Understanding the topic
Formal language is usually precise and restrained. Informal language can be conversational and friendly. Neither is automatically better: audience and purpose determine the best choice.
Use the examples below as a starting point, then adapt the method to your own situation.
Step-by-step approach
Identify the reader and purpose; select suitable greetings, word choice and sentence length; check tone before sending.
- Identify the purpose and information you need.
- Follow the recommended method carefully.
- Check your result against the original purpose.
- Revise anything unclear or incomplete.
Examples at a glance
| Situation | Example | Explanation |
|---|---|---|
| Informal request | Hey, can you send me that file? | Suitable for a familiar colleague in a casual setting. |
| Formal request | Could you please send me the document by Friday? | Clear deadline and polite professional tone. |
| Unclear message | Need it ASAP. | Replace with a specific deadline and context. |
| Polite correction | There appears to be an error in the invoice total. | Focuses on the issue rather than blaming the reader. |
Four worked examples
Example 1: Informal request
Starting point: Hey, can you send me that file?
Example 2: Formal request
Starting point: Could you please send me the document by Friday?
Example 3: Unclear message
Starting point: Need it ASAP.
Example 4: Polite correction
Starting point: There appears to be an error in the invoice total.
Common mistakes
- Using slang in an important formal request.
- Assuming long words always sound more professional.
- Sending a message without a clear action or deadline.
Practice questions
Think about your answer, then expand each question to compare.
Question 1: What is the main purpose of formal and informal writing?
Formal language is usually precise and restrained. Informal language can be conversational and friendly. Neither is automatically better: audience and purpose determine the best choice.
Question 2: What is a useful first step?
Identify the reader and purpose; select suitable greetings, word choice and sentence length; check tone before sending.
Question 3: How would you handle this situation: Informal request?
Suitable for a familiar colleague in a casual setting.
Question 4: What does this example teach: Need it ASAP.?
Replace with a specific deadline and context.
Question 5: Name one mistake to avoid.
Using slang in an important formal request.
Review checklist
- Can you explain the main idea in your own words?
- Can you apply the method to a new example?
- Have you checked the relevant facts, figures and instructions?
- Can you identify a common mistake and avoid it?