Chapter 13 – Message Writing

13. MESSAGE WRITING

What is Message Writing?

A message is a brief piece of information shared with someone. It can be oral or written. A written message conveys information to someone who is not present at the moment. It is an important means of communication and provides clear and concise information.

A message is generally based on a conversation between two persons. The person receiving the information writes it down for the person who is unavailable. It should be written in an appropriate style and format, including only the important details.

Important Features of a Good Message

1. Use a box: Write the complete message inside one outline box.
2. No addresses: Do not write the addresses of the sender or receiver.
3. Word limit: Keep the message within the prescribed limit of 50 words.
4. Date and time: Mention the date and time when the message is written.
5. Salutation: Use an appropriate salutation or the receiver’s name.
6. Indirect speech: Report the conversation in indirect speech.
7. Simple language: Use clear, simple and easy-to-understand language.
8. Relevant details: Include only important information.
9. Abbreviations: Use appropriate symbols and abbreviations wherever necessary.
10. Writer’s name: Write your name at the end of the message.

Format of Message Writing

A message should follow this format:

Steps to Write a Message

1. Read the conversation carefully: Understand who has called, whom the caller wants to speak to and why.
2. Identify the important information: Note the purpose of the call, dates, times, places, instructions and other necessary details.
3. Address the receiver: Begin with the name of the person for whom the message is intended.
4. Use indirect speech: Convert the speaker’s words into reported speech. For example, “I will come tomorrow” becomes “He said that he would come the next day.”
5. Keep it brief: Avoid unnecessary details and remain within the 50-word limit.
6. Complete the format: Write the heading, date, time, salutation, message and writer’s name inside one box.

Common Mistakes to Avoid

• Do not use direct speech or reproduce the entire conversation.
• Do not include irrelevant details.
• Do not forget important dates, times, places or instructions.
• Do not write the sender’s or receiver’s address.
• Do not exceed the prescribed word limit.
• Do not forget to mention the date, time and writer’s name.
• Do not draw separate boxes around individual lines. Use one box for the complete message.

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SOLVED SAMPLES

Sample 1

1. Read the telephonic conversation between Nidhi Sharma and Pulkit.

Nidhi Sharma: Hello! Is it 20xxxx10?

Pulkit: Yes. May I know who is calling?

Nidhi Sharma: This is Nidhi Sharma. Can I speak to Madhu?

Pulkit: No, she has gone to the library.

Nidhi Sharma: Please tell her that her interview scheduled today at 12:30 p.m., for job at BSNL office, has been postponed by one day. Now it will be held tomorrow at 11.00 a.m. sharp at the same place. She should reach BSNL office in time and also bring her original certificate along with two sets of photocopies. Don’t forget. It’s important.

Pulkit: Sure, I will convey the message.

Nidhi Sharma: Thanks.

Answer:

Sample 2

2. Read the telephonic conversation between Manav and Sonam.

Manav: Hello, May I speak to Simran?

Sonam: I am sorry. She is not at home.

Manav: Why didn’t she come to school today?

Sonam: She has gone to attend a marriage with her mother.

Manav: Will you please convey my message to her?

Sonam: What is it?

Manav: Tell her to bring my drawing and sketch book to school tomorrow. She should also get a set of oil colours. I shall meet her at the school tomorrow.

Sonam: Ok. I will tell her.

Manav: Thanks.

As Sonam was to go out for a meeting, she wrote the message for Simran.

Answer:

Sample 3

3. Read the telephonic conversation between Karan and Supriya.

Karan: Hello Supriya, where is Prem?

Supriya: He has gone to the market.

Karan: Please tell her that I am going out for two days, so I will not be joining her for daily practice sessions in the evening.

Supriya: Fine. Is there anything else I shall tell him?

Karan: Yes, tell him to inform Shagun and Raman also about my programme.

Supriya: Ok.

Karan: Ok. Bye.

As Supriya has to go out, she writes a message for Prem.

Answer:

Sample 4

4. Read the telephonic conversation between Aradhya and Aman and write the message.

Aradhya: Hello, Aman. Can I speak to Mother?

Aman: Mother is not at home. She has gone to a neighbour’s house.

Aradhya: I have been selected for Inter-State Debate competition to be held at New Delhi. I have to leave for Delhi tomorrow at 05:30 a.m. Please ask mother to do my packing for this programme as I will be back home late tonight from the college library.

Aman: Fine, I will tell mother.

Answer:

Sample 5

5. Read the telephonic conversation between Manjit and Prem and write the message.

Prem: Hello, Is this Palak on the other side?

Manjit: No, I am Manjit, Palak’s sister. She has gone out to the market and shall be back after two hours.

Prem: This is Prem here. Please tell her that my birthday falls on 11 October and that she is invited to my birthday party at 07:00 p.m. at my house. I shall be waiting for her.

Manjit: I’ll convey your message.

Prem: Thanks a lot.

Manjit writes the message for Palak:

Answer:

Sample 6

6. Read the following telephonic conversation and write the message.

Minakshi: Hello, Is it Mr. Chadha?

Gopal: Mr. Chadha is busy on the shop floor. Is there any message for him?

Minakshi: Yes Sir. Please tell him that boss has called an urgent meeting of all department heads in his Conference Room at 02:00 p.m. today. Please ask him to bring the latest production details of this month.

Gopal: Sure, I’ll convey your message.

Minakshi: Thank You.

Answer:

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EXERCISE FOR PRACTICE

Question 1

1. Read the following telephonic conversation and write the message.

Kunaal: Hello ! Can I Speak to Jasmine?

Saina: Hello ! Jasmine is not at home. I am her friend.

Kunaal: Would you please give my message to her?

Saina: I will. Please tell me what do you want me to tell her.

Kunaal: Kindly tell her we shall be visiting her office tomorrow at 11.00 a.m. for Accounts inspection. She should keep her records ready.

Saina: I will convey your message to her.

Answer:

Question 2

2. Read the following telephonic conversation and write the message.

Mrs. Gupta: Hello ! Am I speaking to Seema?

Maid: Good morning, Madam. Memsahib is not at home. I am her maid.

Mrs. Gupta: Will you convey my message to her?

Maid: Please tell me madam.

Mrs. Gupta: Please tell her that my son is getting engaged on this Saturday. The marriage ceremony is going to be solemnized at Hotel Taj, Mumbai on coming Monday at 07:00 p.m. She, along with her family, is invited to attend the ceremony. Her attendance will be highly appreciated.

Maid: I will convey your message.

Mrs. Gupta: Thanks.

Answer:

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CHAPTER SUMMARY

• A message is a brief written communication for someone who is unavailable.
• It is generally based on a telephonic or face-to-face conversation.
• A good message should be clear, concise and complete.
• Use indirect speech and include only relevant information.
• Follow the prescribed format: heading, date, time, salutation, message and writer’s name.
• Keep the message within the prescribed 50-word limit.
• Draw one outline box around the complete message.

Remember: The purpose of message writing is to convey important information accurately and briefly to the intended person.