Formal & Informal
Communication at Workplace
Subject: Application for Annual Leav
Dear [XXXXXX]
I trust this message nds you well. I am writing to formally request annual leave for the period of [start date] to [end date]. The purpose of this
leave is [brie y state the reason, if necessary]
I have ensured that my responsibilities are up to date and have arranged for [colleague's name] to cover my duties during my absence. I will
make sure to complete any pending tasks before my departure and will be readily available for any urgent matters
I kindly request your approval for this leave and am more than willing to provide any additional information or documentation required
Thank you for your understanding
Best regards
[Your Full Name
[Your Position
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Hey [XXXXX]
Hope you're doing well! Just wanted to give you a heads up that I'm planning to take some time off from [start
date] to [end date]. Just need a breather, you know
I've got everything covered with [colleague's name], and I'll wrap up anything that needs to be done before I go.
If you need me for anything urgent, I'll be around
Let me know if you're cool with it. Thanks a bunch
Cheers
[Your First Name
,
Internal Communication
Information is distributed to stakeholders whose welfare depends on the company's
success.
Not only employees, but also vendors, investors, independent contractors and
business partnerships.
Sharing facts to a person or group directly involved with representing the
organisation.
focuses on developing e cient systems, creating a positive work culture and
encouraging collective participation
Theories of internal communication focus on managing who receives information,
what is being shared, how that information is delivered to the right people, when they
will receive it and why the communication is needed to make better decisions.
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Interlay of formal and informal modes of communication
Formal communication refers to
•the ow of o cial information through proper, prede ned channels and
routes.
•controlled and needs deliberate e ort to be properly communicated.
•hierarchical structure and chain of command.
•structure is typically top down (from leaders in various departments and
senior sta in the organisation, which funnel down to lower level
employees)
•Employees are bound to follow formal communication channels while
performing their duties.
•considered e ective as it is a timely and systematic ow of
communication.
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Types of Formal Communication
1. Vertical Communication: This kind of communication is held on various organizational levels.
In this, the message is passed from juniors to team members to the manager.
2. Horizontal Communication: This kind of communication takes place among peers of the
same or different departments.
3. Diagonal Communication: This kind of communication takes place among the subordinates
working on different levels. For instance, a graphic designer communicating with the sales manager.
4. Upward Communication: In this kind of communication, the information is transmitted from a
lower to a higher level, i.e., from subordinates to superiors. This kind of communication boosts the
morale of the employees.
5. Downward Communication: In this kind of communication, the information is transferred
from the higher to the lower level, i.e., from superiors to subordinates. Downward communication is
an effective way of communication.
Examples of formal communication
•Memos • Emails from managers and
• Intranet leaders
• Meetings
• Conferences
• Formal One-on-Ones
• Bulletin Boards
• Handouts
• Letters
• Presentations
• Speeches
• Notice Boards
• Organisational blogs
What is informal communication?
• communication which is multi-dimensional and quick
• moves freely within the organisation
• not bound by pre-de ned channels and communication routes.
• far more relational & natural form than formal communication
• and is by nature
• diverse range of topics, often extending outside of their work
duties
• moves a lot faster and does not have a paper trail.
• the ‘grapevine’ and generally begins with employees through
• social relations
• helps to build more productive and healthy relationships in the
workforce.
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Informal communication
• Gossip
• Single Strand – a form of informal communication wherein each person
communicates with the next in a single sequence.
• Cluster - a very common form of informal communication, in cluster networks a
person will receive information and choose to pass it on to their cluster network
or keep the information to themselves. Each individual will pass on the
information to the next cluster network
• Probability Chain – each individual randomly tells another individual the same
piece of information.
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Types of Informal Communication
1. Single Chain: In this type of communication, person A passes
information to person B and, person B passes it to person C. This is how
the single-chain moves in informal communication.
2. Gossip Chain: In this kind of communication, a person passes
information to several people. Those people pass it on to several others.
This is how the gossip chain works.
3. Cluster Chain: A cluster chain works when two or three people start a
trend which is followed by others. Social media is the common example of
a cluster chain wherein one person begins the trend/ challenge, and others
follow it.
Key differences between formal and informal communication
Reliability
Speed
Time-Consuming
Information Flow
Secrecy
What does formal communication look like?
1. Downward Communication
2. Upward Communication
3. Horizontal Communication
4. Diagonal Communication
Formal Communication Challenges
•Acknowledging a New Generation
•Buy-In from Employees
•In exibility
•Contributes to a Lack of Understanding
•Slow Decision Making
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Informal Communication Challenges
•Rumours Can Spread Rapidly
•Lack of Control
•An Increase in Con ict
•Contradict Formal Communications
•Lack of Secrecy
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What does one want?
In uence better participation
Motivation
Managing output of information to speci c groups interdependent
on the company’s success
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Informal and Formal Communication Best Practices
• Foster a Culture of E ective Communications
• Streamlined Decision Making
• Talk About the “Why” Behind the Rules
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