Distinguish formal and informal language. Match register to audience and purpose.
~8 min read
Formal language is the register we use in academic papers, professional reports, official correspondence, legal documents, and many types of published writing. It conveys seriousness, authority, and respect for the reader. Understanding what makes language formal is the first step toward controlling your register deliberately rather than accidentally.
Before diving into formal language specifically, it helps to understand the concept of register. Register refers to the level of formality in your language choices. It is determined by:
Register is not binary (formal or informal). It exists on a spectrum, and skilled writers adjust their position on that spectrum based on the situation. However, understanding the extremes helps you navigate the middle.
Formal writing uses grammatically complete sentences. Fragments, which are acceptable in casual writing, are avoided. Sentences tend to be longer and more structurally complex, often using subordinate clauses, relative clauses, and parallel constructions.
Informal: Great results. Way better than expected.
Formal: The results exceeded initial expectations by a significant margin.
Informal: So basically what happened was the whole system crashed and nobody knew why.
Formal: The system experienced a comprehensive failure, the cause of which remained unidentified during the initial investigation.
Notice how the formal versions are self-contained and precise. They do not rely on tone of voice or shared context to convey meaning.
Contractions (don't, can't, won't, it's, they're) are one of the most visible markers of informal language. Formal writing spells out these forms in full.
| Informal (Contraction) | Formal (Full Form) |
|---|---|
| don't | do not |
| can't | cannot |
| won't | will not |
| it's | it is / it has |
| they're | they are |
| wouldn't | would not |
| shouldn't | should not |
| isn't | is not |
| haven't | have not |
| we've | we have |
This is one of the simplest adjustments you can make to raise the formality of your writing. If you are writing an academic essay or professional report and spot contractions, expand them.
Informal: It's clear that the policy isn't working and won't improve without changes.
Formal: It is clear that the policy is not effective and will not improve without substantial revisions.
Formal writing frequently employs passive voice and impersonal constructions to shift focus away from individuals and toward actions, processes, or ideas.
Active (less formal): We analyzed the data and found a significant trend.
Passive (more formal): The data were analyzed, and a significant trend was identified.
Personal (less formal): I think this approach is better.
Impersonal (more formal): It can be argued that this approach is more effective.
Impersonal constructions include phrases like:
These constructions create distance between the writer and the claim, which is valued in academic and professional contexts where objectivity matters.
Formal writing tends to use precise, often Latinate vocabulary rather than everyday words. This is not about using big words to sound impressive — it is about choosing words that convey meaning more precisely.
| Informal | Formal |
|---|---|
| get | obtain, acquire, receive |
| show | demonstrate, illustrate, indicate |
| big | substantial, significant, considerable |
| bad | detrimental, adverse, unfavorable |
| good | beneficial, advantageous, favorable |
| help | facilitate, assist, contribute to |
| start | commence, initiate, undertake |
| end | conclude, terminate, cease |
| give | provide, furnish, supply |
| use | utilize, employ, apply |
| think | consider, maintain, contend |
| look at | examine, investigate, analyze |
| enough | sufficient, adequate |
| a lot of | numerous, considerable, substantial |
A word of caution: using overly complex vocabulary when simpler words would work just as well can make writing feel pompous or unclear. The goal is precision, not pretension. "Use" is often better than "utilize" even in formal writing, because "utilize" implies using something in a way it was not originally intended for. Choose the word that most accurately captures your meaning.
Formal writing maintains emotional distance. It presents evidence and reasoning rather than personal feelings or reactions. Exclamation marks, emotional language, and subjective expressions are minimized.
Informal and subjective: This is a really amazing discovery that could totally change everything we know about the brain!
Formal and objective: This discovery has significant implications for current models of neural plasticity and may necessitate a revision of several established theories.
Words and phrases to avoid in formal writing:
Formal writing typically uses third person (he, she, it, they, one, the researcher, the organization) rather than first person (I, we) or second person (you). This creates a sense of objectivity and distance.
First person (less formal): I believe that climate change is the most pressing issue of our time.
