Formal communication is when people use the rules of language in a conversation or in writing format.

In a conversation, it would be more likely for you to use formal communication when in an interview or writing a letter to a business or maybe work. Advantages of formal communication: Proponents of formal communication argue that: (1) Because formal communication is official, it is more binding and thus more likely to be obeyed. (2) Because formal communication is written, it is more precise and thus less likely to be misunderstood. (3) Because formal communication is written, it is traceable at all times and can be preserved (with numerous copies available for distribution). (4) Because it is official, formal communication establishes responsibility of the sender and receiver beyond any doubt. (5) Formal communication saves time and effort that would otherwise be consumed in informal talks, in discussions, and perhaps in arguments. (6) Formal communication avoids the embarrassment of face-to-face contact between the parties when the subject of communication is sensitive or painful.

c. Disadvantages of formal communication: Formal communication has also been widely criticized on the following bases: (1) It is too rigid, in that it limits information within the department to that sanctioned by the chief or supervisor. (2) It follows a classic format commonly referred to as "bureaucratic jargon," the cautious phraseology of which is not conducive to true understanding and often serves to obscure the real meaning of a communication. (3) It fails, in most cases, to identify the reasons behind the message; and this lack of explanation can be very frustrating to the recipient. (4) It is costly in terms of secretarial effort, reproduction costs, and delivery time. (5) It smacks of authoritarianism, since orders descend to a much greater extent than reports and feedback ascend to leadership positions (and since social matters are seldom mentioned). (6) It fails to motivate employ, since it is usually impersonal. (7) It often underestimates the intelligence of recipients by focusing on elementary or trivial matters. (8) It can be divisive, separating personnel into "recipients" and "nonrecipients."

Informal communication is when people do not use the rules of language and may use slang in conversation. It would be more likely for you to use informal communication when you see a

friend on the streets and you have a chat. It would also be informal like chatting on MSN or Facebook. Informal communication is personal, unofficial, and mostly verbal. Advantages of informal communication: Proponents of informal communication advocate its use for the following reasons: (1) Informal communication is less official and less intimidating. It can therefore enhance the flow of new ideas and plans without the fear of ridicule or punishment. (2) Informal communication is personal, which imbues it with the enthusiasm and zeal of the participants rather than dry, bureaucratic logic. (3) Since it is usually verbal, informal communication allows both parties to discuss and explore the hidden dimensions of organizational matters in a two-way communication pattern. (4) Informal communication can be a convenient way of explaining to workers why the department operates as it does. It promotes disclosure of underlying motives and pressures through an atmosphere of free, yet discreet, discussion.(5) Informal communication can refute rumors and put an end to gossip that can otherwise sprout up in a formal environment filled with unanswered questions. (6) Informal communication can unite workers and foster a spirit of camaraderie based on the discovery of shared concerns and interests. (7) Informal communication can pave the way for a harmonious relationship between officers and their superiors, and can thus promote cooperation based on mutual understanding and concern.

Disadvantages of informal communication: On the other hand, informal communication is not a panacea for all organizational ills. Opponents of informal communication make the following arguments against its use:

(1) It is too loose and therefore difficult to define or apply systematically. (2) It can result in the spread of inaccurate information and half-truths. If carried to an extreme, it can result in second- and third-hand information being presented as original, factual, and trustworthy. (3) It can lead to the indiscriminate disclosure of classified information. (4) It is too often emotional or laden with sentiments which can distort or change its meaning. (5) Because it is verbal, it is hard to trace when an inquiry becomes necessary. (6) Its social advantages are questionable, since it is only as constructive as the participants make it.

Advantages of Email The benefits of e-mail are huge in number.

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Easy to use: E-mail frees us from the tedious task of managing data of daily use. It helps us to manage our contacts, send mails quickly, maintain our mail history, store the required information, etc. Speed: The e-mail is delivered instantly, anywhere across the globe. No other service matches the e-mail in terms of speed. Easy to prioritize: Since the mails have subject lines, it is easy to prioritize them and ignore unwanted mails. Reliable and secure: Constant efforts are being taken to improve the security in electronic mails. Thus making it one of the secured ways of communication. Informal and conversational: The language used in e-mails is generally simple and thus makes the communication informal. Sending and receiving e-mails takes less time, so it can be used as a tool for interaction. Easier for reference: When one needs to reply to a mail, there is a provision in the mailing system to attach the previous mails as references. This refreshes the recipient's knowledge, on what he is reading. Automated e-mails: It is possible to send automated e-mails using special programs like the autoresponders. The autoresponders reply back to the sender with generalized prewritten text messages. Environment friendly: Postal mails use paper as a medium to send letters. Electronic mail thus, saves a lot of trees from being axed. It also saves fuel needed in transportation. Use of graphics: Colorful greeting cards and interesting pictures can be sent through emails. This adds value to the e-mail service. Advertising tool: Many individuals and companies are using e-mails to advertise their products, services, etc.

Disadvantages of Email The e-mails, though beneficial in our day-to-day life, has got its own drawbacks that are off late coming to the fore.



Viruses: These are computer programs having the potential to harm a computer system. These programs copy themselves and further infect the computer. The recipient needs to scan the mails, as viruses are transmitted through them and have the potential to harm computer systems. Spam: E-mails when used to send unsolicited messages and unwanted advertisements create nuisance and is termed as Spam. Checking and deleting these unwanted mails can unnecessarily consume a lot of time, and it has become necessary to block or filter the unwanted e-mails by means of spam filters. Spamming includes, sending hoax e-mails. E-mail spoofing is another common practice, used for spamming. Spoofing involves deceiving the recipient by altering the e-mail headers or the addresses from which the mail is sent. Hacking: The act of breaking into computer security is termed as hacking. After the email is sent and before it is received by the desired recipient, it "bounces" between

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servers located in different parts of the world. Hence, the e-mail can be hacked by a professional hacker. Misinterpretation: One has to be careful while posting any kind of content through an email. If typed in a hurry, the matter could be misinterpreted. Lengthy mails: If the mail is too long and not properly presented the reader may lose interest in reading it. Not suitable for business: Since the content posted via e-mails is considered informal, there is a chance of business documents going unnoticed. Thus, urgent transactions and especially those requiring signatures are not managed through e-mails. Crowded inbox: Over a period of time, the e-mail inbox may get crowded with mails. It becomes difficult for the user to manage such a huge chunk of mails. Need to check the inbox regularly: In order to be updated, one has to check his e-mail account regularly.

6 march 2011

To Managing Director Sunflower Ad Media Co. Ltd. 23/E, Bananni, Dhaka-1213

Subject: Interested in your job vacancy.

Dear Sir/Madam, Good day. I have seen your advertisement in Daily Star with heading of job vacancy on graphics designer post. I knew your Ad firm is a very popular company in the Media. I have already had all the qualifications that you have demanded for this job. I have attached my resume with this application.

It will be highly appreciate able if you call me and give me a chance to face interview board.

Cordially yours

Md. Raisul Islam