Formal VS Informal Communication
Before we jump into the topic "Formal vs Informal Communication", first, we should learn about
what formal and informal communication are.
Formal Communication:
Formal communication refers to the exchange of information, messages, or ideas within
an organization or professional setting using established rules, protocols, and
designated channels. It typically follows a structured format and is characterized by a
professional tone, adherence to specific language conventions, and a predefined
hierarchy.
In formal communication, there are predefined roles and responsibilities, and the flow of
information usually follows the established chain of command or organizational structure. It is
often used for official announcements, reports, memos, presentations, emails, and other types
of written or verbal communication.
The Key Features of Formal Communication are :
1. Structured format: Formal communication is typically organized and follows a specific
format, ensuring clarity and consistency in the message delivery.
2. Professional tone: Communication in formal settings maintains a professional and
respectful tone. It avoids colloquial language, slang, or informal expressions.
3. Designated channels: There are established channels and mediums through which
formal communication occurs, such as official meetings, reports, company newsletters,
or specific software platforms.
4. Official documentation: Formal communication often involves written documentation
for future reference, ensuring accountability and providing a record of important
decisions or discussions.
5. Hierarchy and protocol: Formal communication often adheres to the organizational
hierarchy and follows established protocols, ensuring that messages are transmitted
through appropriate channels and reach the intended recipients.
Formal communication is essential for maintaining order, clarity, and professionalism in
business, government, educational institutions, and other structured environments. It helps
convey information accurately, facilitates decision-making, establishes accountability, and
ensures effective coordination among individuals and departments.
Informal Communication
Informal communication refers to the casual and unofficial exchange of information,
ideas, or messages within an organization or social setting. It is characterized by a
relaxed tone, spontaneous interactions, and a less structured format compared to formal
communication.
In informal communication, individuals communicate in a more personal and casual manner,
often outside the official channels and hierarchies. It can occur through face-to-face
conversations, social gatherings, phone calls, instant messaging platforms, or social media.
Informal communication is primarily driven by social interactions and relationships, rather than
official responsibilities.
Key Features of Informal Communication are:
1. Casual Tone: Informal communication allows for a more relaxed and conversational
tone. It may involve the use of informal language, humor, and slang that are more
commonly used in everyday conversations.
2. Spontaneous Interactions: Informal communication often occurs spontaneously and
outside of scheduled or planned interactions. It can happen during breaks, lunchtime, or
impromptu discussions.
3. Flexibility and Non-Structured Format: Unlike formal communication, informal
communication does not follow a strict structure or predefined format. It is more flexible
and adaptable to the preferences and needs of the individuals involved.
4. Informal Channels: Informal communication can take place through various channels,
including face-to-face conversations, phone calls, text messages, emails, social media
platforms, or online messaging apps.
5. Quick Dissemination of Information: Informal communication allows for the rapid
sharing of information among individuals. It is often used to exchange updates, opinions,
or informal feedback on work-related or social matters.
Informal communication serves several purposes within organizations. It helps build
relationships, fosters camaraderie among colleagues, facilitates social bonding, and promotes a
sense of community. Informal communication can also contribute to innovation, as it encourages
the free flow of ideas and promotes a more relaxed and open environment for discussion.
However, it is important to note that in certain professional contexts, informal communication
should be used judiciously to maintain boundaries and respect for formal channels of
communication.
Differences Between Formal and informal
Communication
Aspect Formal Communication Informal Communication
Structure and Follows a structured format Less structured format,
Format with specific guidelines flexible and adaptable
Purpose Official and professional Casual, social, and personal
communication communication
Channels Official channels (meetings, Varied channels
emails, memos) (face-to-face, phone, social
media)
Documentation Written documentation Limited documentation,
(reports, minutes, contracts) informal nature
Tone and Professional tone, formal Casual tone, informal
Language language language
Hierarchy Adheres to organizational Less focused on hierarchy,
hierarchy and protocols more egalitarian
Communication Directed and controlled by Spontaneous, fluid, and
Flow organizational structure unrestricted
Use of Humor Limited, depending on the Frequent use of humor,
formality of the context jokes, and personal
anecdotes
Engagement Emphasizes clarity and Fosters social bonding and
professionalism relationship building
Speed Can take time for approvals Quick and immediate
and decision-making information exchange
Record-Keeping Important decisions and Limited documentation, often
records are documented relies on memory
Formal vs informal communication table
Conclusion
In conclusion, formal and informal communication are two distinct approaches to exchanging
information within organizations or social settings. Formal communication follows a structured
format, uses a professional tone, and adheres to specific guidelines and protocols. It is primarily
used for official purposes, such as conveying important information, submitting reports, or
discussing work-related matters. Formal communication often occurs through official channels,
maintains documentation, and emphasizes clarity, professionalism, and adherence to
organizational hierarchies.
On the other hand, informal communication is more casual, spontaneous, and flexible. It occurs
in informal settings, promotes social bonding, and allows for a relaxed tone, informal language,
and personal expressions. Informal communication facilitates quick information exchange,
fosters relationship building among colleagues, and can occur through various channels, both
offline and online.
Both formal and informal communication have their own advantages and purposes. Formal
communication ensures clarity, accountability, and professionalism in official contexts, while
informal communication promotes social connections, creativity, and a positive work
environment. Striking a balance between the two is crucial for effective communication, as it
enables efficient information flow, encourages collaboration, and nurtures a supportive
organizational culture.
