Explanation of Official Communication
Only learning the language does not make you good at communicating your thoughts and ideas, you need to learn communication, you need to learn how to communicate with others so that your ideas get clear to others as well. There are types of communication, such as everyday communication and official communication. In our day-to-day life, we communicate simple things all the time with others, and this communication is, for the most part, formal, and it can be regarded as everyday communication. But then there is one other important type of communication, which is formal, and official, and hence, regarded as the official communication.
So, for the students of commerce, learning the official communication is very important, because good and effective communication is at the core of every good corporation. And hence, Vedantu provides a complete explanation on the topic of Official Communication, its types, and examples as well.
What is Communication?
In the simplest terms communication means the exchange of thought and ideas between two or more people. And almost all living beings do it in one way or the other. While the communication of animals and birds is limited to very few things, the communication of human beings is kind of endless. That is to say, a human can literally think about anything, and also, they can communicate the same with others. And all this communication is possible because humans have language, it is one of the most powerful tools.
What is Official Communication?
Official communication or formal communication is the name given to the type of exchange of information. It takes place within a formal or official place between colleagues or with higher-ranked officials. Official Communication helps to maintain a professional, healthy workplace environment, as required and directed by the organization. Official communication follows definite communication rules. It is controlled by the chain of command that follows all the rules of the organization. There are various ways in which the information and orders are passed on based on the hierarchy of the company. It is essential to maintain the hierarchy in official communication without being disrespectful to anyone.
As said earlier, communication, in general, means the process of exchange of thoughts and ideas between two or more people, and when the same thing happens at the official level then it becomes official communication. That is to say, the communication which takes place in the official or the corporate or the business sphere is regarded as the official communication. In an even simpler manner, we can say that the exchange of thoughts and ideas between the officials and its subordinate, between the business partners is regarded as the official communication.
While having this type of communication, that is to say, while having official communication, there is a set of rules which you have to follow. Like how to address your superior or your subordinate etc. Also, many organizations prepare their own set of communication rules which one has to always follow. And also, official communication takes a different form according to the hierarchy of the organization, and it is necessary for everyone to maintain this hierarchy.
Types of Official Communication
According to the direction of the flow of information within the workplace or organization, official communication can be categorized into different types.
Downward Communication
Downward Communication is a type of official communication where information is passed down from the management level or the highest level of hierarchy to the subordinate levels or the lower levels of the official system.
The information that flows down through downward communication includes mostly orders, instructions, and circulars. This type of information may either be verbal or may be transferred through reports, emails, letters, manuals, or directives.
Upward Communication
Upward Communication, as the name suggests, is the opposite of downward communication which is used when information has to be sent from the lower levels or the subordinate level to the higher or the management level of an organization. The information transferred through this method mostly includes reports, requests, grievances, complaints, suggestions, etc.
Horizontal or Lateral Communication
Horizontal or lateral communication methods are the types of official communication techniques used when the flow of information is within or between co-workers or colleagues. The information remains within the same level of the official hierarchy.
Diagonal or Crosswise Communication
This type of communication takes place when the employees of different levels of the official hierarchy communicate with different departments of the same office or organization. This type of communication is not limited to any department. It is inclusive of all levels.
Solved Examples
What is the Official Communication Network?
Ans: To understand the process or pattern in which official or formal communication takes place, we must understand what the official communication network is. The official communication network is the pattern of how people of a formal community interact with each other.
There Are Several Types of Official Communication Networks. They Can Be Classified Into the Following Categories.
Wheel Network
This is a centralized form of official communication where all the information flows from one central person like the leader to the subordinate members. The other members, except the leader, have little to no input in the flow of information.
Chain Network
In this type of official communication, the information either flow up or down the official hierarchy. Here, a person gets information and passes it on to the immediate superior or junior, and the chain follows.
Circle Network
It is a decentralized form of communication where the information is shared equally among the members present. Here, each person receives and gives information equally, and all have an equal chance to participate.
Free Flow Network
In this type of official communication, everyone is connected and information can flow freely without any order. It is the most decentralized form of official communication. Everyone is connected and can freely communicate without any inhibition.
Inverted V Communication
The Inverted V Communication or Y communication is a pattern of official communication where the subordinate is allowed to speak to their immediate superior and the superior of their superior, simultaneously.
