One of the most important considerations in good writing is to determine the different writing style that is required before you commence. This is largely dictated by the target audience and the type of publication you are writing for. Two main styles of writing exist – informal and formal – and it is essential that you possess thorough knowledge of both.
Informal versus Formal
Writing for an audience will involve either a formal or informal style of writing. You need to consider who the target audience is and what type of publication you are writing for in order to determine the writing style that is appropriate. In terms of the target audience, are you writing for friends and family; for a room full of academic colleagues and lecturers; or perhaps for a board of directors?
Formal writing is less personal and more objective than informal writing. Formal writing is almost always targeted at an audience that has existing knowledge on a topic. Whether it is an academic paper or a business report, the key is to know how much existing knowledge those who are to read the publication possess.
In formal writing, it is important that you steer clear of slang and colorful words that you’d normally find in a creative writing publication. These types of words, however, are fine in an informal setting.
Another guideline when writing in a formal style is to not use contractions (e.g. 'don’t' or 'can’t'). Make sure you fully expand your words, such as ‘do not’ or ‘cannot’.
In informal writing, particularly online content, it is acceptable – and sometimes essential – to use short sentences.
In formal settings, complexity in writing is not only fine but is often required.
Formal styles dictate that writing should most often be done in the third person; whereas in informal writing, it is acceptable to use first person.
In formal writing, it is generally necessary to remain objective and not be seen as emotive. Instead of using an active voice, formal writing sometimes requires that the passive voice be used. For example, don’t write ‘we are concerned that’, instead write ‘there has been concern that’.
Although business and academic writing – two main styles of formal writing – may seem similar, there are distinct differences.
Perhaps one of the major divergences between these two writing styles is that often academic writing takes place to convey findings, results, and conclusions to other academics. Most often, the publication is an invitation to other academics to critically analyze or debate the findings. It is to invite deliberation and advance the field.
In business, however, writing is often straight to the point: here are the facts and this is what we need to do. It makes for a more ‘to the point’ style of writing.
Business writing needs to be attractive and enticing. It has to be in a format where information can be conveyed quickly. There is often much white space; headings and subheadings; bullet points; graphs; and pictures (University of Oregon, 2009). Academic writing, on the other hand, more often than not steers clear of most of this. These will be used but only to a minimum.
It can be difficult to know what is right and what is wrong when writing for different audiences. This is particularly the case when you are constantly writing for different audiences that require different writing styles.
References
University of Oregon 2009, Differences between Academic and Business Writing, Lundquist College of Business, viewed 9 July, 2009.