Third person (more formal): Climate change is widely regarded as the most pressing issue of the current era.
Second person (informal): You can see from the data that sales increased.
Third person (formal): The data indicate that sales increased during the reporting period.
However, this convention is evolving. Many academic journals now accept first person, especially in fields like the humanities, social sciences, and some branches of science. The key is to know your audience's expectations.
Formal writing avoids absolute statements when certainty is not warranted. Instead, it uses hedging language to acknowledge complexity and uncertainty:
Hedging is not weakness — it is intellectual honesty. Making claims that are too strong can undermine your credibility.
Formal writing often converts verbs and adjectives into nouns (nominalization). This creates a denser, more abstract style:
| Verb/Adjective Form | Nominalized Form |
|---|---|
| The team decided to... | The team's decision to... |
| People are increasingly aware that... | Increasing awareness of... |
| The government failed to act. | The government's failure to act... |
| The population grew rapidly. | The rapid growth of the population... |
Nominalizations can make writing more concise and abstract, but overusing them creates dense, hard-to-read prose. Use them strategically.
Formal writing uses explicit logical connectors to signal relationships between ideas:
| Relationship | Formal Connectors |
|---|---|
| Addition | furthermore, moreover, in addition, additionally |
| Contrast | however, nevertheless, conversely, on the other hand |
| Cause/Effect | consequently, therefore, as a result, thus, hence |
| Example | for instance, for example, specifically, in particular |
| Conclusion | in conclusion, to summarize, in summary, ultimately |
| Concession | although, despite, notwithstanding, while it is true that |
These connectors replace the informal transitions we use in speech (so, but, also, plus, anyway, like).
Formal language is the default expectation in these contexts:
Understanding formal language is essential not because you should always write formally, but because you need to be able to when the situation demands it. The next section explores the other end of the spectrum.
~7 min read
Informal language is the register of everyday communication — conversations with friends, text messages, personal emails, social media posts, and casual writing. While academic and professional writing typically requires a more formal register, understanding informal language is important for two reasons: you need to recognize it so you can avoid it when formality is required, and you need to use it skillfully in contexts where it is appropriate.
Contractions are the hallmark of informal English. They make writing sound conversational and approachable — which is exactly why they are avoided in formal writing.
Contractions mimic the rhythm of spoken English. When you read a sentence with contractions, it sounds like someone talking. When you read a sentence without them, it sounds like someone writing. Neither is inherently better — they serve different purposes.
Phrasal verbs combine a verb with one or more particles (prepositions or adverbs) to create a meaning that is different from the individual words. They are extremely common in spoken English and informal writing.
| Phrasal Verb (Informal) | Single-Word Equivalent (Formal) |
|---|---|
| find out | discover, ascertain |
| look into | investigate, examine |
| come up with | devise, propose |
| put off | postpone, defer |
| turn down | reject, decline |
| carry out | conduct, perform |
| bring up | raise, introduce |
| figure out | determine, resolve |
| get rid of | eliminate, discard |
| go through | experience, undergo |
| set up | establish, organize |
| point out | indicate, highlight |
| make up | comprise, constitute |
| break down | analyze, decompose |
| run into | encounter |
In formal writing, you would generally replace phrasal verbs with their single-word equivalents:
Informal: We need to figure out what went wrong and come up with a better plan.
Formal: It is necessary to determine what went wrong and devise a more effective strategy.
However, not all phrasal verbs have clean single-word replacements, and sometimes the phrasal verb is actually the clearest way to express an idea even in moderately formal writing. The key is awareness: know when you are using them and choose deliberately.
Informal writing freely uses I, we, you, and my/your/our. This creates a direct, personal connection with the reader.
Second person (you) is particularly informal because it addresses the reader directly, breaking the barrier between writer and audience. Academic writing almost never addresses the reader as "you."
Informal: When you look at the data, you can clearly see that...
Formal: An examination of the data reveals that...
Informal writing tends toward shorter sentences, simple structures, and even sentence fragments. It mirrors the rhythm of natural speech.
