Are contractions acceptable in business writing?

In most workplace emails, yes. They sound natural and friendly. Avoid them in very formal documents such as legal letters, formal complaints or academic papers.

How do I address someone if I don't know their name?

Try to find the name first. If you can't, use a neutral greeting such as 'Hello' followed by the team or department name, for example 'Hello Customer Support team'.

Is 'Hi' too casual for a first email?

In most modern workplaces it is fine. For very senior people, formal institutions or applications, 'Dear' plus the surname is safer.

Formal or Informal? How to Choose the Right Register for Any Message

Published 2026-10-21

Register is the level of formality in your language. The idea behind a message can stay the same while the wording changes completely, and choosing the wrong register is one of the quickest ways to sound out of touch. This guide shows what changes between formal and informal writing and how to pick the right level.

What actually changes between formal and informal

Register shows up in a few predictable places: vocabulary, sentence structure, contractions and the way you open and close.

Informal: Hey Sam, can you send me that report? Need it by tomorrow. Neutral: Hi Sam, could you send me the report? I need it by tomorrow. Formal: Dear Mr Lee, I would be grateful if you could send me the report by tomorrow.

All three ask for the same thing. What differs is the greeting, the form of the request, and how much the writer softens it.

Three questions that decide the level

Who is reading? A close friend, a colleague, a customer and a hiring manager each expect something different.
What is the relationship? If the other person has more authority or you have never spoken before, start more formally.
What are the stakes? A job application, a complaint to a company or a legal matter deserves care. A quick note to a teammate usually does not.

Words and phrases that signal each level

Formal writing tends to prefer 'purchase' over 'buy', 'assist' over 'help', and 'request' over 'ask for'. It avoids slang and abbreviations, and it uses full forms such as 'I am' and 'do not'.

Informal writing welcomes contractions, short sentences and everyday phrasing such as 'get', 'a lot' and 'sounds good'.

A mix of the two is fine as long as it is deliberate. The mistake is drifting between levels within a single message, for example opening with 'Dear Sir or Madam' and then writing 'gonna'.

Do not confuse formal with complicated

Formal does not mean long words and heavy sentences. Over-formal writing sounds cold and can hide the point. Compare 'Please be advised that the aforementioned document has been forwarded' with 'I have sent you the document'. The second is perfectly appropriate in most business settings.

Aim for clear and respectful rather than impressive.

Adjusting in the middle of a conversation

In an email thread or a chat, mirror the other person. If a client opens with 'Dear Ms Alvarez' and you reply with the same level, you are safe. If they reply with 'Hi Dana, thanks!', you can relax your tone to match.

Moving to a more informal level before the other person does can come across as presumptuous. Moving to a more formal level when they are friendly can seem distant, so match them rather than leading.

A quick final check

Before sending, imagine the message printed and handed to the reader in person. Would it sound natural? If it feels too stiff, loosen a phrase or two. If it feels too casual for the stakes, replace slang and add a proper greeting and closing.

FAQ

Q. Are contractions acceptable in business writing?: In most workplace emails, yes. They sound natural and friendly. Avoid them in very formal documents such as legal letters, formal complaints or academic papers.
Q. How do I address someone if I don't know their name?: Try to find the name first. If you can't, use a neutral greeting such as 'Hello' followed by the team or department name, for example 'Hello Customer Support team'.
Q. Is 'Hi' too casual for a first email?: In most modern workplaces it is fine. For very senior people, formal institutions or applications, 'Dear' plus the surname is safer.