The writing style comprises four characteristics:

1. Formality
2. Language complexity
3. Objectivity and
4. Depth of information.

The purpose you are trying to achieve, the needs of the readers, your relationship to the reader, and the type of document affect the style in which you write. Style is a strategy for effective writing, not a goal.

In this article, we will address formality.

Formality means (1) the degree to which you adhere to standard English conventions, real and assumed, (2) the degree to which you use common words as opposed to colloquial, idiomatic words, (3) the level of objectivity and (4)) the level of intimacy it assumes with the reader. Writing formally does not mean using “fancy” language and big words.

Levels of formality, sometimes referred to as linguistic registers, can be interpreted as follows.

Intimate (less formal): This is how you talk or write with your best friends or your partner. Intimate language is highly dependent on shared experiences, assumes understanding of common themes, and does not reflect standard conventions of English grammar or sentence structure. It is also based on shared definitions of what words and expressions mean, and those meanings can be different or more specific meanings used by the general public. Because intimate language is so dependent on the relationship with the other person, and because intimate language implies social and emotional closeness, avoid intimate language except when speaking or writing to people in your closest relationships.

Casual: This is how you talk or write to the people you casually associate with. Friends and family can fall into this category, as can many acquaintances. Although this language registry has been described as a “friendly” language, we can also use informal language in hostile circumstances. Informal language is somewhat dependent on shared experiences, common interests, and similar personalities with the other person. The use of words is often idiosyncratic (that is, jargon) and depends on shared experiences.

Social: This is how you talk or write to people you meet in social situations, like when you talk to a store clerk or when you are introduced to a friend of a friend. It is based on widely accepted word definitions, common but respectful ways of addressing the other person, and standard English conventions, although not as rigorously as more formal records. It does not depend on shared experiences, but can use idioms common to a particular community or culture. Social language is appropriate for most social encounters. In fact, social language implies membership in a particular community or general culture and is appropriate if you are trying to establish yourself as a member of a particular social community.

Formal: The formal language rigorously follows standard English conventions and is based on widely accepted word definitions. You tend to avoid opinions, feelings, and personal experiences in private life. Also avoid idiomatic language. Unlike less formal language styles, formal language does not assume that the reader has shared experiences, understands the issues and problems, or has any social connection to the writer or speaker. Generally, this is the level of formality for public, published or written deed addressed to people with whom you have no social relationship. This is the most acceptable level for most published or widely disseminated papers, business papers, and academic papers.

Professional: Here the word professional it does not mean formal and professional. It means writing specifically for a particular profession. Professional documents are, for all practical purposes, social documents. However, the social group is a specific and directed group of readers in a professional field. Members of this group share a common professional language with specific words and expressions, often referred to as jargon, and specific experience in a field of study. Unlike social language, understanding does not depend on shared experiences in a community or social group. Rather, understanding depends on shared experience and knowledge within a particular career field. Like formal language, professional language pays rigorous attention to the conventions of language.

This examination of formality levels is useful for two reasons. (1) It can help you select and use the appropriate level. Using the wrong level will create a conflict with your reader. If you use a level that is too intimate, you are presuming a level of intimacy that the reader does not share. If you wear a level that is too formal, you may be perceived as an arrogant and condescending stranger. In any case, it damages the relationship with the reader that you need to achieve your purposes. (2) Understanding various levels of formality will help you evaluate the effectiveness of your communications, make adjustments, and be flexible in your communication style.

Although the levels of formality address the use of words, nothing in formal or professional writing indicates that using longer, more esoteric words is better. In fact, if certain words are not common to your target audience, or if you are unsure how they are used, you risk damaging your communication and credibility.

In business, school, and most professional settings, effective writing stays firmly within the formal level unless you have a very specific reason for using a different level.