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Difference Between Formal and Informal
Communication
Last updated on November 19, 2018 by Surbhi S

Someone said correctly

“The very attempt of, not to speak, speaks a lot.”Communication plays a crucial role in our life,
as people interchange their ideas, information, feelings, opinions by communicating. Formal
communication is one that passes through predefined channels of communication throughout
the organization. On the contrary, Informal communication refers to the form of
communication which flows in every direction, i.e. it moves freely in the organization.

Communication could be verbal – spoken or written, or non-verbal i.e. using sign language,
body movements, facial expressions, gestures, eye contact or even with the tone of voice.

In an organization, there are two channels of communication – formal communication and

informal communication. People often confuse between these two channels, so here we have
presented an article which explains the difference between formal and informal
communication network.

Content: Formal Communication Vs Informal

Communication
1. Comparison Chart
2. Definition
3. Key Differences
4. Video
 5. Conclusion

Comparison Chart
Basis for
Formal Communication Informal Communication
Comparison

A type of verbal communication in which A type of verbal communication in which

the interchange of information is done the interchange of information does not
Meaning
through the pre-defined channels is known follow any channels i.e. the communication
as formal communication. stretches in all directions.

Another Name Official Communication Grapevine communication

Reliability More Comparatively less

Speed Slow Very Fast

As the communication is generally written,

Evidence No documentary evidence.
documentary evidence is present.

Time
Yes No
Consuming

Efficient because employees can discuss

Effective due to timely and systematic flow
Advantage work related problems, this saves time and
of information.
cost of the organization.

Distortion due to long chain of

Disadvantage Spread of rumors
communication.

Secrecy Full secrecy is maintained. It is difficult to maintain the secrecy.

Flow of
Only through predefined channels. Can move freely.
Information

Definition of Formal Communication

The communication in which the flow of information is already defined is termed as Formal
Communication. The communication follows a hierarchical chain of command which is
established by the organisation itself. In general, this type of communication is used exclusively
in the workplace, and the employees are bound to follow it while performing their duties.
Organizational Structure

Example: Requests, commands, orders, reports etc.

The formal communication is of four types:

 Upward or Bottom-up: The communication in which the flow of information goes from
subordinate to superior authority.
 Downward or Top-down: The communication in which the flow of information goes from
superior to subordinate.
 Horizontal or Lateral: The communication between two employees of different departments
working at the same level.
 Crosswise or Diagonal: The communication between the employees of two different
departments working at different levels.

Definition of Informal Communication

The communication which does not follow any pre-defined channel for the transmission of
information is known as informal communication. This type of communication moves freely in
all directions, and thus, it is very quick and rapid. In any organization, this type
of communication is very natural as people interact with each other about their professional life,
personal life, and other matter.

Example: Sharing of feelings, casual discussion, gossips, etc.

The informal communication is of four types:

 Single Strand Chain: The communication in which one person tell something to another, who
again says something to some other person and the process goes on.
 Single Strand Chain

 Cluster Chain: The communication in which one person tells something to some of its most
trusted people, and then they tells them to their trustworthy friends and the communication
continues.

Cluster Chain

 Probability Chain: The communication happens when a person randomly chooses some persons
to pass on the information which is of little interest but not important.
 Probability Chain

 Gossip Chain: The communication starts when a person tells something to a group of people,
and then they pass on the information to some more people and in this way the information is
passed on to everyone.

Gossip Chain

Key Differences Between Formal and Informal

Communication
The following points are substantial, so far as the difference between formal and informal
communication is concerned.

