Learn to write clear, concise messages for various situations. Master message formats, essential information, and effective communication for both personal and formal contexts.
✅ Recommended for: Class 8-9 (Intermediate) | Class 10 (Review)
1. What is Message Writing?
Message: A brief written communication conveying information from one person to another, often when direct conversation isn't possible.
Key Features: Short, clear, includes only essential information, has specific format, written for someone who wasn't present to receive information directly.
Messages are everyday communication tools used in personal, academic, and professional settings. They help relay information accurately when you can't speak to someone directly. A good message saves time and prevents misunderstandings.
| Message Type | Purpose | Examples | Common Formats |
|---|---|---|---|
| Telephone Messages | Convey phone call information | • Someone called while you were out • Call back requests • Appointment reminders |
Message pads, sticky notes |
| Personal Messages | Share information with family/friends | • Notes for family members • Instructions for helpers • Reminders for roommates |
Notes, message boards, texts |
| Formal Messages | Official communication in workplaces | • Meeting updates • Task assignments • Information from superiors |
Memo format, email, message slips |
| School Messages | Communication between school and home | • Teacher notes to parents • School event information • Permission requests |
Diary notes, school apps, notes |
2. Message Format & Essential Elements
All messages follow a basic format with specific information in a logical order:
| Element | Position | What to Write | Example |
|---|---|---|---|
| Date | Top right or left corner | Current date | 15 March 2024 or 15/03/2024 |
| Time | Next to date or below | Time message was written/received | 10:30 AM or 3:45 PM |
| To: | Left side, after date/time | Name of person receiving message | To: Mom To: Mr. Sharma |
| From/Sender | Below "To:" | Name of person leaving message | From: Rahul From: Priya |
| Body/Message | Below sender information | Actual information to convey | Short paragraphs with essential details |
| Sender's Name | Bottom right corner | Final signature/name | Rahul or P. Sharma |
Complete Message Format Example:
Date: 15 March 2024
Time: 3:30 PM
To: Mom
From: Rahul
Message:
Mrs. Kapoor called at 3:15 PM. She wants you to call her back about the school picnic. Her number is 98765XXXXX.
Rahul
3. Writing Telephone Messages
Telephone messages are common in both homes and offices. They must be accurate and complete:
| Information Type | What to Include | Example Phrases | Why It's Important |
|---|---|---|---|
| Caller's Name | Full name if known | "Mrs. Sharma called" "A man named Raj called" |
Identifies who called |
| Caller's Number | Phone number to return call | "Her number is 98765XXXXX" "You can reach him at..." |
Essential for call back |
| Time of Call | When the call was received | "at 3:15 PM" "called around 11 AM" |
Helps prioritize responses |
| Message Purpose | Why they called | "about the meeting tomorrow" "regarding your appointment" |
Gives context to receiver |
| Urgency | How important/urgent | "Please call back ASAP" "Not urgent" "Important" |
Helps receiver prioritize |
| Action Required | What receiver needs to do | "Call back when convenient" "No need to call back" "Meet at 5 PM" |
Clear instructions |
4. Writing Personal Messages
Personal messages for family and friends can be less formal but still clear:
| Situation | Key Information to Include | Sample Opening | Special Notes |
|---|---|---|---|
| Going Out | • Where you're going • When you'll return • Who you're with • How to reach you |
"Gone to library with friends" | Include emergency contact if needed |
| Instructions | • What needs to be done • When it should be done • Any special instructions • Where things are kept |
"Please remember to..." | Be specific about locations/times |
| Reminders | • What to remember • Deadline/time • Importance level • Consequences if forgotten |
"Don't forget to..." "Important reminder..." |
Place where it will be seen |
| Information Sharing | • What happened • Who was involved • Any decisions made • Next steps needed |
"Just wanted to let you know..." | Keep it brief but complete |
5. Writing Formal/School Messages
Formal messages require more structure and politeness:
| Message Type | Key Elements | Appropriate Language | Format Tips |
|---|---|---|---|
| Teacher to Parent | • Student's name/class • Issue/achievement • Requested action • Meeting time if needed |
"Respected Parents," "Kindly note that..." "Your cooperation is requested" |
Use school letterhead if available |
| Parent to Teacher | • Child's name/class • Reason for message • Request/explanation • Contact information |
"Respected Ma'am/Sir," "I would like to inform..." "Kindly excuse..." |
Sign with full name and relation |
| Office Messages | • Date and time • Clear subject • Specific instructions • Deadline if any |
"Memo:" "This is to inform..." "Please ensure that..." |
Use memo format for offices |
| Permission Notes | • Student details • Reason for permission • Dates/times needed • Parent contact |
"I request you to kindly grant..." "Please allow my child to..." |
Include parent signature |
🎯 Message Writing Challenge
1. What essential information must be included in a telephone message?
2. Write a message from a parent to teacher requesting leave for a child.
6. Language and Style for Different Messages
| Aspect | Personal Messages | Formal Messages | Telephone Messages |
|---|---|---|---|
| Tone | Casual, friendly | Polite, respectful | Neutral, factual |
| Greeting | "Hi Mom," "Dear Dad" | "Respected Sir," "Dear Ma'am" | "Message for:" or none |
| Language | Simple, conversational | Formal, complete sentences | Clear, direct statements |
| Abbreviations | Allowed (TV, fridge) | Avoid or explain | Use standard ones (ASAP) |
| Closings | "Love," "See you later" | "Sincerely," "Respectfully" | Just your name |
| Details | Can include feelings | Only factual information | Only essential facts |
7. Common Mistakes to Avoid
1. Missing contact information: Telephone message without caller's number
2. Unclear purpose: Vague message that doesn't say why
3. Wrong tone: Too casual for formal or too stiff for personal
4. Incomplete information: Missing date, time, or essential details
5. Too long: Including unnecessary details in brief message
6. No sender identification: Message without who wrote it
7. Poor handwriting: Illegible message defeats the purpose
8. Wrong placement: Message left where it won't be seen
8. Memory Aids & Learning Tips
Message Checklist (5 Essential Elements):
1. ✓ Date and time
2. ✓ Recipient (To:)
3. ✓ Sender (From:)
4. ✓ Clear, complete message
5. ✓ Sender's name/signature
Telephone Message Formula (WHAM):
Who called? (Name)
How to reach them? (Number)
At what time? (Time of call)
Message? (Why they called/what they want)
Practice Strategies:
1. Always include basics: Date, time, to, from
2. Be specific: Names, numbers, times exactly
3. Keep it brief: One page maximum, often just few lines
4. Use clear headings: "To:", "From:", "Message:"
5. Write neatly: Message must be readable
6. Place strategically: Where recipient will see it
📝 Practice Message Writing
Go to Message Writing WorksheetIncludes: Telephone messages • Personal messages • Formal messages • School messages • Format practice • Complete messages • Answer key
