What Is Formal Writing Style and When Should You Use It?

Writing also follows a particular style guide that dictates specific grammar, punctuation and word choice—like Associated Press (AP), American Psychological Association (APA), or Chicago Manual of Style (CMOS).

Regardless of the specific guidelines used, all writing can be described as either formal or informal style.

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What’s the difference between formal and informal writing styles?

Informal writing is for everyday use. It reflects how you naturally speak and write to friends, family, and casual acquaintances. It has a more personal tone and includes contractions, slang, and figures of speech. Informal writing sounds similar to a personal conversation.

Formal writing is written for an audience you don’t know on a personal level. It’s typically more complex than informal writing. Formal writing has a less personal tone and the language is more proper.

Characteristics of formal writing style

In formal writing, the writer uses a more objective approach, stating main points and then supporting those points with arguments. Formal writing is less emotional in style, so it avoids things like exclamation marks and emojis.

Here are three quick rules you can follow to write in a more formal style:

1. Use proper grammar and terminology. Stay away from slang, figures of speech, abbreviated words. For example, say “technology” instead of “tech” and “provide updates” instead of “give a rundown.”
2. Take an objective approach. Avoid the use of first person (I, we, us) and second person (you), and use third person instead (he, she, they, or the person’s name).
3. Use full words instead of contractions or acronyms. For example, instead of saying “didn’t” or “won’t” say “did not” or “will not.” Avoid acronyms unless the acronym is more commonly understood than the written out phrase, like NASA or BBC.

Traditional rules of formal writing style also say to use the passive voice and to make sentences longer and more complex. However, these rules are changing as it becomes more widely recognized that the passive voice and long, complex sentences make writing harder to read and understand.

When to use a formal writing style

Informal and formal writing styles each have a time and a place. Choose the most appropriate style based on the purpose of your communication, as well as your audience and the method you’re using to communicate.

• Use a formal writing style in business, legal, or academic writing unless your audience is someone you know in person.
• Writing that will appear in print tends to be more formal than email, while text and direct messaging are the least formal ways to communicate.

While most of your day-to-day communication is informal, it’s worth learning more about writing in a formal style. Use great writing software with built-in document editing features to flag informal language and slang words so you can make adjustments before you publish.

When used correctly, a formal style goes a long way toward creating writing that’s clear and better received.