1. Formal communication is also known by the name of official communication. Informal

Communication is also known by the name of grapevine.
2. In formal communication, the information must follow a chain of command. Conversely, the
informal communication can move freely in any direction.
3. In formal communication, full secrecy is maintained, but in the case of informal communication
maintenance of secrecy is a very tough task.
4. Formal communication is written, whereas Informal communication is oral.
5. Formal communication is time-consuming as opposed to Informal communication, which is
rapid and quick.
6. Formal communication is more reliable than Informal communication.
7. Formal communication is designed by the organization. Informal communication starts itself due
to the urge of ‘human to talk’.
8. In formal communication, the documentary evidence is always available. On the other hand, in
the case of informal communication, the supporting documents are not available.
Video: Formal Vs Informal Communication

Conclusion

A very deep discussion on the difference between formal and informal communication has been
done in this article. Nowadays, many big Transnational Organizations has started an open-door
policy, in which any employee of any department can communicate directly with the head of an
organization, about their complaints, grievances, and requests. This results in reducing the
complexity of the formal communication.

You Mig

What is Formal Communication? Learn The

Types of Communication in English
0 191
7

Madhurjya Chowdhury January 7, 2022

7 Min Read

Formal communication is usually sent from senior management to various departments and
personnel. Every organisation, in most cases, has a formal dialogue method. Consider the annual
conference or even group meetings that your boss requires. Formal communication is
exemplified by these examples.

Informal communication has far more potential than simply exchanging casual banter. This
method of communication can be quite beneficial in resolving a problem between management
and staff. Read on to learn about all the types of communication used in the English language.

Types of Communication
Communication is divided into 4 parts: Formal, Informal, Interpersonal and Non Verbal. Read
the following paragraphs to learn about them in detail.

Formal Communication

Formal com refers to information exchanged via formally established channels. In other terms,
formal com refers to information that passes through a formal chain of control or authority
structure. Information is disseminated via a professionally designed channel or infrastructure.
Management is in charge of designing, controlling, and regulating it.

Advantages of Formal Com

It aids in the establishment of responsibility and accountability.

It aids in the firm’s authority lines being maintained.

It aids in the maintenance of discipline.

It provides a smooth com flow.

Disadvantages of Formal Com

It is devoid of human relationships and contacts.

It takes a long time. Com takes a long time.

Because practically all information is funnelled via a single executive, it creates a congestion in
the information flow.
It obstructs the open, seamless, and accurate flow of information throughout a company.

#1. Horizontal

Horizontal com occurs when two or more people at the same position or rank in the same
department or various departments of the company communicate with each other. The flow is
horizontal when the financial manager interacts with the marketing manager about advertising
expenditures. Horizontal comm’s goal is to bring together the efforts of many departments or
individuals.

#2. Vertical

Vertical com occurs when information is conveyed from the top to the bottom or from the
bottom to the top of a hierarchical hierarchy. Vertical com can take two forms in this case:

# Downward

Downward com occurs when messages are sent from higher level to lower level along with the
command chain. It is the process of communicating information from superiors to subordinates.
Job instructions, official memoranda, policy declarations, procedures, manuals, and company
periodicals are the most prevalent downward messages.

# Upward

Upward com is defined as the transmission of messages from the bottom to the top of an
organisational hierarchy. This gives information on the degree to which downward com is
successful. It’s also a way of alerting management about employee perspectives, reactions,
feelings, and morale.

Suggestion box, team meetings, reports to managers, and appeal or grievance procedures are all
common upward communication tools. In democratic and participatory management, upward
com is typically used. Strong upward channels of com are critical because they allow employees
to participate in decision-making.

#3. Diagonal

Communication that crosses departmental boundaries is known as diagonal com. Individuals

who are not in the same division or at the same level of the organisational hierarchy
communicate in this way. To put it another way, it refers to the exchange of communications
between supervisors and subordinates who are not in the same division or on the same
organisational level.

Communication between management and workers in various functional divisions is referred to

as diagonal com. Even though both vertical and horizontal com are crucial, in most modern
businesses, these categories no longer effectively reflect com demands and flows.
The term “diagonal com” was coined to describe the new communication issues that have arisen
as a result of new organisational structures like matrix and project-based organisations.

