Formal communication vs. informal communication styles - which is more effective in freelance settings?

DIFFERENCE BETWEEN FORMAL AND INFORMAL COMMUNICATION

Communication plays an essential role in our lives. One needs to have good communication skills to excel in any field. On an organizational level, communication is of utmost importance. People exchange their ideas, opinions, and perceptions with one another through communication. Communication can be oral/ verbal, or written. Oral communication includes speaking out, and talking to each other regarding different things, while written communication includes writing down or penning a letter to communicate with the person. Sign language is also a part of communication wherein people use various signs and symbols to converse with other people. Body language, eye contact, expressions, etc., are important aspects of communication. So, today we will be discussing two significant types of communication, i.e., formal communication and informal communication. Let us begin by understanding the primary meaning of the same.

Formal Communication:

Formal communication is defined as communication in which the information is reached through proper channels or routes. It is also called official communication. The main aim of this communication is to properly converse and make sure that the information has reached correctly. This communication is considered an effective communication mode as it saves time through its systematic flow of communication. Examples of formal communication include reports, post descriptions, work commands, information related to sales and inventory, etc. There are four kinds of formal communication, i.e., upward communication, downward communication, vertical communication, and horizontal communication. The superior and the subordinate conversation comes under formal communication. One of the major disadvantages of formal communication is that rules and regulations are very rigid.

More importance is given to the rules; instead of the person. It results in low cordiality among relationships between the superior and subordinates.

Informal Communication:

Informal communication is defined as communication that does not undertake formal methods to communicate. People/ subordinates do not follow the rigid rules of the organization. People converse freely without any bondage. On an organizational level, informal communication is the spontaneous kind of communication in which the subordinates and the superior can talk freely. There are no official rules, systems, or guidelines to communicate. Talking to your friend or family is a common example of informal communication. One of the major advantages of informal communication is that it is very flexible. There is no rigidity or any kind of formality to hinder the communication. Grapevine communication is a significant kind of informal communication. The disadvantage of this kind of communication is that rumors or misinformation spread at a rapid pace. Now, let us look at some of the differences between formal and informal communication.

In a freelance setting, both formal and informal communication styles have their places, but the effectiveness of each depends on the context, the client, and the nature of the project. Here's a comparison of both styles:

Formal Communication:

Formal communication is professional, structured, and clear. It’s typically used in business settings where there’s a need for professionalism and respect, especially when dealing with new clients or larger companies.

Advantages of Formal Communication in Freelancing:

Professionalism: It sets a professional tone, which helps build trust, especially with clients who expect clear, polished communication.

Clarity: Formal language tends to be precise, reducing the chances of misunderstandings and ensuring that both parties are aligned on expectations.

Record Keeping: Written formal communication (like contracts, emails, and proposals) provides a paper trail that can be referred back to for future reference or in case of disputes.

Establishes Boundaries: It helps establish boundaries, setting clear terms regarding payments, deadlines, and project scope.

When to Use Formal Communication:

When introducing yourself to a new client or company.

For official documents (contracts, invoices, proposals).

When discussing sensitive topics or contractual matters.

When working with larger organizations that expect a high level of professionalism.

Informal Communication:

Informal communication is more relaxed, conversational, and often quicker. It’s typically used in ongoing working relationships, particularly in creative industries where collaboration and flexibility are valued.

Advantages of Informal Communication in Freelancing:

Builds Rapport: It can help establish a friendly, approachable relationship with clients, making communication feel more personal and less transactional.

Flexibility: Informal communication allows for more creative back-and-forth, which is helpful when brainstorming ideas or adjusting project direction.

Efficiency: It often speeds up communication, especially when clients are responsive and want quick updates or feedback without a lot of formality.

Collaborative Tone: It fosters a sense of partnership rather than hierarchy, encouraging more open dialogue and feedback.

When to Use Informal Communication:

When you’ve already established a relationship with the client.

For quick check-ins, status updates, or informal feedback.

When the client prefers a less formal, more conversational tone.

For non-urgent matters or creative brainstorming.

Which is More Effective in Freelancing?

Formal communication is essential when you need to establish professionalism, especially at the beginning of a client relationship or when dealing with legal, financial, or contractual aspects of a project. It ensures clarity and mutual understanding of expectations.

Informal communication is often more effective in the ongoing day-to-day of a freelance project, especially if you’ve built a rapport with the client. It fosters collaboration, improves the comfort level of both parties, and keeps the working relationship more fluid and flexible.

Best Approach:

The most effective freelance communication style usually balances both formal and informal approaches:

Use formal communication for contracts, initial discussions, scope agreements, or when delivering high-level updates.

Transition to a more informal tone for regular project communication, quick updates, and fostering a good working relationship.

By understanding when and how to switch between these styles, you can build strong, professional relationships with clients while maintaining a friendly, approachable demeanor that encourages creativity and collaboration.