Informal: The meeting was a disaster. Total waste of time. Nobody agreed on anything. And the coffee was terrible.
Formal: The meeting failed to achieve any of its stated objectives, as the participants were unable to reach consensus on the key issues under discussion.
Informal writing also uses more coordinating conjunctions (and, but, so, or) and fewer subordinating conjunctions (although, whereas, notwithstanding) to connect ideas.
Colloquialisms are words and expressions used in everyday conversation but not in formal writing. Idioms are phrases whose meaning cannot be understood from the literal meaning of the individual words.
Colloquialisms:
Idioms in informal writing:
These expressions add color and personality to informal writing, but they can confuse non-native speakers and are inappropriate in formal academic or professional contexts.
Slang consists of very informal words and phrases that are often specific to a particular group, generation, or time period. Slang changes rapidly and can become outdated quickly.
Examples (note that these may already sound dated):
Slang has no place in formal or professional writing. It also risks alienating readers who do not share the same cultural context.
Informal writing, especially when it mimics speech, includes words that would be cut from formal prose:
These words serve a social and conversational function — they soften statements, signal transitions, and maintain rapport. But they add no informational content and should be removed in formal writing.
Informal writing expresses emotions openly and uses emphatic devices:
Formal writing replaces these with measured, evidence-based assessments.
Informal writing takes liberties with punctuation and formatting that formal writing does not:
While dashes have a place in formal writing, the other devices are best reserved for informal contexts.
Informal writing, especially digital communication, uses abbreviations freely:
Some of these (like "exam" and "lab") have become so standard that they are acceptable even in moderately formal writing. Others (like "info" and "stats") still register as informal in academic contexts.
Informal language is not wrong — it is simply suited to different contexts:
The most common register mistake is using informal language when the context requires formality. Here are typical errors:
In academic essays:
In professional emails:
In reports:
Recognizing informal features is the first step. The next section will help you choose the right register for any situation.
~9 min read
Register is not a switch you flip between "formal" and "informal." It is a dial that you adjust based on your purpose, audience, and context. This section provides practical guidance for finding the right position on that dial, with real-world examples showing the same content expressed at different levels of formality.
Think of register as a five-point scale:
| Level | Label | Typical Contexts |
|---|---|---|
| 1 | Very Informal | Text messages, close friends, social media |
| 2 | Informal | Personal emails, blog posts, casual workplace chat |
| 3 | Neutral/Semi-Formal | General business emails, journalism, presentations |
| 4 | Formal | Academic essays, official reports, professional proposals |
| 5 | Very Formal | Legal documents, diplomatic correspondence, ceremonial language |
Most writing falls in the 2-4 range. Very few situations call for Level 1 (unless you are writing dialogue or texting) or Level 5 (unless you are drafting a contract or addressing a head of state).
Your purpose — why you are writing — is the first factor in choosing your register.
When your purpose is to convey information clearly, a neutral-to-formal register (Level 3-4) usually works best. You want the reader to focus on the content, not on your personality or emotions.
Level 2 (too casual for a report): So the company basically lost a ton of money last year because they messed up their supply chain. Nobody saw it coming, and now they're scrambling to fix it.
Level 3 (appropriate for a business email or article): The company experienced significant financial losses last year due to supply chain disruptions. The issues were not anticipated, and management is currently working on corrective measures.
Level 4 (appropriate for a formal report): The organization incurred substantial financial losses during the previous fiscal year, attributable primarily to unanticipated disruptions in the supply chain. Remedial measures are presently being implemented by the executive leadership team.
Persuasive writing can use a range of registers depending on the audience. A political speech might be Level 3 (accessible and energetic), while a legal brief would be Level 4-5 (precise and authoritative).
Level 3 (persuasive speech): We need to act now. Every day we wait, more families lose access to affordable healthcare. This is not a political issue — it is a human one.
Level 4 (persuasive academic essay): Immediate action is warranted. Research consistently demonstrates that delays in healthcare reform disproportionately affect low-income families. This issue transcends partisan considerations and demands a response grounded in empirical evidence and ethical principles.