Also Read: What is Communication? Why is it Important? Let’s Learn Communication

Skills for Perfection!

What is Informal Communication?

Informal communication is defined as com that occurs between members of a group through
informal relationships. It is a form of personal com rather than a form of positional com. It does
not follow the established lines of power or chain of command. It isn’t even governed by official
rules and processes. Individuals of an informal group typically use this method to exchange
ideas, viewpoints, opinions, and other info.

There is a shortage of official com instructions. There is no formal organisational structure to

control or design it. As a result, it is not employed to convey formal messages.

Advantages of Informal Communication

It’s more adaptable.

It aids in better decision-making.

Informal com is more rapid than formal com in terms of speed.

It is a highly effective and strong com tool.

It could provide supervisors with feedback on their actions and choices.

Disadvantages of Informal Communication

It’s impossible to determine who is responsible for the information.

It could lead to misunderstandings.

It contains information that is erroneous, half-truth, or skewed.

Information is tough to believe.

It results in the disclosure of sensitive information.

#1. Single Strand Chain

This is when A communicates an idea or piece of knowledge with B, who then takes it on to C,
and so forth.
#2. Cluster Chain

Have you ever observed how a social networking challenge spreads like wildfire? Individuals
start something new and challenge 3 friends, for example. They finish the challenge and tag 3
other people, and so on. This is how a cluster chain com system is established and maintained.

#3. Gossip Chain

Consider the conversations in the campus canteen, when one person vividly narrates her previous
travels to a group of friends huddled around the desk to listen. That’s how the rumour mill
works. A single individual starts the conversation and shares data with a set of people, who
subsequently pass it on to others.

Nowadays, most businesses try to combine official and informal com channels as effectively as
possible. As a result, worker efficiency, production, and trust have all improved. Effective com
skills are important for anyone’s job advancement, from a fresher to a group leader to a
supervisor.

Interpersonal Communication

The exchange of data between two or more persons face-to-face or through any other direct
method is known as interpersonal com. It is two-way comn because it is done face-to-face with
the parties. Managers or supervisors giving their employees advice and guidance in their sight is
a prominent example of interpersonal com. Interpersonal com can take the form of either spoken
or written communication.

#1. Oral Comm

Oral commn occurs when a message is conveyed via the words of the mouth or spoken words. It
might happen in person or through the phone, cellphone, intercom, or any other electronic
device. The origin of the message, i.e. the sender, conveys the information via oral means, i.e.
through conversing, in oral communication. This method of communication is more dependable
because the sender receives immediate feedback.

#2. Written Comm

Written comm is when a message is conveyed via the use of written words. It can be expressed
in a variety of ways, including groups, charts, diagrams, and drawings, both with and without
words. Information is conveyed with the receiver via writing or drawing in this method of
communication. It is a method of formal comm. Written communication is typically used to
deliver information that needs to be maintained for a long period for future reference.

Also Read: Who Needs Presentation Skills training? Effective Ways to Improve Your
Presentation Skills
Non Verbal Communication

The non verbal communication is defined as comm by postures or gestures of bodily

components. It’s a type of comm in which something more than words is utilised to send
messages from one individual to another.

Non verbal communication, in other words, is the conveyance of information through nonverbal
means such as facial expression, bodily movement, physical touch, gestures, and so on. It is a
type of communication that does not include the use of written or spoken language.

Shaking hands, twinkling eyes, smiling, clapping, and other gestures are frequently employed to
motivate subordinates. It is by far the most effective mode of communication. When this form of
communication is required, good managers use it regularly.

Differences Between Formal and Informal Communication

Creating a clear and friendly work culture necessitates both formal and informal comm. Minutes
of a meeting are also examples of formal comm. But what distinguishes a casual talk from a
formal meeting? Let’s look at how formal versus casual comm differs.

