Formal vs Informal Words: Which Should You Use in Business Communications?
As a business professional, using the right language is key to making a good impression. Whether communicating with colleagues, clients, or customers, your choice of words can affect how you are perceived. Two types of language commonly used in business communications are formal and informal language. In this article, we will explore the differences between formal and informal language and when to use each.
What is Formal Language?
Formal language is typically used in professional settings, such as business meetings, presentations, and written documents. It is characterized by the use of long words, complex sentence structures, and specific jargon related to the field. Formal language is used to convey authority, expertise, and professionalism.
Examples of Formal Language
– Utilize instead of use
– Ascertain instead of find out
– Endeavor instead of try
– Additionally instead of also
What is Informal Language?
Informal language is more casual and conversational than formal language. It is commonly used in everyday conversations, emails, and social media. Informal language is characterized by the use of shorter words, simpler sentence structures, and contractions. Informal language is used to express friendliness, warmth, and familiarity.
Examples of Informal Language
– Use instead of utilize
– Find out instead of ascertain
– Try instead of endeavor
– Also instead of additionally
Which Should You Use in Business Communications?
When communicating in a professional setting, it’s important to use formal language. Formal language conveys a sense of expertise and professionalism, which is crucial in business. However, there are certain situations where informal language is appropriate, such as when communicating with colleagues on an interpersonal level or in a relaxed setting.
Case Study: Formal vs Informal Language in Email Communication
Let’s say you are emailing a client to confirm a meeting time. Which of the following emails do you think would leave a better impression?
Email 1 (Informal Language): Hey, just wanted to check in and see if you’re still available to meet on Tuesday at 2 pm. Let me know!
Email 2 (Formal Language): Dear [Client Name], I hope this email finds you well. I am writing to confirm our meeting on Tuesday, [Date], at 2 pm. Please let me know if this time works for you, and if there are any changes you’d like to make to the agenda. Thank you for your time and consideration.
Email 2, written in formal language, is a better choice for a professional email communication. It conveys professionalism, clarity, and attention to detail.
Conclusion
Using the right language in business communications is essential to convey the desired impression and achieve the desired outcome. Formal language is appropriate for most business settings, while informal language should be reserved for more relaxed situations. It’s essential to use language that is clear, concise, and effective in conveying your message. By understanding the differences between formal and informal language, you can ensure that your business communication is professional and effective.