Requests and proposals typically require Level 3-4 register to convey professionalism and respect:
Level 2 (too casual for a formal request): Hey, I was wondering if you could maybe push the deadline back a bit? Things have been pretty crazy on our end.
Level 3 (appropriate professional email): I am writing to request a brief extension on the project deadline. Our team has encountered some unexpected challenges that have delayed our progress. Would it be possible to extend the submission date by one week?
Level 4 (formal proposal): We respectfully request that the submission deadline be extended by seven business days. Unforeseen logistical complications have necessitated additional time to ensure the quality and completeness of the project deliverables.
Your audience — who will read your writing — is equally important in determining register.
Imagine you need to communicate that a project deadline has been moved earlier. Here is how you might write the same essential message for different audiences:
To a close colleague (Level 2): Heads up — the deadline got moved to Friday. I know, it's ridiculous. Let me know if you need help wrapping things up.
To your team (Level 3): Team, I wanted to let you know that the project deadline has been moved up to Friday. I understand this is a tight turnaround, so please let me know if you need any support or if we need to reprioritize tasks.
To a client (Level 3-4): Dear Mr. Chen, I am writing to inform you that the project timeline has been adjusted. The revised deadline for final deliverables is now Friday, March 15. We are taking all necessary steps to ensure that the quality of our work is not affected by this accelerated schedule.
To an executive board (Level 4): The project completion date has been advanced to March 15. The project team has conducted a thorough assessment and confirmed that all deliverables can be finalized within the revised timeline without compromising quality standards.
Email register varies enormously depending on the recipient and purpose:
Internal, routine (Level 2-3): Hi Sarah, just a quick note — the meeting has been moved to 3 PM. See you there!
External, professional (Level 3-4): Dear Ms. Johnson, I hope this message finds you well. I am writing to confirm our meeting scheduled for Thursday at 2:00 PM. Please let me know if the time still works for your schedule.
Formal complaint or request (Level 4): Dear Customer Service Department, I am writing to formally request a refund for Order #45892, which arrived damaged on February 12. I have attached photographs of the damaged items for your reference.
Academic writing generally operates at Level 4, though the exact conventions vary by discipline:
Too informal for an essay: Shakespeare's plays are awesome because they deal with stuff that everyone can relate to, like love, jealousy, and wanting power.
Appropriate academic register: Shakespeare's enduring relevance stems from his exploration of universal human experiences, including romantic love, jealousy, and the pursuit of political power.
Business reports typically use Level 3-4:
Too casual: Sales were great this quarter. We crushed our targets and the team is pumped.
Appropriate: Sales performance exceeded targets by 18% during the third quarter. Team morale remains high, and the positive momentum is expected to continue into Q4.
Study these transformations to develop your ability to shift between registers.
| Register Level | Version |
|---|---|
| Level 1 | The app's totally broken lol nobody can log in |
| Level 2 | The app is down again. No one can log in, and people are getting frustrated. |
| Level 3 | We are currently experiencing login issues with the application. Users are unable to access their accounts, and our technical team is working on a resolution. |
| Level 4 | A critical authentication failure has been identified in the application, preventing all users from accessing the system. The engineering team has been deployed to diagnose and resolve the issue. A status update will be provided within two hours. |
| Register Level | Version |
|---|---|
| Level 1 | ur report was kinda all over the place tbh |
| Level 2 | Your report was a bit disorganized. The ideas are good, but they need better structure. |
| Level 3 | The report contains strong ideas, but the overall organization could be improved. I would recommend restructuring the sections to create a clearer logical flow. |
| Level 4 | The report demonstrates a thorough understanding of the subject matter. However, the organizational structure would benefit from revision to ensure that the progression of ideas follows a more cohesive logical framework. |
| Register Level | Version |
|---|---|
| Level 1 | no way that's wrong |
| Level 2 | I don't think that's right. Here's why... |
| Level 3 | I respectfully disagree with this interpretation. The evidence suggests an alternative explanation. |
| Level 4 | While the proposed interpretation has merit, the available evidence does not fully support this conclusion. An alternative analysis, grounded in the data presented in Section 3, suggests a different outcome. |
Register mixing occurs when you inadvertently combine formal and informal language in the same piece of writing. This creates a jarring effect for the reader.
