Posted by Philip Baskerville in Oct, 2014
Formal communication definition – Formal communication methods are official ways to share information. The communications are orderly and follow set rules, procedures or standards. Formal communications are very common in educational settings, workplace settings and business settings. Formal communications are mostly written, but can be oral. Formal communications are not personal communications.
Formal communication methods
What are formal communication methods like?
Formal communication methods are like official notes that a teacher sends home to your parents. Your parents must sign the notes so your teacher knows they were received. This means that the flow of information between sender and receiver is controlled. Often, someone who receives a formal communication has to respond.
Where does formal communication methods fit into workplace communication?
Formal communication methods
What is the purpose of formal communication methods?
Formal communication methods allow a sender to prove that information was sent to the intended receiver. For example, a finance company uses formal communication methods to advise a lender about the terms of a loan. If the lender does not make repayments, the company has proof of the loan in copies of formal communications. Formal communication methods are a way to ensure that information is sent to and received by all intended parties.
What is the principle structure of formal communication methods?
Formal communication methods
“Warsaw Negotiation Round Senate of Poland 2014 01” by Micha? Józefaciuk – Senat Rzeczypospolitej Polskiej. Licensed under CC-BY-SA-3.0-pl via Wikimedia Commons.
Formal communications methods follow set channels or paths. These channels or paths usually reflect an organisation’s hierarchy. Some formal communications are downwards, such as from management to staff. Some are upwards, such as from staff to management. Other formal communications are horizontal and are shared between peers.
The structure of a formal communication method depends on its purpose. The most common methods are described below:
- A sender sends a formal communication to convey information. No action is required by the receiver. But the sender has proof that the information was sent.
- The sender sends a formal communication that requires the sender to advise that they have received it, in writing or by verbal advice.
- The sender may issue a formal communication that requires the sender to do something, such as pay a bill, fill out a form, follow a new procedure, or sign and return a statement.
What are the different types of formal communication methods?
Formal communication methods include the following:
- a written job description that details your duties, your pay rate, and the rules of the company when you start a new job
- advice of money owing, like your electricity bill
- an invitation to an event that asks you to confirm whether or not you will attend
- a written notice that is hand delivered to your office or home
- a bank statement that provides information about your savings account
- a job application you write
- an invitation to tender or quote for work
- business emails, letters (posted, faxed or attached to emails)
- internal memoranda of a business or organisation
- official telephone calls (such as to discuss business issues)
- speaking to colleagues or clients at a formal meeting, or having a formal discussion with one or more people in your office
- a written note from your doctor to your employer, advising your absence due to illness.
What terms are used when using formal communication methods?
Some terms related to formal communication methods include the following:
- Certified letter is a letter delivered by the postal carrier that the recipient must sign for to receive. This letter is said to require a signature upon receipt.
- Internal memorandum is a written notice sent to the employee/s, usually about a change in policy or procedures, or about scheduled meetings.
- RSVP means that the receiver must reply (in writing or verbally) to the sender of a communication. The letters RSVP stand for words which, in French, mean ‘please reply’. RSVP is usually included on formal invitations to events like conferences, so that planners know how much food, drink, and accommodation are needed for the event.
- Formal oral communication is communicating by talking in official situations such as a business meeting, or over the telephone about a formal matter.
Where can I find more information about formal communication methods?
You can find more information on formal communications by going to the websites listed below:
http://www.ehow.com/info_8182249_definition-formal-informal-communication-methods.html
http://www.businessperform.com/blog/2010/10/29/communication-method-formal-419.html
https://brainmass.com/business/business-communication/548763
http://www.expressyourselftosuccess.com/formal-informal-communication-channels/
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FAQs
Formal communication methods
What are the methods of formal communication? ›
Formal Communication involves official communication channels like memos, emails, business letters, reports, presentations, and meetings. In addition, it needs strict adherence to a code of conduct that includes specific formats, language conventions, and professional etiquette.
