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Formal vs. Informal English in Business.
An Introduction to Striking the Right Tone.
Formal English refers to the language used in professional settings, such as business meetings, academic writing, or official documents. It adheres to grammar rules and maintains a professional tone.
Informal English, on the other hand, is used in casual settings among friends, family, or acquaintances. It often involves relaxed grammar rules, slang, and colloquial expressions. In formal English, sentences are generally longer and more structured, and contractions are often avoided.
Informal English tends to be more concise and may include contractions, slang, and colloquialisms. In a business context, it’s crucial to use formal language in professional correspondence and meetings to maintain professionalism and clarity.
Formal English:
- Definition: Characterized by proper grammar, complete sentences, and a more serious tone.
- Emphasis on: Precision, clarity, and professionalism.
- Business Example:
- Sentence:
“Presently, we should utilize our resources to inquire about potential clients’ needs.” - Word choices:
“Utilize” instead of “use,”
“Inquire” instead of “ask,”
“Presently” instead of “now.” - Structure: Avoids contractions (don’t -> do not) and slang.
- Sentence:
Informal English:
- Definition: More relaxed and conversational, using contractions and simpler sentence structures.
- Emphasis on: Building rapport and maintaining a friendly atmosphere.
- Business Example:
- Sentence:
“I need you, to get your report to me, so we can chat about it to figure out the costs?” - Word choices:
“Get” instead of “bring,”
“Chat” instead of “discuss,”
“Figure out” instead of “determine.” - Structure: May use contractions (we’ll -> we will) and idiomatic expressions.
- Sentence:
Choosing the Right Tone and Key Differences:
- Vocabulary: Formal uses more precise and sophisticated words, while informal uses simpler and potentially common expressions.
- Sentence structure: Formal sentences are grammatically complex, whereas informal ones are often shorter and less structured.
- Tone: Formal conveys seriousness and professionalism, while informal creates a casual and friendly atmosphere.
- Formal communication: Client emails, reports, presentations, board meetings.
- Informal communication: Internal team discussions, quick chats with colleagues, social media interactions (depending on company policy).
Here’s a table with 10 formal business phrases and their corresponding informal versions:
This table provides examples of both formal and informal ways to convey the same message in a business context.
| Formal Business Phrase | Informal Version |
|---|---|
| Please find attached the document for your review. | Here’s the document for you to look at. |
| We would like to request your attendance at the meeting. | Can you come to the meeting, please? |
| Kindly submit your report by the end of the day. | Could you get your report to me by the end of today? |
| It is imperative that we adhere to the deadline. | We really need to stick to the deadline. |
| We are in need of your assistance with this matter. | We could do with your help on this. |
| We appreciate your cooperation in this regard. | Thanks for helping out with this. |
| We regret to inform you that your application has been unsuccessful. | Sorry, but we’ve decided to go with another candidate. |
| Please provide us with your feedback on the proposal. | Can you let us know what you think about the proposal? |
| Could you please clarify this point for us? | Can you explain this bit, a bit more? |
| Let’s touch base next week to discuss the progress. | Let’s catch up next week to see how things are going. |
Remember: Striking the right balance is crucial. Even in informal settings, maintaining a professional stance is essential. Avoid overly casual language or anything that could be misconstrued as unprofessional.