The economic implications of climate change are far-reaching and demand immediate policy intervention. Basically, governments need to get their act together and implement carbon pricing mechanisms that incentivize sustainable practices.
The casual phrases "basically" and "get their act together" clash with the formal tone of the rest of the sentence.
Fixed: The economic implications of climate change are far-reaching and demand immediate policy intervention. Governments must implement carbon pricing mechanisms that incentivize sustainable practices.
Dear Mr. Williams, Thank you for your prompt response regarding the contract amendments. BTW, I also wanted to mention that the deadline's coming up real fast, so we need to finalize ASAP.
Fixed: Dear Mr. Williams, Thank you for your prompt response regarding the contract amendments. I also wanted to note that the deadline is approaching, and I would appreciate it if we could finalize the remaining details at your earliest convenience.
The study examined the effects of social media usage on adolescent mental health outcomes. So what they found was pretty interesting — a statistically significant correlation was identified between daily screen time exceeding four hours and elevated symptoms of anxiety.
The italicized phrase drops from Level 4 to Level 2 and back again.
Fixed: The study examined the effects of social media usage on adolescent mental health outcomes. The findings revealed a statistically significant correlation between daily screen time exceeding four hours and elevated symptoms of anxiety.
The most important rule of register is consistency. Once you establish a level of formality, maintain it throughout the document. Readers adjust their expectations to your register within the first few sentences. When you break that expectation — by suddenly becoming more casual or more formal — it disrupts the reading experience.
This does not mean every sentence must be identical in formality. Natural variation within a one-level range (e.g., between Level 3 and Level 4 in a business document) is perfectly fine. What you want to avoid is dramatic jumps — Level 4 to Level 2, or Level 2 to Level 5.
~6 min read
This section is designed for quick consultation. Use it when you are writing and need to check whether a word, phrase, or construction is appropriate for your intended level of formality, or when you are editing your work and want to ensure register consistency.
This table provides the most common conversions between informal and formal language. When writing academic essays, professional reports, or formal correspondence, replace the informal forms with their formal equivalents.
| Informal | Formal | Notes |
|---|---|---|
| get | obtain, acquire, receive | "Get" is one of the most versatile — and most informal — verbs in English |
| give | provide, supply, furnish | |
| show | demonstrate, illustrate, indicate | |
| find out | discover, ascertain, determine | |
| look at | examine, analyze, investigate | |
| think about | consider, contemplate, reflect on | |
| talk about | discuss, address, examine | |
| go up | increase, rise, escalate | |
| go down | decrease, decline, diminish | |
| keep | retain, maintain, preserve | |
| need | require, necessitate | |
| help | assist, facilitate, support | |
| try | attempt, endeavor | |
| start | begin, commence, initiate | |
| end | conclude, terminate, cease | |
| buy | purchase, acquire | |
| ask | inquire, request | |
| answer | respond, reply | |
| leave out | omit, exclude | |
| deal with | address, manage, handle | |
| make up | comprise, constitute, compose | |
| put up with | tolerate, endure | |
| get rid of | eliminate, remove, discard | |
| point out | indicate, highlight, note | |
| set up | establish, create, organize | |
| break down | analyze, decompose, categorize | |
| come up with | devise, propose, develop | |
| turn down | reject, decline, refuse | |
| put off | postpone, defer, delay | |
| carry out | conduct, execute, perform | |
| bring up | raise, introduce, mention | |
| look into | investigate, examine, explore | |
| figure out | determine, ascertain, resolve |
| Informal | Formal |
|---|---|
| but | however, nevertheless, yet, nonetheless |
| so | therefore, consequently, thus, hence, as a result |
| also | furthermore, moreover, additionally, in addition |
| and | as well as, in addition to, along with |
| anyway | regardless, in any case, nevertheless |
| plus | furthermore, additionally, moreover |