Hence, there are several types and patterns of ‘Official Communication’ existing in the official hierarchy. It is essential to learn about them to strive in the official community.
Did You Know?
It is suggested not to use Whatsapp or any such social media to transfer official information. It is best to send official documents over mail unless specifically asked not to.
Whatsapp is not considered as an official application over which you can send important official documents and data. You should send only relevant information over the mail. Be polite and respectful of whoever you are sending it to. It is also preferable not to share bad news over email. Always do it in person or over the phone.
FAQs on Essentials of Official Communication
1. What is official communication and why is it essential for a business?
Official communication, also known as formal communication, is the process of exchanging information through predefined channels within an organisation's structure. It is essential because it ensures discipline and order, facilitates clear delegation of authority and responsibility, helps in maintaining a permanent record of decisions, and promotes overall operational efficiency.
2. What is the main difference between formal (official) and informal communication in an office?
The primary difference lies in their structure and purpose. Formal communication follows the official chain of command, is documented, and is used for work-related matters like policies, orders, and reports. In contrast, informal communication (like the grapevine) does not follow any set path, is often verbal, arises from social interactions, and is not officially recorded.
3. What are the main types of official communication based on the direction of information flow?
Official communication is primarily categorised into four types based on its direction:
- Downward Communication: Information flows from higher levels of management to subordinate levels (e.g., orders, circulars).
- Upward Communication: Information flows from subordinates to superiors (e.g., reports, suggestions, grievances).
- Horizontal Communication: Information is exchanged between individuals at the same hierarchical level (e.g., departmental coordination).
- Diagonal Communication: Information flows between individuals at different levels and in different departments (e.g., a junior accountant contacting a senior marketing manager).
4. How does the purpose of upward communication differ from that of downward communication?
Their purposes are fundamentally opposite. The purpose of downward communication is to direct, instruct, inform, and evaluate employees. Its content typically consists of goals, policies, and feedback. Conversely, the purpose of upward communication is to provide feedback to management, report on progress, and raise issues. Its content includes performance reports, suggestions, and grievances, allowing management to gauge the organisational climate.
5. What are the essential elements of effective official communication?
For official communication to be effective, it must possess several key elements, often summarised as the '7 Cs'. These include: Clarity (unambiguous message), Conciseness (to the point), Correctness (accurate information and grammar), Completeness (all necessary information is included), Concreteness (supported by facts), Coherence (logical flow), and Courtesy (respectful tone).
6. What is a communication network, and can you provide an example of its importance?
A communication network is the pattern of channels through which information flows among members of an organisation. For example, in a Chain Network, information flows strictly up or down a formal hierarchy, which is important for maintaining command in a structured organisation like the military. In contrast, a Wheel Network, where all information flows through a central leader, is vital for teams that require strong, centralised coordination.
7. Can you provide a real-world example of horizontal and diagonal communication?
Certainly. An example of horizontal communication is when the Head of Marketing and the Head of Sales meet to coordinate a new product launch strategy. An example of diagonal communication would be a junior engineer from the Production department directly emailing the Senior Manager of the IT department to resolve a software glitch on the factory floor, bypassing their immediate supervisors for speed.
8. What are the key components to include when writing a professional official email?
A professional official email should always contain the following components to ensure clarity and professionalism:
- A clear and specific subject line that summarises the email's purpose.
- A formal salutation (e.g., "Dear Mr. Sharma,").
- A concise and direct body, with key information presented clearly.
- A courteous closing (e.g., "Sincerely," or "Regards,").
- A professional signature with your name, title, and contact information.
9. In which business scenario would a decentralised communication network be more effective than a centralised one?
A decentralised network, such as the 'Free Flow' or 'All-Channel' network, is more effective in scenarios that require high levels of collaboration, innovation, and rapid problem-solving. For example, it is ideal for brainstorming sessions, research and development teams, or project task forces where members need to communicate freely with one another without the bottleneck of a central leader.
10. Why are modern messaging apps like WhatsApp generally considered unsuitable for critical official communication?
While convenient, apps like WhatsApp are often unsuitable for official matters due to several risks. These include a lack of formal record-keeping for auditing or legal purposes, potential data security and privacy breaches, the difficulty in separating professional and personal conversations, and the absence of a clear trail for official approvals and directives.
