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MESSAGE WRITING

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A message is a short, informal piece of writing conveying information received over the telephone, public address system or in person, to a person for whom the information was intended but who was not at hand to receive the information.

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In other words, it is a piece of information given by a third person to be passed on to a particular person. Messages must be brief, yet have all the information. It is usually a telephonic message that has to be reported/passed on to someone.

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message is the method of conveying information in a precise and clear manner.

  • How to write a message effectively:
  • Use appropriate language, style and format.
  • It can be written both in a formal and informal tone.
  • Be clear, brief and direct

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General Instructions for message writing:

  • A message does not need an address.
  • The message must be put in a box.
  • The key points are to be very brief and precise

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How to Write a Message?

  • Since a message is received at a particular time and conveys important information that the receiver must act upon, a message must have a date and time.
  • The name of the person for whom the message is intended must be clearly mentioned.
  • The message must convey all relevant details like the name of the person who left the message, the reason for leaving the message and the follow-up action required.

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Message

Date:

Time:

Name of person for whom the message is intended (salutation must be very brief)

Body of the Message�Include all the relevant details such as:

  • Reason for the message
  • Follow-up action required to be done

Name of the person writing the message (need not use complimentary close)

Formatt:

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Body of the Message

1. Put down all the relevant details such as:

  • name of the person who gave the message
  • reason for leaving the message
  • follow-up action required

2. The language used should be clear and accurate.

  • Be brief. Write down only the essential details.
  • Use short phrases/sentences and not complete sentences, but punctuate properly.
  • Avoid using ‘I’ unless essential. Use imperatives if possible.
  • Omit verb phrases, articles, determiners and prepositions where possible.
  • Use indirect speech.

Do not add information

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 MESSAGE��

​

DATE

​

​

TIME 

​

​

SALUTATION

                                                                                 

  CONTENT 

     ��   

 

WRITER’S NAME

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QUESTION:�

Read the conversation between Sam and Joseph. Sam was going out and so he left a message for his father. Write the message in about 50 words.��Joseph: Can I speak to Mr. Simon?�Sam: I am sorry. He is out of station.�Joseph: When is he expected back?�Sam: He will be home by tomorrow evening.�Joseph: Could you please remind him that Anil's wedding is on December 30? We had planned to go�together. But since my son is in hospital, I will not be going for the wedding. George is going and he can join him. Tell him to give me a ring when he comes back.�Sam: Sure, uncle.�Joseph: Thank you, Sam.

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18th December, 2014�10:30 am���Dad,��Mr. Joseph called to remind you that Anil's wedding is on 30th December. He and you had planned earlier to go together. But due to hospitalisation of his son, he will not be able to go for the wedding. You can accompany Mr.George for the occasion. Call him when you are back.��Sam.

                                             SAMPLE MESSAGE

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THE END