But first, let\u2019s start by answering the big question \u2014 what is formal communication, anyway? <\/p>\n\n\n
![\"What](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/02\/What-is-Formal-Communication_-Definition-Importance-Tips-cover.jpg\")
<\/figure>\n<\/div>\n\n\nWhat is formal communication?<\/h2>\n\n\n\n
Formal communication is a style of communication typically used to convey information through predefined channels in organizations that have strong hierarchical structures and tend to enforce strict rules of engagement.<\/strong><\/p>\n\n\n\n This type of exchange is usually documented <\/strong>or put in writing, as noted by Anitra St. Hilaire<\/a>, an executive coach and VP of People with over 15 years of experience in human resources:<\/p>\n\n\n\n \u201cFormal communication is structured, intentional, and typically documented communication that reflects the official voice of an organization. It includes things like policies, standard operating procedures, handbook language, and official announcements. These are the reference points that people return to when they need clarity, and they often serve as the organization’s \u2018source of truth.\u2019\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n According to the Director of Human Resources, Tawny Lott Rodriguez, SHRM-SCP<\/a>, formal communication is all about clear expression<\/strong>:<\/p>\n\n\n\n \u201cWhen I think about formal communication, I picture the official channels and messages that help keep a company running smoothly. It\u2019s those emails, meetings, reports, or announcements that follow a clear, intentional path. They are designed to deliver important information in a way that leaves little room for confusion.\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n Of course, even though emails and newsletters<\/a> are fairly standard ways to convey official information in organizations, many companies also use their internal communication software<\/a> as one of the predefined channels for formal communication, as shown by the example below.<\/p>\n\n\n\n Share company announcements on Pumble<\/a><\/p>\n\n\n\n If this formal communication definition seems too vague, let\u2019s clear it up by exploring more characteristics that define formal communication in greater detail.<\/p>\n\n\n\n To gain a better understanding of formal communication, we wanted to pinpoint some of its main characteristics.<\/p>\n\n\n\n According to Tawny Lott Rodriguez, formal communication tends to be documented, respectful, and transparent:<\/p>\n\n\n\n \u201cFormal communication is: <\/em><\/p>\n\n\n\n It tends to be <\/em>documented<\/em><\/strong>, whether in writing or recorded in meetings. That means you can look back and see exactly what was said or decided. The <\/em>tone is usually professional and polite<\/em><\/strong>. One thing I always notice is how formal communication tries to be as <\/em>transparent<\/em><\/strong><\/a> as possible \u2014 it\u2019s meant to make sure everyone has the same understanding.\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n On the other hand, Anitra St. Hilaire highlighted purpose and structure as the main characteristics of formal communication:<\/p>\n\n\n\n \u201cTo me, formal communication is defined by: <\/em><\/p>\n\n\n\n It\u2019s usually <\/em>written<\/em><\/strong>, often written in a company’s \u2018voice\u2019, and comes with an expectation that it will be preserved, referenced, and relied upon. It aims to create consistency and eliminate ambiguity.\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n In other words, the main characteristics of formal communication are: <\/p>\n\n\n\n Then again, the characteristics of formal communication may actually be more contextual, as Dean Batson<\/a>, the Instructor of Business Communication at Arizona State University, told us:<\/p>\n\n\n\n \u201cFormal communication looks very different across industries, regions, and especially generations. What feels respectful in one context can come off as cold or performative in another.\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n Still, it should be easy to see the differences between formal and informal communication, at least. So, let\u2019s point them out.<\/p>\n\n\n\n Perhaps the most obvious difference between formal and informal communication is the fact that formal communication goes through predefined, official channels, whereas informal or grapevine communication<\/a> can take place outside of those channels and ignore the rules of formal communication.<\/p>\n\n\n\n You can see some of the other differences between these two styles of communication<\/a> in the table below.<\/p>\n\n\n\n![\"Anitra](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/02\/Anitra-St.-Hilaire-min.png\")
<\/figure>\n<\/div>\n\n\n\n![\"Tawny](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/02\/Tawny-Lott-Rodriguez.jpg\")
<\/figure>\n<\/div>\n\n\n\n![\"A](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/02\/A-company-announcement-issued-on-the-general-channel-on-Pumble-the-business-messaging-app-1-min-1110x611.png\")
What are the main characteristics of formal communication?<\/h3>\n\n\n\n
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![\"Dean](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/02\/Dean-Batson-min.png\")
<\/figure>\n<\/div>\n\n\n\nWhat is the difference between formal and informal communication?<\/h3>\n\n\n\n
![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/features@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\n![\"An](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/02\/An-example-of-diagonal-formal-communication-on-Pumble-the-team-communication-app-min.png\")
![\"Document](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2022\/02\/Document-your-video-conferences-by-using-the-call-recording-feature-on-Pumble-the-business-messaging-app-min.png\")