Levels of Formality

Examples of five levels of formality follow. Choose the level of formality based on the reader and your objectives.

Archaic

Do not use the archaic style in any of your business writing. It is stilted and difficult to understand.

Pursuant to a request from management on 23 February 2018, this report details the requisite resources necessary in order for Jackson Consulting Services ("Consultant") to efficiently analyze Talidon Financial Systems’ ("Company") financial position and future prospects. First and foremost, Consultant would require timely access to the accounting of itemized data during the course of the engagement. An itemized declaration of said data is attached herewith. However, in the event said data are not readily available, Consultant will utilize alternative data or compile said data as required to minimize undue imposition, disruption, and discomfort for Company personnel.

Secondly, Consultant would require timely access to personnel involved in the engagement for purposes of clarification. [report continues here]

Business Formal

Use the formal style when readers expect you to maintain a formal distance. We do not recommend this style for normal business correspondence with vendors, customers, or team members. It creates an unnecessary distance that reduces the team- and partnering-spirit you want to create, especially with customers and team members. This style has these characteristics:

  1. Does not use contractions.
  2. Uses "I" and "you" sparingly or not at all.
  3. Uses a more educated level of vocabulary: at the 10th to 12th grade levels. Words are longer and more complex.
  4. Strictly adheres to the most conservative correct, standard usage conventions.
  5. Contains no conversational, slang, or colloquial language.
  6. Addresses the reader formally, with positions and titles such as "Dr." or "Ms."
  7. Remains neutral and unbiased.
  8. Contains little conjecture, personal anecdotes, or personal observation.
  9. Uses no exclamation points or questions.
  10. Always spells out rather than abbreviating (United States, February, television, New York).
  11. Avoids splitting infinitives, ending sentences with prepositions, and starting sentences with "and" or "but."
  12. Uses only conventional, standard punctuation.

As requested by management on February 23, 2018, this report explains what Jackson Consulting Services needs to efficiently analyze Talidon Financial Systems’ financial position and prospects. First, we would need access to the data that applies to Talidon's financial situation. An itemized list of the data is attached. However, if these data are not readily available, Jackson Consulting Service will utilize alternative data or compile the information using Jackson Consulting Service's resources to minimize disruptions for Talidon's personnel.

Secondly, we would need to speak with key personnel if questions arise when we analyze the data. [report continues here]

Business

The business style is the style you will use most often for all readers except those who are at an executive or board level on the one hand and those who are team members and very familiar to you on the other hand. All others should be addressed cordially and clearly, but not informally.

This style has these characteristics:

  1. May use contractions.
  2. Uses "I" and "you" freely.
  3. Uses a more normal level of vocabulary, usually at the 10th grade level.
  4. Contains occasional business-acceptable conversational or colloquial language, but no slang.
  5. Addresses the reader using either a title or first name.
  6. Includes no fragments, run-ons, or disjointed sentences.
  7. May include personal anecdotes.
  8. Includes some personal opinion or emotion, stated as logical analysis, without "I feel" or "In my opinion."
  9. Uses no exclamation points and little use of questions.
  10. May abbreviate some commonly abbreviated words (US, TV) but not others (February, Wednesday).
  11. May include split infinitives and end sentences with prepositions. Realize that some purists may criticize you for these practices.
  12. Avoids starting sentences with "and" or "but."
  13. Uses no unconventional punctuation such as ellipses to show pauses or breaks in thought.

As we discussed on February 23, 2018, I'm sending you a brief report that explains what Jackson Consulting Services needs to analyze Talidon Financial Systems’ financial position and prospects. We need access to the data in the attached list. However, if you aren't able to access the data easily, we will use other data or compile the information ourselves so Talidon Financial Systems personnel are not inconvenienced.

We might also need to speak with key personnel if we have questions when we analyze the data. [report continues here]

Business Informal

The business informal style is not appropriate for reports to clients. It is reserved for those who are team members and customers familiar to you. Using it is a signal to the customer or vendor that you have a partnering relationship, so it is a desirable goal for you, but you should not use the business informal style too quickly with clients. Watch that you don't lose clarity and drop into an informal tone. When addressing other team members and people with whom you are very familiar, maintain clarity and depth in your explanations. Avoid falling into very personal dialogues that might not be appropriate for business.

This style has these characteristics:

  1. Prefers contractions.
  2. Uses "I" and "you" freely.
  3. Uses a normal level of vocabulary, usually at the 8th to 10th grade level.
  4. Uses insider jargon and comments.
  5. May include occasional fragment sentences if the reader understands the content clearly.
  6. Contains conversational, slang, or colloquial language that is acceptable in a business setting.
  7. Addresses the reader using the first name.
  8. Includes personal anecdotes.
  9. Includes some personal opinion and occasional emotion that may be stated as "I feel" or "In my opinion."
  10. May use exclamation points and questions.
  11. Uses abbreviations freely if the reader understands them (US, Feb., TV, NY), although we recommend not abbreviating months.
  12. May split infinitives, end sentences with prepositions, and start sentences with "and" or "but."
  13. May use unconventional punctuation such as ellipses occasionally, but judiciously.

As we discussed at lunch last week, for us to analyze your financial position and prospects, we'll need the information I'm listing in this short report. However, if you aren't able to obtain it easily, we'll use other data or compile it ourselves so staff members aren't inconvenienced.

We'll probably want to talk to a few people in your office if we have questions when we analyze the data. [report continues here]

Informal

The informal is not usually acceptable in business settings, especially for reports, although teams that are very close and informal with each other may slip into the style for parts of messages. For those parts that must be understood and that will contribute to accomplishing business objectives, the informal style may lead to misunderstandings, so the writer should move to business informal or business formal. For readers who are not close to the writer, the informal style can be insulting or show a lack of regard for the reader or subject.

This style has these characteristics:

  1. Prefers contractions.
  2. Uses fragmented, short sentences, interrupted by unconventional use of punctuation (such as ellipses).
  3. Uses "I" and "you" freely.
  4. Uses monosyllabic street vocabulary, slang, and colloquialisms freely.
  5. Uses insider slang, personal jabs, humor, and comments.
  6. Addresses the reader using the first name or nickname.
  7. Includes personal anecdotes.
  8. Includes personal opinion, emotion, and emotional words freely.
  9. Uses exclamation points, emoticons, expletives ("Wow," "Holy cow"), and rhetorical questions.
  10. Uses abbreviations freely.
  11. Freely splits infinitives, ends sentences with prepositions, starts sentences with "and" or "but," uses plural pronouns for singular persons, and otherwise uses all spoken conventions in the writing.

Here's a list of the stuff we talked about last week. To analyze your financial position and prospects, we'll need to see all the information on the list, but if you can't get it without begging your boss for a temp slave, we'll use other info or pull it together ourselves; don't lose sleep over it.

We might have to holler at a few people in your office if we can't figure out the info. [report continues here]

As you can see, such an informal report would not make a good impression on the reader.