Point 1

Formal comm is often referred to as official communication. Informal comm can often start
flowing in any direction, but formal comm usually follows a particular format or channels, like
emails to clients.

Point 2

The messages exchanged at formal events must remain confidential. However, maintaining
confidentiality during a casual talk might be difficult. In fact, it’s reasonable to conclude that the
majority of rumours and gossip begin with casual conversation.

Point 3

Formal communication takes a long time. Informal comm, on the other hand, is frequently rapid
and simple to traverse. Formal comm is more dependable since it adheres to a set structure
established by the company. Informal comm, alternatively, takes off on its own and follows its
own path.

Conclusion

The exchange of official information through suitable, designated channels and routes is referred
to as formal comm. Information flow is controlled, and effective communication needs a
purposeful effort.
A hierarchical organisation and chain of command govern formal communication. The
company’s structure is often top down, with executives in various divisions and senior personnel
funnelling down to lower level workers. Formal comm is deemed effective since it occurs in a
timely and organised manner.

To learn more about English speaking, tune into The Fluent Life now!!!

Also Read: Best App to Learn English Speaking Fluently: Check Out the English Learning
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How to Speak Formal English: Just Swap These

Polite Words for Ones You Already Know!
Every day in middle school, I would pick up a new slang word from my friends.
I felt pretty cool using them, until I accidentally cursed in front of my parents.
But instead scolding me for my impolite language, my parents gave me a long lecture.
It was all about formal English, and how important it is to know the difference between polite
and informal language.
Formal English should be used at the workplace and school, with people you don’t know very
well and any other situation where you want to appear professional and polite.
Of course, the line between formal and informal English can be a bit blurry at times. It’s not
simply a matter of avoiding rude slang words (although that’s important!).
There are some English words that you might use all the time, without realizing there are more
formal alternatives.
In this post, we’ll show you how to easily speak formal English like a native by simply
making some adjustments to your vocabulary.

Download: This blog post is available as a convenient and portable PDF that you can take
anywhere. Click here to get a copy. (Download)

What Formal English Can Do for You

Mastering formal English will take you a long way in life. Here are some of the numerous
benefits it’ll bring you.
 Create wonderful first impressions: Whether it’s an interview, a first day at a new job or
meeting your in-laws, formal language skills will surely impress the English-speakers you
meet.

 Become more confident, diplomatic and persuasive: When you know how to speak
politely but firmly, you’ll become more comfortable with yourself as an English speaker and
will fit in naturally in many situations.

 Make valuable connections in networking events: Formal English makes it easier for you
to approach other people and communicate clearly in professional settings.

 Automatically improve your writing skills: Work emails, cover letters, reports or essays all
require formal English skills. If you master formal English your writing skills will
automatically be better and more versatile. This is a crucial skill for an advanced learner of
English.

 Deliver better talks and presentations: You won’t ever be nervous before a conference and
people will actually be interested in hearing what you have to say!

5 Rules of Formal English (With Lots of

Words You Can Use Right Away)
Formal English isn’t a new language or very different from the English you’re familiar with. It’s
just more “official” and grammatically precise.
In fact, much of formal English relies on simply substituting a common, colloquial word for a
more formal one.
Knowing the right words for the right situation is a skill that every confident speaker has
mastered. You can do the same by gradually expanding your formal vocabulary.
Below, we’ll show you some formal alternatives to common informal words you may already
use regularly. Then we’ll show you formal alternatives to other types of English words in both
spoken and written English.

To truly master the difference between informal and formal English,

practice with real English videos on FluentU.
FluentU takes authentic videos—like music videos, movie trailers, news and inspiring talks—
and turns them into personalized language learning lessons.
You can try FluentU for free for 2 weeks. Click here to check out the website or download the
iOS app or Android app.
 Try FluentU for FREE!

