Learning to write in formal register is easy once you understand the basics.
When you write a job application, a business letter, an essay, or an academic article, you need to use the formal register.
It’s not only used in writing. In speaking, we use the formal voice when addressing a doctor or judge, or in ceremonies such as a marriage.
You certainly know when people speak formally. But what are the elements that change between formal and informal registers?
Formal vs. Robotic: Why AI Often Fails at Register
Let’s be honest, it is so tempting now to simply ask an AI tool to “make this text sound formal.”
However, AI-generated professional texts are not always in formal register, but in a robotic tone that could negatively affect your credibility. Here are a few points to consider.
Most AI tools have a statistical obsession with long transition words like furthermore, moreover, nonetheless, and consequently.
While these are formally correct, you know that using them in every sentence will make your text heavy and unnatural.
Like all forms of writing, formal register needs a logical flow, and heavy connectors are not always the best solution.
Another obvious sign of AI writing is sentence length.
An AI bot might give you four sentences in a row that are all 15 words long. But human writers use bursts by mixing long, complex thoughts with shorter points.
When AI tries to imitate formal register, it tends to use generic fluff.
It might say, “It is imperative to consider various logistical factors,” but a human writer would use a different point of view and say, “We must finalize the shipping schedule by Friday.”
For these reasons and more, it is always better to brush up on your writing knowledge and take full control of your writing in formal styles rather than relying on AI to do it for you.
Understanding How Formality Works
You might think that formal and informal is a simple switch. But language register is more of a sliding scale. Linguists generally identify six distinct levels of formality. Knowing where your writing sits on this scale helps you choose the right tone for a level of formality.
Frozen (Static): Language that never changes, such as the Pledge of Allegiance or wedding vows.
Formal: Professional and academic writing that follows strict grammatical rules.
Consultative: The standard “professional” voice used when talking to a doctor or a client.
Neutral: Fact-based writing that avoids emotion, common in technical manuals.
Informal (Casual): The conversational voice we use with friends or in blog posts.
Intimate: Highly personal language used with family or very close partners.
How do you control your register?
Shifting from a casual blog post to a formal essay isn’t just about using big words. It is a conscious process of adjusting and adapting the three core pillars in writing.
Vocabulary Choice: Swapping simple Anglo-Saxon verbs (like get) for more precise Latin-derived alternatives (like obtain).
Grammar and Structure: Moving from short, punchy sentences to more complex, compound structures that show logical connections.
Punctuation and Precision: Removing the “shortcuts” we use in daily life, such as contractions, abbreviations, and slang.
By making these adjustments, you can be sure your writing matches the formality expectations of your reader, such as applying for a job as opposed to sharing a funny story with a friend.
Now let’s look at ten key points in detail to help you write formally.
1. Remove all contractions
If there is a number one rule for formal writing, this is it.
You might think that it only applies to writing.
But when we speak formally, we also use full words.
It’s with pleasure that I’m here today to accept the award you’ve bestowed upon me. Informal
It is with pleasure that I am here today to accept the award you have bestowed upon me. Formal
The example sentence above is definitely formal because it uses the words bestowed, accept, upon, and pleasure.
You should note that this rule has softened to some degree. For academic and legal texts, it is still zero contractions. However, for business writing, such as reports or cover letters, minimal contractions are possible, while client emails now often use more contractions.
2. Avoid acronyms and abbreviations
Similar to contractions, you should rewrite all abbreviations in full.
The same applies to acronyms.
In reference to my letter to the SG of the WHO, I am still awaiting a reply. Informal
In reference to my letter to the Secretary-General of the World Health Organization, I am still awaiting a reply. Formal
Other common examples are, e.g., info and memo.
Use, for example, information and memorandum.
3. Avoid using phrasal verbs
The formal register tends to avoid Anglo-Saxon verbs such as hit, put, cut, got, and sometimes even go.
But phrasal verbs like give up, go away, put up with, go on, and look into should be avoided whenever possible.
We got your complaint, and we assure you that we will look into it asap. Informal
We received your complaint, and we assure you that we will investigate it as soon as possible. Formal
When you can’t think of a single-word verb to replace a phrasal verb, use a thesaurus to help you.
