Formal communication methods – Skillmaker (2024)

Posted by Philip Baskerville in Oct, 2014

Formal communication definition – Formal communication methods are official ways to share information. The communications are orderly and follow set rules, procedures or standards. Formal communications are very common in educational settings, workplace settings and business settings. Formal communications are mostly written, but can be oral. Formal communications are not personal communications.

What are formal communication methods like?

Formal communication methods are like official notes that a teacher sends home to your parents. Your parents must sign the notes so your teacher knows they were received. This means that the flow of information between sender and receiver is controlled. Often, someone who receives a formal communication has to respond.

Where does formal communication methods fit into workplace communication?

What is the purpose of formal communication methods?

Formal communication methods allow a sender to prove that information was sent to the intended receiver. For example, a finance company uses formal communication methods to advise a lender about the terms of a loan. If the lender does not make repayments, the company has proof of the loan in copies of formal communications. Formal communication methods are a way to ensure that information is sent to and received by all intended parties.

What is the principle structure of formal communication methods?

“Warsaw Negotiation Round Senate of Poland 2014 01” by Micha? Józefaciuk – Senat Rzeczypospolitej Polskiej. Licensed under CC-BY-SA-3.0-pl via Wikimedia Commons.
Formal communications methods follow set channels or paths. These channels or paths usually reflect an organisation’s hierarchy. Some formal communications are downwards, such as from management to staff. Some are upwards, such as from staff to management. Other formal communications are horizontal and are shared between peers.

The structure of a formal communication method depends on its purpose. The most common methods are described below:

1. A sender sends a formal communication to convey information. No action is required by the receiver. But the sender has proof that the information was sent.
2. The sender sends a formal communication that requires the sender to advise that they have received it, in writing or by verbal advice.
3. The sender may issue a formal communication that requires the sender to do something, such as pay a bill, fill out a form, follow a new procedure, or sign and return a statement.

What are the different types of formal communication methods?

Formal communication methods include the following:

• a written job description that details your duties, your pay rate, and the rules of the company when you start a new job
• advice of money owing, like your electricity bill
• an invitation to an event that asks you to confirm whether or not you will attend
• a written notice that is hand delivered to your office or home
• a bank statement that provides information about your savings account
• a job application you write
• an invitation to tender or quote for work
• business emails, letters (posted, faxed or attached to emails)
• internal memoranda of a business or organisation
• official telephone calls (such as to discuss business issues)
• speaking to colleagues or clients at a formal meeting, or having a formal discussion with one or more people in your office
• a written note from your doctor to your employer, advising your absence due to illness.

What terms are used when using formal communication methods?

Some terms related to formal communication methods include the following:

• Certified letter is a letter delivered by the postal carrier that the recipient must sign for to receive. This letter is said to require a signature upon receipt.
• Internal memorandum is a written notice sent to the employee/s, usually about a change in policy or procedures, or about scheduled meetings.
• RSVP means that the receiver must reply (in writing or verbally) to the sender of a communication. The letters RSVP stand for words which, in French, mean ‘please reply’. RSVP is usually included on formal invitations to events like conferences, so that planners know how much food, drink, and accommodation are needed for the event.
• Formal oral communication is communicating by talking in official situations such as a business meeting, or over the telephone about a formal matter.

Where can I find more information about formal communication methods?

You can find more information on formal communications by going to the websites listed below:

http://www.ehow.com/info_8182249_definition-formal-informal-communication-methods.html

http://www.businessperform.com/blog/2010/10/29/communication-method-formal-419.html

https://brainmass.com/business/business-communication/548763

http://www.expressyourselftosuccess.com/formal-informal-communication-channels/

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