Overview of Formal Communication
Formal communication is the information shared between two or more individuals in a structured, organized, and written way. It is usually conducted in a professional setting and is directed at communicating important information to employees, clients, customers, or the public. Formal communication is the preferred means of communication in corporate settings due to its clarity, consistency, and lack of potential for misinterpretation of the message.
The purpose of formal communication, as opposed to grapevine communication, is to present clear and accurate information in a concise manner. This ensures that the information being communicated is understood and can be acted upon without confusion.
A wide range of tools can be used in formal communication, for example, formal letters, emails, memos, reports, notices, notices of meetings, and presentations. Grapevine communication, on the other hand, often involves the unofficial and informal spread of information within an organization, which may not always be reliable or accurate.
Defining Formal Communication
Formal communication is communication used in a professional setting to provide accurate, clear, and consistent information for a specific purpose. It includes the use of written documents, such as emails, memos, notices, reports, formal letters, presentations, and notices of meetings, to provide information to participants and the public.
Formal communication should be brief and avoid unnecessary details, as the goal is to concisely present relevant and important information. It also aims to prevent misunderstandings, as the clarity of the written message avoids potential for misinterpretation. This makes formal communication an excellent choice for corporate settings.
Types of Formal Communication
Formal communication comes in a variety of forms, tailored to the specific goals of the organization and situation. The four primary types of formal communication are:
- Formal Letters These are written documents, describing an organization’s policies and plans to members, clients, suppliers, and the public.
- Emails Emails are widely used for internal and external communication. They provide an immediate and cost-effective way to communicate to a wide range of recipients.
- Memos Memos are internal documents used to provide information to employees and encourage certain behaviors. They are typically structured and use brief, concise language.
- Reports Reports are documents used to present research and analysis. They can also present the results of an investigation. Reports usually include a recommendation or conclusion.
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FAQs
What is formal communication and example?
Formal communication is communication used in a professional setting to provide accurate, clear, and consistent information for a specific purpose. Examples of formal communication include formal letters, emails, memos, reports, notices, notices of meetings, and presentations.
What are the 4 types of formal communication?
The four primary types of formal communication are formal letters, emails, memos, and reports.
What is formal and informal communication?
Formal communication is structured, organized, and written, while informal communication is unstructured.