Differences Between Formal and Informal Communication

What is Formal Communication?

Formal communication is the process of conveying information, messages, or ideas between the organizations or professional settings in a way that is based on hierarchical structures, rules, and procedures. It is just the formal way and uses the official ways of communication. Formal communication usually takes place between workers who have known duties and tasks.

What is Informal Communication?

The informal communication is the process of sharing, exchanging and sending messages or ideas among people within one organization or social group without using the formal structures of hierarchy and channels. It is reflected in the relaxed style, variability and personal relationships, instead of following fixed regulations or procedures.

Formal Communication Vs Informal Communication

Feature	Formal Communication	Informal Communication
Purpose	Convey official information and directives	Exchange personal or non-official information
Structure	Follows a predefined structure and format	Typically lacks a structured format
Language	Often uses professional or technical language	Uses casual language and colloquial expressions
Tone	Generally serious and professional	Relaxed and conversational
Channels	Utilizes formal channels such as memos, emails, meetings, reports, etc.	Occurs through informal channels such as face-to-face conversations, phone calls, text messages, social media, etc.
Audience	Typically involves superiors, colleagues, or clients within the organization	Usually involves friends, family, or coworkers on a personal level
Feedback	Formal feedback mechanisms are common and expected	Feedback may be more spontaneous and informal
Documentation	Often documented for legal or record-keeping purposes	Documentation is less common and may not be formalized
Decision Making	May influence organizational decisions and policies	May impact personal relationships or informal group dynamics

Types of formal communication

1. Written Communication:

Memorandum (Memo)
Email
Reports
Letters
Policies and Procedures

2. Verbal Communication:

Meetings
Presentations
Briefings
Interviews

3. Official Documentation:

Contracts
Agendas and Minutes
Organizational Chart

Types of Informal Communication

Single strand
Gossip chain
Probability chain
Cluster chain

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FAQs

How does informal communication differ from formal communication?

Informal communication occurs outside official channels, often spontaneously, and can include casual conversations, gossip, or unofficial discussions among colleagues.

Can informal communication become formal?

Yes, informal communication can sometimes become formal if it is documented or brought into official discussions, meetings, or channels.

In what situations is formal communication typically required?

Formal communication is required in situations that need documentation, official decisions, regulatory compliance, or structured feedback mechanisms.

How does informal communication contribute to organizational culture?

Informal communication contributes to the development of an organizational culture by promoting social interactions, team bonding, and a sense of community among employees.