For example, compare the casual English in this joke song to the structured, polite language
in this news report about (very!) young entrepreneurs.
Better yet, you never have to worry about missing a word. Every FluentU video comes
with interactive captions, flashcards, fun quizzes, vocabulary lists and more so you actively
improve your English while you watch. Take this immersive practice anywhere on the iOS or
Android apps.
1. Remember These Formal Alternatives to Common
Informal Words

These are just some of the most common formal/informal word pairings
you can consider. For a longer list, you can check out the helpful charts on engVid as well as this
free PDF guide that even comes with some practice exercises.
Instead of find out, use ascertain.
We need to ascertain who to speak with about this issue.
Instead of sorry, use I apologize.
I apologize for the technical errors.
Instead of show, use demonstrate.
This report demonstrates the importance of widening our audience.
Instead of I think, use In my opinion.
In my opinion, the best course of action is…
Instead of pricey or costly, use expensive.
That shipping service may be too expensive for our budget.
Instead of let, use permit or allow.
Would you allow me to sit at this table?
2. Swap Formal for Informal Plurals
Avoid casual words like tons, loads or heaps.
Instead, you can use many, much or several.
Informal: “I have tons of books on this topic at home.”
Formal: “I have several books on this topic at home.”
3. Use “Could” and “May” Instead of Informal Modals
Modal verbs are a type of “helping verb” that often express permission, necessity or possibility.
For example, in the sentence “Tim can direct the project,” can is the modal verb indicating that
Tim has permission to direct the project. In English, some modal verbs are considered more
formal or polite than others. Some common examples are below.
Instead of can, use could. This is especially important when asking questions.
We could make a reservation for your clients at the bistro.
Could I use your restroom, please?
Instead of might, use may.
I may schedule the meeting for Friday, depending on her schedule.
May is another formal alternative for can in questions or when expressing permission.
May I use your restroom, please?
You may leave work early.
4. Avoid Abbreviations and Short Forms
Short forms and abbreviations are usually spelled out fully in formal written English.
For instance, we say cell phone or mobile phone instead of cell, examination instead
of exam, television instead of telly or TV and photograph instead of pic.
Could you please repeat your cell phone number?
The date of the examination is March 23.
This photograph needs more editing before it is published.
Spell out common abbreviations like as soon as possible instead of simply
typing ASAP and congratulations instead of congrats.
Could you send me the report as soon as possible? Thanks!
Congratulations on your new job, Tom! I am extremely proud of how far you have come.
Similarly, be sure to avoid text-speak or internet slang in formal contexts, even in emails.
So if someone says or writes something funny, make sure you don’t reply with “lol :)” or “lmao”
or “omg!”
Instead, you can respond with “That is hilarious!” or something similar.
5. Write with Formal Greetings and Farewells
Just like how you call others by their titles in a formal setting, as indicated in this FluentU
YouTube video, you also use such titles when it comes to written correspondences.
Play
To learn more about how to learn English, don’t forget to subscribe to FluentU on YouTube.
In emails, letters, memos and other forms of official correspondence, you also need to make sure
you’re addressing the recipient politely.
Begin with a formal greeting. Use Dear [name/title] as opposed to hey, hi, etc.
Dear clients.
Dear Anush…
Keep it formal and simple by signing off with Sincerely. Avoid more informal sign-offs
like cheers or best.
Sincerely,
Dr. Doe.

Formal English is bound by a few simple rules, so learning it shouldn’t pose a problem. In fact,
once you’re used to formal English, switching back and forth between formal and informal
language becomes easy. Developing a formal vocabulary will take some time, but it will be a
rewarding and enriching exercise. Learn and use a few words each day! And if you supplement
your learning with real-world conversations with friends and colleagues, you’re all set to become
a fluent and confident speaker of the English language.

ArchitaMittra is a freelance writer, journalist, editor and educator. Feel free to check out
her blog or contact her for freelancing/educational inquiries.

Download: This blog post is available as a convenient and portable PDF that you can take
anywhere. Click here to get a copy. (Download)
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