How choosing the right level of language affects credibility and relationships
In business English, the challenge is not only choosing the right words. It is choosing the right level of language.
Say something too informal, and you may sound unprofessional.
Say something too formal, and you may sound distant or unnatural.
Many non-native speakers learn formal English in textbooks, but real workplaces operate somewhere in between.
This article will help you recognize that balance and use it effectively.
Why This Matters
Language level sends a message about who you are.
It signals:
- professionalism
- confidence
- cultural awareness
In business, the goal is not to sound formal. The goal is to sound appropriate.
Appropriate language builds trust. It shows that you understand both the message and the environment.
“Get” vs “Obtain”
These two words often describe the same action, but they feel very different.
Informal:
- “I will get the information.”
- “Did you get the file?”
More Formal:
- “I will obtain the information.”
- “Did you obtain the file?”
In most workplaces, “get” is completely acceptable in conversation and emails.
“Obtain” can sound too formal unless you are writing a report or legal document.
Best Practice
Use:
- “get” in everyday communication
- “obtain” in formal writing
“Fix” vs “Resolve”
This pair is very common in business settings.
Informal:
- “We need to fix this issue.”
- “I will fix the problem.”
More Formal:
- “We need to resolve this issue.”
- “I will resolve the problem.”
“Fix” is widely used and usually acceptable.
However, “resolve” sounds more professional, especially in client communication.
When speaking with clients or senior leadership, “resolve” often creates a stronger impression.
“Buy” vs “Purchase”
These words are similar, but the tone is different.
Informal:
- “We need to buy new equipment.”
More Formal:
- “We need to purchase new equipment.”
In spoken communication, “buy” is natural and common.
In written communication, especially reports or proposals, “purchase” is preferred.
“Help” vs “Assist”
This is a subtle but important distinction.
Informal:
- “Can you help me with this?”
More Formal:
- “Could you assist me with this?”
Both are correct. The difference is tone.
“Help” feels direct and friendly.
“Assist” feels more formal and structured.
In many workplaces, “help” is actually preferred because it sounds more natural.
When Informal English Is Better
Many learners believe that more formal English is always better.
That is not true.
In modern workplaces, especially international teams, slightly informal language often sounds:
- more natural
- more collaborative
- easier to understand
Examples:
- “Let’s look at this together.”
- “I will send it shortly.”
- “Can you check this when you have time?”
These are professional, even though they are not highly formal.
When Formal English Is Necessary
Formal language is important in specific situations:
- reports and proposals
- communication with clients
- legal or contractual discussions
- presentations to senior leadership
In these cases, more formal vocabulary improves clarity and credibility.
Examples:
- “We recommend implementing the following changes.”
- “The company will purchase additional resources.”
- “This issue has been resolved.”
A Simple Rule You Can Use
When deciding between formal and informal language, ask yourself:
Who am I speaking to, and in what situation?
Then adjust:
- Team conversation → slightly informal
- Client communication → more formal
- Written report → formal
- Quick message → natural and simple
Good business communication is not about sounding impressive. It is about sounding right for the situation.
Common Mistake to Avoid
Some learners mix levels in the same sentence.
Example:
- “We need to fix this issue immediately in order to obtain a better solution.”
This sounds inconsistent.
A clearer version:
- “We need to resolve this issue immediately to improve the outcome.”
Consistency matters as much as word choice.
Final Thought
Professional English is not one style. It is a range.
The most effective communicators know how to move along that range depending on the situation.
When you learn to adjust your level of language, you do more than improve your English.
You improve how people respond to you.
And in business, that makes a real difference.