Formal language is a style of speech and writing used when addressing someone we do not know, or someone we respect and on whom we would like to make a good impression. Formal language is always used when writing academic articles, such as an essay.

For your essay, you need to know and apply the rules for formal language.

The rules for formal language

1.       Use “Could” and “May” Instead of Informal Modals

Modal verbs are “hulpwerkwoorden” and a type of “helping verb” that often express permission, necessity or possibility.

For example, in the sentence “Tim can direct the project,” can is the modal verb indicating that Tim has permission to direct the project. In English, some modal verbs are considered more formal or polite than others. Some common examples are below.

Rule	Example
Instead of can, use could. This is especially important when asking questions.	We could make a reservation for your clients at the bistro. Could I use your restroom, please?
Instead of might, use may.	I may schedule the meeting for Friday, depending on her schedule.
May is another formal alternative for can in questions or when expressing permission.	May I use your restroom, please? You may leave work early.

 

2.      Avoid Abbreviations and Short Forms

Short forms and abbreviations are usually spelled out fully in formal written English.

For instance, we say cell phone or mobile phone instead of cell, examination instead of exam, television instead of telly or TV and photograph instead of pic.

Examples:

Could you please repeat your cell phone number?

The date of the examination is March 23.

This photograph needs more editing before it is published.

Spell out common abbreviations like as soon as possible instead of simply typing ASAP and congratulations instead of congrats.

Examples:

Could you send me the report as soon as possible? Thanks!

Congratulations on your new job, Tom! I am extremely proud of how far you have come.

Similarly, be sure to avoid text-speak or internet slang in formal contexts, even in emails.

Rule So if someone says or writes something funny, make sure you don’t reply with “lol :)” or “lmao” or “omg!”

Example Instead, you can respond with “That is hilarious!” or something similar.

3.      Avoid contractions

Formal language doesn’t use the apostrophe to shorten/contract verbs and adverbs.

Incorrect formal language	Correct formal language
Don’t / doesn’t	Do not / does not
I’m / you’re / he’s / we’re	I am / you are / he is / we are
Wasn’t / isn’t / weren’t	Was not / is not / were not
I’ve / you’ve / she’s / we’ve	I have / you have / she has / we have
I’d / you’d / it’d / they’d	I would / you would / it would / they would
I’ll / you’ll / she’ll / we’ll / they’ll	I will / you will / she will / we will / they will
Can’t / couldn’t / mustn’t / shan’t / won’t	Cannot / could not / must not / shall not / will not

Keep in mind: it is still allowed to use the apostrophe to show possession.

Examples

This looks like Youssra’s dress.

I cannot believe Tom went for a long lunch during the company’s big meeting.

• Use full sentences

When you’re talking, it’s easy to make a longer sentence, as punctuation is implied. However, whenever you’re writing, your punctuation and grammar need to be on point. Using long, complex sentences shows off your English, but, of course, also creates the possibility to make grammatical mistakes.

Make sure your sentence is always a full sentence. Below are some examples of incorrect sentences, and how to improve them.

Incorrect sentence	Correct sentence
Completely unacceptable!	This is completely unacceptable.
The children played in the sprinkler the dog joined them.	The children played in the sprinkler and the dog joined them. Or The children played in the sprinkler. The dog joined them.
The children played in the sprinkler, the dog joined them
The children played in the sprinkler and the dog joined them but the cat sat on the sidewalk.	The children played in the sprinkler, and the dog joined them. However, the cat sat on the sidewalk. Or The children played in the sprinker. The dog joined them, but the cat sat on the sidewalk.

• Use formal vocabulary

Informal vocabulary, such as using “let”, is something that should be avoided when using formal language. Instead, you should use more formal vocabulary to substitute the informal words. For “let”, for example, that could be “permit” or “allow”. It’s up to you to practice with this and utilize your knowledge.

• Avoid using personal pronouns

In an essay, you should avoid using personal pronouns (I, you, we, they / me, your, our, their) and instead opt for grammatical structures that eliminate the need for personal pronouns. Have a look at the examples below.

With personal pronoun	Without personal pronoun
If you use personal pronouns, you’ll get a lower grade.	Using personal pronouns can lead to receiving a lower grade.
I think the most important part of your day is having a good breakfast.	A nutritious breakfast is an important part of a healthy diet.
I tested the hypothesis.	The hypothesis was tested.*
I think that this statement is true.	This essay will argue that this statement is true.
In conclusion, most companies pay some of their senior staff very high salaries and, although many people think this is unfair, I believe that it is necessary for a company to ensure that its best and brightest rise to the highest levels.	In conclusion, most companies pay some of their senior staff very high salaries and, although many people think this is unfair, this essay has argued that it is necessary for a company to ensure that its best and brightest rise to the highest levels.

It is rather easy to use personal pronouns in your introduction and conclusion, but it is possible to use alternatives. Have a look at the table below.

Conclusion

This essay has argued…

*Although using the passive voice as done here may seem like a good solution, using it in your essay too much will lead to it becoming difficult to read, and, thus, will lead to a lower grade. You may use the passive, but try to use the active as much as possible.