Most people think that formal writing is about adding fancy words to the writing. However, it is more about the tone and writing style than complex vocabulary. It is a way to describe ideas in a precise yet professional manner.
It is a common perspective that refined writing is only suitable for academics or business documentation. However, it is also used in various manuscripts like job applications, business reports, legislatures, and journals. We all use this sort of writing at some point in our lives.
It is not easy to maintain a consistent tone throughout a full document. So, in this blog, we will learn the four methods that will help you throughout the process. Let’s get started!
When to Write in a Formal Tone?
Before we learn the writing process of a polished document, it is important to know when it is required. Not all sorts of content is written in a professional tone. Ask yourself these three questions before proceeding.
- Who is the targeted reader?
- Why are you writing this piece?
- What platform are you writing for?
Who
Think about your audience.
If you are writing to someone familiar, an informal style is usually fine. This type of writing is appropriate when messaging a friend, relative, or a casual coworker. It is also common when you are representing a laid-back brand or working in creative industries.
However, official language is the better choice when reaching out to someone you don’t know personally. For example, a company representative, a university professor, or a hiring manager. Moreover, you are supposed to write in a serious tone when submitting a research proposal or writing a government document.
Why
The reason you are writing also influences the tone of your writing.
Formal writing is preferred if the goal is to explain complex information, show expertise, or handle serious topics. Documents such as papers, official announcements, and reports should maintain professionalism to build credibility.
On the other hand, you might need to choose a relaxed tone if you are trying to engage casually with an audience. Still, it is always safer to lean slightly toward conventionalism when in doubt.
Here is a quick overview for choosing the right tone.
Choose Official Tone When:
- Applying for jobs
- Writing academic or technical papers
- Communicating with clients or superiors
- Preparing business reports
Choose Casual Tone When:
- Writing personal messages
- Posting on casual social media
- Chatting with friends online
- Blogging casually or storytelling
What
While choosing the tone, the application or the platform on which you will publish the content also matters.
Formal papers like legal contracts, company websites, and professional emails demand a professional tone. In contrast, platforms like Twitter, Instagram, or casual blogs encourage more friendly writing styles.
When you are unsure about the expected tone, look at examples from the platform or brand you are writing for. Align the tone with the platform’s style to make your content feel appropriate.
How to Sound Formal in Writing?
Now, we understand when we are supposed to use a formal writing style. So, let’s have a look at certain ways to achieve it.
Write From the Third Person’s Perspective
In professional writing, it’s important to keep a neutral and objective tone. That’s why most professional documents are written from the third person’s point of view. Instead of using personal pronouns, focus on the subject itself.
For example:
| Instead of writing in first person: | Say: |
| I believe this method works. | This method has proven effective. |
| You should submit your report. | The report should be submitted. |
| I think the result is good. | The result appears favorable. |
| You need to submit the form. | The form must be submitted. |
Using the third person creates a sense of professionalism and helps remove personal bias from your writing. It also makes it sound more reliable.
Use Stronger Words
Polished writing requires precise and impactful language. This does not mean you have to use complicated words, but you should choose stronger and more specific terms wherever possible.
For example:
- Replace “get” with “obtain”
- Use “find out” instead of “discover.”
- Change “deal with” to “manage”
When you reword text by replacing simple words with stronger alternatives, your writing naturally feels more credible. This small adjustment will make your writing sound much more authoritative and polished.
Create Complex but Clear Sentences
In casual writing, short and simple sentences work best. However, it is better to build more complex sentences for refined writing. This means connecting ideas thoughtfully using conjunctions, transition words, and dependent clauses.
Here are a few examples to elaborate on it further:
- Simple: “The team finished the project. They celebrated the success.”
- Complex: “After accomplishing the project, the team celebrated their success.”
You can use transition words like however, therefore, moreover, and consequently to link ideas clearly without sounding confusing.
Remember: Complex does not mean confusing. Therefore, always aim for clarity, even when adding details. With the right approach, anyone can learn to simplify complex sentences for clearer writing.
Complex doesn’t have to mean confusing—always aim for clarity, even when adding detail. With the right approach, anyone can learn to simplify complex sentences for clearer writing.”
Avoid Colloquial Words
Colloquial words, slang, and casual expressions sound natural in everyday conversation. But they have no place in formal writing. Therefore, instead of using contractions, always write the full forms. Such as can’t, won’t, it’s, would be replaced with cannot, will not, or it is. Similarly, replace casual words with more polished alternatives.
For example:
- Use “approximately” instead of “about.”
- Use “request” instead of “ask for.”
- Use “purchase” instead of “buy.”
Also, be mindful of your punctuation. Formal documents rarely use exclamation marks (!) or casual em dashes (—). Stick to periods, commas, and semicolons to maintain a serious tone.
Here’s a quick view:
| Casual | Professional |
| info | information |
| gonna | going to |
| tons of | numerous |
| check out | review |
Wrap Up
Official documents are required to be written in a polished tone. We have discussed the most important tips to help you achieve it. If you need further assistance, check out RewriteTool.net. It will help you convert the informal text to professional and formal writing in seconds. This rewriting tool will also maintain the same style throughout the text.