What is an example of formal communication style? ›
Types of formal communication
- Memos.
- Intranet.
- Meetings.
- Conferences.
- Formal One-on-Ones.
- Bulletin Boards.
- Handouts.
- Letters.
Formal communication channels are the ones that follow the official hierarchy, rules, and procedures of an organization. They are usually written, documented, and standardized, and they serve to convey official information, policies, decisions, and feedback.
What is the difference between formal and informal communication skills? ›
Formal communication is official, structured, and deliberate, whereas informal communication is casual, spontaneous, and unofficial. Formal communication follows prescribed channels and protocols, while informal communication has no predefined channels or protocols.
What are the 3 types of formal communication? ›
On the basis of direction, formal communication can be of four types:
- Downward Communication.
- Upward Communication.
- Horizontal Communication.
- Diagonal Communication.
There are various different methods of communication. This includes verbal communication, non-verbal communication, listening, written communication and visual communication. Research has shown that non-verbal cues and body language, facial expressions and tone of voice account for almost 55% of all communication.
Where is formal communicative style used? ›
This is the type of speech that is used in formal or serious situations such as workplace environments, dinner parties, job interviews, and places that require respect such as Government buildings, and more. Formal language is specific to what is happening in front of the person or what has happened.
What are some examples of formal language? ›
Formal language examples
“Sincerely” at the end of formal letters and emails. “We regret to inform you” instead of “sorry” in rejection letters. “In spite of the fact” instead of “even though” in academic writing. “I'd appreciate it if you could…” when making a request in business situations.
What is the purpose of formal communication? ›
The main purpose of formal communication is to give orders, convey instructions and fulfill the goals of the organization. It is a traditional yet effective mode of communication that has a top-down approach, that is, from senior leaders to the bottom-most level in an organization.
Downward communication: This is the most common type of formal communication and represents the flow of information from the company's management to its subordinates. It usually consists of various instructions and orders that are passed down in written or oral form, through reports, memos, emails, manuals and others.
What is the formal style of speech? ›
Formal language is characterized by the use of standard English, more complex sentence structures, infrequent use of personal pronouns, and lack of colloquial or slang terms. Informal language allows the use of nonstandard English forms, colloquial vocabulary and typically shorter sentence structures.
What are the 4 types of communication strategies? ›
The four types of communication are verbal, non-verbal, visual and written communication. No matter how we communicate, start by thinking about what the reader/listener should think, feel and do once they've heard or read our message.
What are some key principles of effective communication? ›
The 8 basic principles of communication are clarity, timeliness, coherence, urgency, conciseness, correctness, courteousness, and completeness. Similar to Cialdini's principles of persuasion, the eight principles of communication are the driving force behind messaging that resonates and persuades.
What are the 7 C's of communication? ›
The 7 Cs stand for: clear, concise, concrete, correct, coherent, complete, and courteous. Though there are a few variations. You can use the 7 Cs as a checklist in your written and spoken messages.
What is an effective communication skill? ›
Effective communication is the process of exchanging ideas, thoughts, opinions, knowledge, and data so that the message is received and understood with clarity and purpose. When we communicate effectively, both the sender and receiver feel satisfied.
What are the four types of formal communication? ›
Types of Formal Communication
- Vertical. In this type of formal communication, information exchange takes place at different organizational levels. ...
- Lateral or Horizontal. This type of communication takes place between two employees of the same level but working in different departments. ...
- Diagonal or Crosswise.
The four types of communication are verbal, non-verbal, visual and written communication. No matter how we communicate, start by thinking about what the reader/listener should think, feel and do once they've heard or read our message.
What are the 4 methods of communication? ›
4 Types of Communication: Verbal, Non-verbal, Written, Visual.
What are the 7 methods of communication? ›
Summary: Let's explore the seven types of communication: verbal, non-verbal, written, feedback, visual, group, and mass. Through examples like speaking, body language, emails, and more, we delve into how each communication form plays a unique role in effective interaction.
