Message Writing
Message Writing
Message Writing: A message is a piece of information, news or request meant for someone. Messages can be verbal or written. Telephone is the quickest way of sending verbal messages, but sometimes, the person for whom the message is meant is not at hand and someone else has to receive it. The receiver may also have to leave the place after sometime. So he/she writes the message briefly but clearly and compactly for the person for whom it is meant.
Characteristics of a well-written Message: A well-written message must inform its reader:
Who called? Who did the caller ask for? What the caller wanted?
Where to go/wait? When to meet/come/expect? What to bring? Whom to contact?
Guidelines for Writing Messages
1. Mention the date and time of giving the message.
2. Mention recipient. Give brief salutation e.g., Papa, Mom (mother), Dear Uncle, Dear Aunt etc.
3. Write the name of the recipient/salutation at the top but just below the date and time.
4. Include only important points.
5. Always write the message in Reported Speech. Be clear and accurate.
6. Put your name/signature at the end of the message.
7. Stick to the prescribed word limit.
Avoid the following:
1. Address of the Receiver/Writer of the message.
2. Extra information.
3. Crossing the word limit.
Illustration: Mr Zafar calls up his friend and colleague Mr P.K. Kohli but the latter is not at home. Hiw daughter Karuna takes down the message. As Karuna, write the message for your farther, Mr Kohli in not more than 50 words. Put the message in a box.
Mr Zafar : Hello, can I speak with Mr Kohli, please ?
Karuna : I'm sorry, he is not at home. May I know who's calling ?
Mr Zafar : I'm Zafar, his colleague.
Karuna : O, hi Uncle Zafar. I'm Karuna. Can I take down the message for dad ?
Mr Zafar : Hi, Karuna ...... Please, tell you father to reach Hotel Greensway tomorrow .......
Karuna : Tomorrow ?
Mr Zafar : Yes, at 8.00 p.m. at the Sampan Banquet.
Karuna : Pardon! Which Banquet ?
Mr Zafar : At the Sampan Banquet. Our M.D. is organising a dinner party.
Karuna : O.K. Uncle, I'll convey the message.
Mr Zafar : One thing more, tell Mr Kohli to convey the same message to Mr Dutta also.
Karuna : All right, Uncle.
Mr Zafar : Bye!
Karuna : Bye!
Message 19 August 20xx 6.30 p.m. Papa Your colleague, Mr Zafar called up to say that you must reach Hotel Greensway at 8 p.m. tomorrow at the Sampan Banquet to attend the dinner party being organized by your M.D. He has also requested you to convey the same message to Mr. Dutta Karuna |
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