Message Writing

1.0Preface

Although the use of cell-phones has greatly reduced the need of a written message, its importance cannot be denied. Scores of messages for others are written everyday by the members of families, classmates, colleagues, bosses and employees. Therefore, it is very important to learn to write short and clear messages. The purpose of writing a message is to give information or news to a person who is not present. This is usually written on the basis of a conversation between two or more people. Usually this is about a telephonic conversation but not necessarily.

A message is a very short composition meant to convey an important piece of information to somebody whom one cannot meet in person.

2.0What is Message Writing?

A message is a news or request meant for some people. You can easily communicate through a telephone. But sometimes, the person for whom the message is meant is not at home and someone else has to receive it. So the receiver should write it clearly for the person for whom the message is meant.

Objectives

• To retrieve information
• To interpret the conversation
• To convert into a message
• Precision and clarity in writing

A message writing is written in a certain format which includes a systematic form of date, time and other required things. Following a particular format helps in proper arrangement of information and ideas that one is going to write in a message.

3.0Format of A Message Writing

HEADING- Message writing begins by writing the word "Message" in bold and capitals. It is written in the middle of the line. This is done in order to catch the attention of the person for whom the message is drafted.

DATE- The date is written on the left-hand side of the page. It is written in expanded form.

TIME- Time can be written both on the left and right sides of the message. However, it is preferable for you to mention it on the right side in order to show a wise usage of space.

SALUTATIONS- Before writing the main content (body) of the message, it is important to address the reader. It helps in avoiding ambiguity and appears to be polite.

BODY- It is the main content of the message wherein you provide all the information that needs to be conveyed to the person you are unable to contact. It is important to stick only to vital information and keep the body of the message short and crisp. Avoid using long sentences.

SENDER- Once you are done with the body of the message, mention your name (or the one given in the question) on the left-hand side of the page. This helps the reader to identify the sender of the message. Enclose the message within a box.

4.0Points to Remember for Message Writing

1. A message does not need an address.
2. Only a brief salutation should be given, e.g., Dear Ram.
3. Time and Date of receiving the message should be mentioned.
4. Write the message clearly and accurately.
5. Do not add anything of your own.
6. Put your name/signature at the end of the message.
7. Keep to the word limit.
8. Always write the message in reported speech.
9. Phrasal form of sentences is also acceptable.

5.0Solved Example

1. Read the following conversation between Mr. Chugh and Aakash Chopra and write this Message in not more than 50 words.

Message

May 20, 20×× 11:00 A.M.

Sir Mr. Chugh, Secretary, Bharti Cellular Ltd., rang up to say that the Emergency Board Meeting to be held at 5 P.M. today has been cancelled. He wants you to inform Mr. Khosla also.

Aakash Chopra

6.0Recall

1. A message writing is a very short composition meant to convey an important piece of information to somebody whom one cannot meet in person.
2. It uses the imperative structure, as far as possible.
3. A message is always written in a particular format.
4. Usage of ' I ' is generally avoided in message writing.
5. A message need not be written in complete sentences.
6. Indirect speech is used in message writing.
7. The language of the message is simple and clear.
8. Sentences must be properly punctuated, leaving no scope for confusion or misinterpretation.
9. The ideal word limit of a message writing should be 40-50 words.