Definition: Formal communication is a flow of information through a predefined channel. The information is controlled and deliberately communicated. It flows the hierarchical structure of an organization and follows a proper chain of command.
Types of Formal Communication
- Vertical Communication
- Horizontal Communication
- Diagonal Communication
Vertical Communication
In vertical communication, information flows between different levels, from top to bottom or bottom to top.
Vertical communication can be:
- Downward Communication
- Upward Communication
Downward Communication
This is the most common communication type in any organization. Here, information flows from top-level to lower levels. It usually comes in the form of a memo or an email.
This communication is authoritative and intended to get the job done.
It can include notices regarding changes in the organization, transfers, promotions, changes in duty, any instructions, holidays, and leave.
Mostly this communication is formal and written, but sometimes it can be given orally, especially to lower-level workers.
Upward Communication
In upward communication, information flows from lower levels to upper levels. Generally, it comes through a memo or an email. This communication intends to provide feedback to the top management.
This communication type includes responses to management queries, status or progress reports, and resource requests.
Horizontal Communication
This communication flows through the same level. Information given between the department or section heads is an example of horizontal communication.
Horizontal communication also occurs within the same section, where it is mostly spoken, while communication between department heads can be oral or written depending on requirements.
Horizontal communication is also known as lateral communication.
Diagonal Communication
In diagonal communication, information flows between different departments and levels—for example, communication between a department head of one section and the lower-level employee of another section.
Diagonal communication is known as crosswise communication.
Characteristics of Formal Communication
- It is a controlled communication.
- It follows a chain of command.
- It defines rules and regulations.
- It helps build formal relationships.
- It can be used as a reference point.
- It can be in written or in oral form.
Examples of Formal Communication
- Memos
- Formal Meeting
- Notice
- Conference
Summary
Formal communication is the way an organization disseminates information. It is controlled and follows the chain of command.
straight forward and effective
easy to understand