| besides | in addition, furthermore, moreover |
| in the end | ultimately, finally, in conclusion |
| on top of that | furthermore, additionally |
| what's more | moreover, furthermore |
| all in all | overall, on the whole, in summary |
| basically | fundamentally, essentially, in essence |
| like | such as, for example, for instance |
| Informal | Formal |
|---|---|
| a lot of / lots of | numerous, considerable, a significant number of |
| a bit / a little | slightly, somewhat, to a limited extent |
| kind of / sort of | somewhat, rather, to some degree |
| really / very | significantly, considerably, substantially |
| big | substantial, significant, considerable, major |
| small | minor, negligible, marginal, limited |
| good | positive, favorable, beneficial, advantageous |
| bad | negative, adverse, detrimental, unfavorable |
| enough | sufficient, adequate |
| not enough | insufficient, inadequate |
| right away | immediately, promptly, without delay |
| a long time | an extended period, a prolonged duration |
| for ages | for a considerable period |
| these days | currently, at present, in the current era |
| in the old days | historically, in previous decades/centuries |
| thing(s) | factor(s), aspect(s), element(s), issue(s) |
Use this flowchart to determine the appropriate register for your writing:
| If you are writing... | Start at Level... |
|---|---|
| A text message or social media post | 1-2 |
| A personal email or blog post | 2-3 |
| A workplace email to colleagues | 3 |
| A professional email to clients or superiors | 3-4 |
| An academic essay or research paper | 4 |
| A formal report or business proposal | 4 |
| A cover letter or job application | 4 |
| A legal or government document | 4-5 |
| IELTS, TOEFL, or AP English writing | 4 |
Adjust your register up or down based on these factors:
Adjust DOWN (less formal) if:
Adjust UP (more formal) if:
Once you have established your register, keep it consistent throughout the document. Scan for:
These are the most frequent mistakes writers make when trying to maintain a consistent register:
| Error | Correction |
|---|---|
| The results don't support the hypothesis. | The results do not support the hypothesis. |
| It's important to note that... | It is important to note that... |
| We can't conclude that... | We cannot conclude that... |
| Error | Correction |
|---|---|
| The data is really interesting. | The data are noteworthy. |
| This is a very important finding. | This is a significant finding. |
| The results were super clear. | The results were unambiguous. |
| Error | Correction |
|---|---|
| We looked at the effects of... | We examined the effects of... |
| The study found out that... | The study determined that... |
| We came up with a new method. | We developed a new method. |
| Error | Correction |
|---|---|
| The project hit a roadblock. | The project encountered an obstacle. |
| We need to think outside the box. | We need to consider alternative approaches. |
| The bottom line is... | The essential conclusion is... |
Register errors can also go the other direction. Being too formal in a casual context sounds stiff and distant:
| Overly Formal | Appropriately Casual |
|---|---|
| I wish to express my gratitude for... (in a Slack message) | Thanks for... |
| I regret to inform you that I am unable to attend. (to a friend) | Sorry, I can't make it. |
| Please find attached herewith... (in an internal email) | Here's the file you asked for. |
After writing, scan your text for these register indicators:
For Formal Writing (Level 4), verify:
For Semi-Formal Writing (Level 3), verify:
For Informal Writing (Level 1-2), verify:
If you are unsure whether your register is appropriate, try this test:
Read your writing aloud. If it sounds like a speech at a formal dinner, it might be too formal for a business email. If it sounds like a conversation at a coffee shop, it might be too casual for an academic essay.
Imagine handing your text to the reader. Would they find the tone appropriate? Would a professor expect something more formal? Would a colleague find it unnecessarily stiff?
Check the first and last paragraphs. Writers often start at one register level and drift to another as they relax into the writing. The opening and closing should match.
Look for your most informal and most formal sentences. If the gap between them is more than one level on the five-point scale, you likely have a consistency problem.
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