4. Use indirect questions
Direct questions are generally informal. So for questions in formal writing, you need to rewrite them in an indirect form.
Indirect questions use an introductory phrase and often remove the question adverb, do.
What time does the meeting start? Direct
Could you tell me what time the meeting starts? Indirect
Do you work in New York? Direct
I was wondering if you work in New York. Indirect
5. Remove slang and idioms
To maintain formality, be aware of slang and clichés. Also, avoid idioms and try to find better alternatives.
We sent your application to HR, and we are waiting for them to okay it. But sometimes, these things move at a snail’s pace. Informal
We sent your application to Human Resources, and we are waiting for them to approve it. However, these things often move slowly. Formal
Other common words to avoid include cool, awesome, and yeah.
6. Write numbers under one hundred
Knowing when to spell out numbers is an important point in formal writing.
Generally, you need to spell out numbers under one hundred and use digits for larger numbers.
But if a sentence starts with a number, it is always written in full.
2,000 people attended the exhibition, but only 45 people bought our products. However, we have 125 new contacts who may be interested in buying at a later date. Informal
Two thousand people attended the exhibition, but only forty-five people bought our products. However, we have 125 new contacts who may be interested in buying at a later date. Formal
7. Use longer linking words
When speaking or writing using the informal register, we tend to use and, but, and so, a lot.
The seven short coordinating conjunctions, for, and, nor, but, or, yet, and so, are often referred to by the acronym, Fanboys.
It is best in formal writing to replace these with longer linking words.
We received your delivery, but some items were damaged. So I have sent a list of the items you need to replace. Informal
We received your delivery. However, some items were damaged. Therefore, I have sent a list of the items you need to replace. Formal
8. Use longer verbs
As mentioned in point three, when you write in a formal register, you can often replace short Anglo-Saxon verbs with longer and better alternatives.
We got a new car last week, and I couldn’t wait to go for a drive. Informal
Can you put it on the table for me? Informal
We’ll have to cut that item from the agenda. Informal
We purchased a new car last week, and I was eager to drive it. Formal
Can you place it on the table for me? Formal
We will have to remove that item from the agenda. Formal
9. Use more complex sentences
Longer and more complex sentences are very common in formal writing.
Try joining short sentences together with perhaps relative pronouns.
We are waiting for the delivery. It should have arrived yesterday. But it is a result of the transport strike. Informal
We are waiting for the delivery, which should have arrived yesterday if it were not for the transport strike. Formal
10. Use noun phrases
It is one of the best little tricks when trying to write formally. All you need to do is use an object and turn it into the subject.
The big benefit is that it will help you avoid lots of sentences starting with I and you.
I went to the exhibition, and it was a great opportunity to meet new clients. Informal
The exhibition I attended was an excellent opportunity to meet new clients. Formal
Formal Vocabulary Cheat Sheet
Here’s a quick list of informal vocabulary and the appropriate formal alternatives.
Action & Task Verbs
Ask: Enquire / Request
Get: Obtain / Receive
Help: Assist
Check: Verify / Validate
Give: Provide / Donate
Tell: Inform / Notify
Planning & Strategy Verbs
Start: Commence / Initiate
End: Terminate / Conclude
Try: Endeavor / Attempt
Fix: Resolve / Rectify
Think about: Consider
Look into: Investigate
Phrasal Verb Replacements (The “One-Word” Rule)
Talk about: Discuss
Blow up: Enlarge
Go ahead: Proceed
Bring up: Mention
Put off: Postpone or Defer
Contractions in Business Emails
These are now considered acceptable in the professional “Consultative” register:
It’s (instead of It is)
I’m (instead of I am)
We’re (instead of We are)
Don’t (instead of Do not)
That’s (instead of That is)
Summary
If you follow the ten key points above, it’s easy to control your level of formality.
But as with all forms of writing, try to avoid using the passive voice when you write in the formal register.
Also, be selective with your vocabulary and try to use longer and better words whenever possible.
But if there is one takeaway, the biggest mistake you can make is using contractions in high-level academic or legal writing.
Related reading: Wish In The Past Tense For Present And Future Wants
