How can you determine the formality level for a memo or report?

The formality or tone of voice should be adapted for who we want to communicate with, and who we are writing on behalf of. Are we writing for ourselves? In which case the voice should be authentic and reflects the formality of how we normally front ourselves. Are we writing on behalf of a larger body? Then we should tune into their brand image.

Determining the formality level of a memo or report involves assessing various factors, primarily dictated by audience and purpose. Firstly, consider the familiarity of your audience with the subject matter and their expectations. For instance, a report intended for senior executives may necessitate a more formal tone and language due to their professional standing and the gravity of the topics discussed. Moreover, industry standards play a crucial role. In sectors like law or finance, where precision and adherence to conventions are paramount, a higher level of formality is expected compared to creative industries where a more casual tone may be acceptable. Organizational culture also influences formality.

The audience's expectations, the style, and the goal should guide the appropriate level of formality. Formal language is characterized by the use of standard English, more complex sentence structures, infrequent use of personal pronouns, and lack of colloquial or slang terms.

Understanding the memo’s purpose helps in gauging the appropriate level of formality for effective communication. For instance, a memo regarding internal policy changes might adopt a more formal tone to convey seriousness and professionalism. Conversely, a memo about casual office events or reminders may embrace a more informal tone to foster a friendly atmosphere among colleagues.

Understand the demographics and preferences of the memo recipients. Executives, senior managers, or external stakeholders may expect a higher level of formality compared to colleagues or team members.

You will have to determine if the memo or report is Informal, Semi-formal or Formal by doing that you will be able to use appropriate words/language. For formal you could use Mr. and avoidance of contractions (e.g., "do not" instead of "don't"). For Informal you could use Hey or Hi followed by their name. Semi formal, you could use Dear Juan or Dear Mr. Juan.

Urgency and Importance: The urgency and importance of the message may impact the formality level. Critical or time-sensitive issues may necessitate a more formal tone to convey seriousness and urgency. Relationship between Sender and Recipients: Consider the level of familiarity and hierarchy between the sender and recipients. Formal language may be more appropriate when addressing superiors or unfamiliar colleagues, while a more relaxed tone may be suitable for addressing peers or close team members.