Academic writing is one of the key aspects of higher education and scholarly communication. Regardless of the type of essay, research report, dissertation or reflective assignment that students are preparing, they will be expected to present ideas clearly, objectively and credibly. Academic writing is one of the most vital aspects that makes it different from regular communication, as the tone should be formal. By knowing how to use a formal tone and applying it, writers can build their authority, keep their professional presence and communicate most effectively.

Why Formal Tone Matters

The formal tone is a style of writing that is professional, respectful, objective and accurate. When writing for academic purposes, slang, contractions, overly emotional language, and casual expressions should be avoided. 

Formal tone helps to make writing for academic purposes clear and professional.

For instance, an informal sentence like ‘I think this is a great topic’ can be rephrased as a more academic statement of the topic: ‘This topic is significant because it contributes to the understanding of the subject area. The updated version doesn’t include too much enthusiasm for the subject, and it concentrates on the applicability of the subject.

Why Formal Tone Matters

The formal tone is essential as academic writing is geared toward the transmission of ideas in an orderly and evidence-based manner. A formal style shows that the writer has treated his/her topic with seriousness and has thought of what the academic reader is expecting.

• Increases credibility by using formal language contributes to the appearance of being knowledgeable and credible.
• Clarifies the use of specific language, minimises ambiguity and simplifies the reader’s understanding of the writer’s argument.
• Works ethically by ensuring not to inject opinions or feelings into academic text.
• Uses a professional tone by maintaining that a formal tone is used to match that of a university, academic paper or journal.

Key Characteristics of Formal Academic Writing

Objective language

The keywords of academic writing should be facts, evidence, analysis and not emotions. A formal way of writing this statement would be “Research indicates that when social media is used excessively, it can negatively impact mental health.”

Precise vocabulary

To choose words correctly in written compositions. The use of vague words or phrases (e.g., a lot of or things) should be changed by using more specific words and phrases (e.g., numerous or factors or variables).

Third-person perspective

The third-person style is used in other third-person subjects in many forms of writing, such as academic writing, to convey a focus on the person or thing or subjects of a discussion, rather than the writer. For instance, “The study suggests” may be a better way to express than “I believe the study demonstrates.”

Use of evidence

In academic writing, formal writing is primarily based on evidence used to back the argument. The writer should make use of data, research and scholarly references to validate his/her arguments. This is a good way to enhance the quality of the writing, and shows a familiarity with the literature.

Common Mistakes to Avoid

The writing process of editing allows writers to recognise and edit out unnecessary language.

• Maintaining a formal tone can be difficult for students since so many of the ways that people speak in everyday conversation can enter into writing. Common mistakes include:
• Use of contractions (don’t, can’t) rather than “do not” or “cannot” for don’t, can’t, etc.
• Use of slang or colloquialisms (for example, using ‘kids’ instead of ‘children’).
• Raising claims (statements) without supporting evidence or citation.
• Making strong, extreme or exaggerated claims (e.g. “This is irrefutable”).
• Avoid rhetorical questions, or conversational phrases that lower the level of the writing.

Strategies for Developing a Formal Tone

• Doing some planning before writing: Structure ideas coherently, clearly and logically to help develop arguments.
• Use exact words: Use academic language instead of vague/casual words.
• Communicate effectively with evidence: Make statements with the findings from research, statistics, and/or scholarly sources.
• Edit carefully: As you read through, mark any informal language, contractions and emotive language and change them to more formal language.
• Read academic sources: The writer becomes familiar with conventions of formal academic sources (journal articles and scholarly books).

Conclusion

Knowing academic writing style is important for creating credible, clear and professional writing. The formal tone helps the writer to present ideas objectively, provide evidence to support ideas and get a message across to an academic audience. This avoids casual language, clarifies precise language, and carefully revises to enhance the quality of students’ writing and satisfy higher education expectations. This practice is something that needs to be developed over time, but it will impact improved academic achievement and more confident academic communication.