Formal and Informal Communication – Meaning, Types, and Differences
Communication is one of the most important skills in human life. It is the way people interact to share messages, ideas, and emotions with one another. In schools, offices, businesses, and even personal life, communication helps in building understanding and solving problems.
There are mainly two types of communication used in organizations and everyday life: Formal communication and Informal communication. Both are useful, but they work differently. This article explains their meaning, characteristics, importance, and major differences in a simple way.
1. What is Formal Communication?
Formal communication is the official way of sharing information that follows rules, regulations, and a fixed structure. It usually happens in workplaces, schools, government offices, and other professional settings.
For example, when a manager sends an official email to an employee about a meeting or when the school principal issues a notice to teachers and students, it is formal communication.
Characteristics of Formal Communication:
- Structured and Organized: Follows a proper chain of command (e.g., CEO → Manager → Employees).
- Official in Nature: Information is shared through official channels like letters, emails, reports, or meetings.
- Professional Language: Uses polite and formal words without slang.
- Documented: In formal communication, records are usually kept for future use or reference.
- Time-Consuming: Due to procedures and approvals, it is usually slower than informal communication.
Examples:
- Official notices and circulars.
- Business letters and professional emails.
- Board meetings and presentations.
- Financial reports and policy documents.
2. What is Informal Communication?
Informal communication is a casual and friendly way of sharing information without following strict rules or a fixed structure. It naturally develops between friends, co-workers, or people who know each other well.
For example, when employees talk during lunch breaks or when friends chat on social media, it is informal communication.
Characteristics of Informal Communication:
- Unstructured: Does not follow official channels or hierarchy.
- Fast and Spontaneous: Information spreads quickly without approval.
- Personal and Friendly: Uses simple words and an emotional tone.
- Not Recorded: Usually verbal and less documented.
- Relationship-Oriented: Helps in building bonds and understanding among people.
Examples:
- Casual conversations between colleagues.
- Friendly messages on WhatsApp or social media.
- Gossip in the office or school.
- Sharing personal advice with friends.
3. Types of Communication
Both formal and informal communication can take different forms:
- Verbal Communication: Spoken words in meetings, phone calls, or face-to-face talks.
- Written Communication: Letters, emails, notices, text messages.
- Non-verbal Communication: Gestures, facial expressions, tone of voice, and body language.
4. Difference Between Formal and Informal Communication
The table below shows the main differences:
| Basis | Formal Communication | Informal Communication |
|---|---|---|
| Definition | Official communication following rules and hierarchy. | Casual, unofficial communication without rules. |
| Structure | Well-organized and systematic. | Unstructured and flexible. |
| Speed | Slower due to approvals and channels. | Faster because it is direct. |
| Documentation | Mostly written and recorded. | Rarely documented or recorded. |
| Language | Professional and polite. | Simple, friendly, sometimes slang. |
| Flow of Information | Follows a chain of command. | Free flow in any direction. |
| Examples | Reports, memos, official meetings. | Friendly talks, gossip, instant messages. |
5. Importance of Both Communications
Both formal and informal communication are important for effective information sharing:
Importance of Formal Communication:
- Ensures clarity and avoids confusion.
- Helps in maintaining discipline and professionalism.
- Provides official records for future reference.
- Necessary for decision-making and legal purposes.
Importance of Informal Communication:
- Builds good relationships and teamwork.
- Helps in quickly spreading information.
- Encourages open discussions and idea sharing.
- Reduces tension and makes the workplace friendly.
6. Conclusion
Formal and informal communication are equally important in any organization or daily life. Formal communication ensures discipline, proper documentation, and professionalism, while informal communication creates a friendly environment, builds relationships, and helps in quick information exchange.
For effective communication, people should know when to use formal methods (such as official meetings or reports) and when informal conversations are suitable (such as friendly discussions or brainstorming). A good balance between both makes communication strong and successful.