What is a Message?
A message is a short and often informal piece of writing that conveys information obtained over the phone, over the public address system, or in-person to a person who was not present to receive the information. This way of message writing can be informal and formal as well. Sending messages has evolved so much since its start. Earlier it was via telegram and a postcard and now texting via smartphones has taken over. Even though it is an informal way of communication, when asked in an exam it is important to present with a proper message writing format.
Message Writing
What is the Format of Message Writing?
Whether it's a formal or informal message, it should be delivered in an appropriate format to the intended receiver. The message should be written kindly and courteously. Informal messages can be written in a laid-back or casual style that is understandable. It includes;
The message's heading- Heading can be decided based on the question of conversation or the message writing topics. It should be short and simple. It can also be mentioned as Message as the heading.
Time and Date- of the same day as writing.
Salutations- like Dear in informal and Hello in a formal message.
The message's body- It's the main point of your message; include all of the details you'll need to alert the person you can't reach.
Name of the sender
Rules of Message Writing
1. The essential ideas of the dialogue should be precisely and clearly incorporated into the message.
2. The mention of the sender’s address is not required.
2. A box should be used to enclose a message.
3. It should be formatted correctly.
4. The word limit should be set at fifty.
5. The message might be written in a casual or formal tone as per the question.
Practice Questions
Learn with the help of message writing examples provided below:
1. Write a message in response to the following conversation:
Jack: Hello! Is it Lohit’s place?
Rajendra: Yes. May I know who is there?
Jack: I’m Jack, Lohit’s friend. Can I talk to him?
Rajendra: Oh! Sorry. Actually, he has gone to the tuition now. Can I help you, please?
Jack: Oh, sure. In fact, I wanted to tell him that I know you are moving to a new house, so I would like to come and help him as he has been helping me a lot in school.
Rajendra: Oh sure! Thanks.
Jack: Take care
A Family
2. Read the following conversation and write a message accordingly:
Jennie: Hello! Is it Gautam’s place?
Riya: Yes. May I know who is there?
Jennie: I’m Jennie. Can I talk to him?
Riya: Oh! Sorry. Actually, he has gone to the market now. Is it anything urgent?
Jennie: Oh, sure. In fact, I wanted to tell him that the swimming lesson scheduled for tomorrow has been cancelled due to maintenance.
Riya: Oh sure! I will let him know.
Jennie: Thanks
Swimming
Do it Yourself
The following message writing exercises will help you learn to deliver the message in a proper manner.
1. Read the following conversation and write a message accordingly:
Alisha: May I speak to Priya?
Anmol: She is not at home.
Alisha: Then please ask her to bring my borrowed storybook from the library to school tomorrow as it has to be submitted to the Librarian.
Anmol: Okay who is speaking?
Alisha: I am her friend Alisha.
Library
2. Read the following conversation and write a message accordingly:
Neha: May I speak to Shreya?
Amol: She is not at home.
Neha: Can you please let her know that I will be late for the group meeting for the project discussion at Atul’s house and she can go early without me.
Amol: Okay who is speaking?
Neha: I am her friend Neha from the same class.
Group Discussion
FAQs on Message Writing: A Guide to Crafting Clear and Effective Messages
1. What is message writing in the context of the English syllabus?
In the English syllabus, message writing is a short composition skill designed to test your ability to clearly and concisely convey important information to a person who is not present. It is typically based on a telephone conversation or a short note, requiring you to extract the key details and present them in a structured format.
2. What is the correct format for message writing in an exam?
To score full marks, you must follow a specific format for message writing. The entire content should be enclosed in a box. The key components are:
- Heading: Write the word "MESSAGE" in the centre.
- Date and Time: Mention the date and time the message is being written on the left-hand side.
- Salutation: A simple greeting like "Dear [Recipient's Name]".
- Body: The main content of the message, which should be short and to the point (usually under 50 words).
- Sender: The name of the person writing the message.
3. What are the most important details to include in the body of a message?
The body of the message must contain only the most vital information. Focus on answering who the message is for, who gave the information, and what the core message is. You should include key details like the purpose of the call, any specific instructions, deadlines, or contact information, while leaving out polite but unnecessary conversation.
4. How do you decide whether to use a formal or informal tone in a message?
The tone of the message depends entirely on the context provided in the question. Analyse the relationship between the sender and the recipient. If the message is for a friend from another friend, an informal tone is appropriate. If it is for a parent from a teacher or for a boss from a client, you must use a more formal and respectful tone.
5. Why is there a strict word limit of around 50 words in message writing?
The word limit (usually 50 words) is a crucial part of the exercise because it tests your ability to be concise and precise. The main goal of a message is to deliver essential information quickly and without confusion. Sticking to the word limit forces you to filter out irrelevant details and demonstrate that you can identify and communicate the most important parts of a conversation effectively.
6. How does academic message writing differ from sending a modern text message or WhatsApp chat?
While both are forms of brief communication, academic message writing is fundamentally different from texting. A formal message is a self-contained piece of information intended for someone who is absent and cannot reply. It must follow a strict format and be perfectly clear on its own. In contrast, texting is often a two-way, continuous conversation that can use slang, emojis, and abbreviations, which are not acceptable in exam-based message writing.
7. What are some common mistakes to avoid in message writing to prevent losing marks?
Students often lose marks for simple mistakes. To avoid this, make sure you do not:
- Forget to draw a box around the entire message.
- Exceed the specified word limit.
- Miss any part of the required format, such as the date, time, or sender's name.
- Add your own opinions or information that was not in the original conversation.
- Use informal slang or abbreviations that are unsuitable for an examination.
