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How to write a Message

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Consider the following situations:

1. The phone rings and the person for whom the call is meant for is not at home.
2. Mr. A goes to his friend's place to discuss some important matter only to find the he / she is not there.
3. Mrs. B needs to go out for shopping and will be late in return. Her husband and children who are not at home now are likely to return before she does.

What is the best thing to do in such situations?

Yes, leaving behind a short message and clearly written message is the best idea.

Although telephony has greatly reduced the need for a writing message, its importance cannot be underestimated. Everyday, members of our family, classmates, colleagues, bosses, employees write hundreds of messages for others. Thus, learning to write a short and clear message is a very important writing skill.

Most often the question on message writing has been input in the form of a telephone conversation between two people. The vital information conveyed in the conversation is to be converted into a message for a third person. Sometimes, however, the question will involve standard rubrics (instructions) containing the necessary information for the message.

Important points to remember

1. You don't need to write sender's or receiver's address.
2. Give only a brief salutation. e.g. Dear Uncle.
3. Mention the time and date when the message was written. This information can be placed on wither side of the page.
4. You may write the name of the person for whom the message is meant at the top.
5. Place the entire content in the box and do not forget to write the question number.
6. Write only the important points. Do not add anything on your own.
7. Put the sender's name/signature at the end of the message.
8. Contracted form of the words like I'll, don't etc. and abbreviations and symbols can be used. Sometimes phrases instead of complete sentence may be used.

Sample Usage

You are Arjun. You have invited your friend, Ashu for the tea tomorrow. But you have to leave for Chandigarh at once with your parents. Ashu's telephone is temporarily out of service. Send him a written message conveying your regrets in not more than 50 words.


18 September 2009
5:30 p.m.


I'm afraid I won't be able to welcome you to tea tomorrow as I have to rush to Chandigarh with parents. If you don't mind could we have the tea on some other day? As your phone is temporarily out of service so I am sending this written message to you.

I‘m extremely sorry for the inconvenience.


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