way to communicate, think about your situation and what you want to achieve.

Consider who you’re talking to, what you want to say, and how you want to say it.

Also, look at the different options and tools you have available. Think about the time, money, and effort needed for each.

Understanding these things will help you find the best way to communicate.

A. Formal Communication

Formal communication sticks to the organization’s official structure, rules, and protocols.

It’s usually in writing, well-documented, and follows a standard format.

Formal communication conveys official details like policies, decisions, and feedback.

Examples of formal communication include memos, reports, newsletters, contracts, performance reviews, and emails.

B. Informal Communication

Informal communication happens naturally and casually, without specific rules. It often involves talking and is flexible.

Informal communication helps build relationships, share thoughts and feelings, and create trust.

Examples of informal communication are chatting, phone calls, social media, and coffee breaks.

How Do You Compare And Balance Between Formal And Informal Communication

Assess your communication situation, then compare formal and informal communication.

Check all the aspects of formal and informal communication. Find pros and cons based on speed, accuracy, reach, and impact.

Formal channels are slower but more accurate and reliable. They also reach more people and have a bigger impact.

Informal channels are faster and more responsive. But, they can distort information or spread rumors.

They reach fewer people and have less impact. This is because they lack formality and consistency.

Choosing between formal and informal communication requires the strategic use of both approaches.

Formal communication is best for official, complex, or sensitive information.

Conversely, informal communication is better for personal, simple, or emotional information.

Formal communication suits big, diverse, or official crowds. Informal communication is a better fit for small, acquainted, or nearby groups.

Formal communication helps establish the main message, direction, or expectation.

But, informal communication is to reinforce, clarify, or follow up.

The choice of communication style depends on the situation.

Conclusion

Understanding the difference between formal and informal communication is important. It helps shape your communication style.

These two approaches differ in various aspects. These include context, guidelines, organization, vocabulary, sharing information, and manner of communication.

When deciding which mode to use, consider your situation and objectives.

Formal communication is ideal for policies, reports, and official details.

In contrast, informal communication is better for building relationships and sharing personal thoughts.

Find the balance between formal and informal communication. Use it to shape your communication style according to your desired outcome

Frequently Asked Questions

1. What Are The Two Main Differences Between Formal And Informal Writing?

When it comes to formal writing, the sentence structure becomes complex. It makes it difficult to follow.

In contrast, informal writing keeps things simple. Making it easier to understand.

The sentences are usually brief and concise. Unnecessary details and stretches are not brought into the conversation.

In formal writing, it is mandatory to follow punctuation rules. In informal writing, there’s more flexibility and relaxation when it comes to punctuation.

2. What Is The Main Difference Between Formal And Informal Correspondence?

The key difference between formal and informal letters is their way of talking to the receiver.

Formal letters maintain a professional tone and professionally address the recipient.

Whereas informal letters adopt a more personal approach. Formal letters follow a specific format but, informal letters allow for more flexibility.

3. When Should I Use Formal Communication?

Use Formal communication for important announcements and official reports.

Communication with superiors or external stakeholders is always formal. It maintains professionalism and ensures clarity.

4. When Is Informal Communication Appropriate?

Informal communication is suitable for day-to-day interaction.

It can be among colleagues, sharing personal updates, and when a quick response is needed. It helps build rapport and fosters a relaxed atmosphere.

5. How Should I Write In Formal Communication?

Use proper grammar, avoid slang or jargon, and maintain a respectful tone.

Address recipients formally and proofread your messages for errors.

6. What Are The Characteristics Of Informal Communication?

Informal communication is spontaneous, and relaxed, and often includes humor or conversational language.

It can be non-verbal, such as through gestures or expressions.

7. Can Formal and Informal Communication Coexist?

Yes, in most organizations, both formal and informal communication coexist.

Formal communication is necessary for official matters.

Informal communication helps build relationships and fosters a positive workplace culture.

8. What Is The Role Of Communication Mediums in Formal And Informal Communication?

Emails are often used for professional stuff, like business and official stuff.

Instant messaging is more for chatting casually with friends.

The medium you choose to talk to can change how serious or relaxed your message sounds.

The choice of the medium should align with the context and purpose.

9. What Are Some Tips For Writing Formal Communication?

Here are some tips for writing formal communication:

– Use a professional tone and avoid using slang or contractions.

– Be clear and concise in your writing.

– Proofread your work carefully before sending it.

– Use proper grammar and punctuation.

– Address the recipient by their title and last name.

– Use a formal closing, such as “Sincerely” or “Best regards.”

10. What are Some Tips For Writing Informal Communication?

Here are some tips for writing informal communication:

– Use a casual tone and feel free to use slang and contractions.

– Be yourself and let your personality shine through in your writing.

– Don’t worry about being perfect. It’s okay to make mistakes.

– Address the recipient by their first name or nickname.

– Use a casual closing, such as “Love” or “Best.”