Grammar & Compositions >> Message Writing

Note Making

Have a look at the conversation below and the message that follows:

Varun: Hello! Is it 23285069?
Varsha: Yes, it is. May I know who is calling?
Varun: I am Varun Jain from Bhopal. Could I speak to Mr. Amar Jain, my brother in law?
Varsha: Good morning Uncle! I am Varsha. I'm sorry, Dad is not at home. In fact he left for morning walk barely five minutes ago and may not return for an hour or so.
Varun: Well I had an important message to convey to him. Could you please convey it?
Varsha: Sure, Uncle. I am leaving for school, but I shall leave a message for him.
Varun: Tell him that the deal for sale of land has been finalized. He must come to Bhopal on the 23rd of this month to sign it and get the money.
Varsha: I'll let my dad know that. Thank you for calling.

What is a Message?

"A Message is a very brief composition written to convey some important information to somebody with whom the writer of the message couldn’t have a verbal composition."

The format:

  • Date and time
  • Brief salutation
  • Writer's name/signature at the end of the message
  • Enclose the message in a box

Points to remember:

  1. A Message does not need an address.
  2. Time and date of receiving the message should be mentioned
  3. A brief salutation should be given.
  4. The message has to be brief, as it should contain only what is essential in clear, accurate language.
  5. Put your name/signature at the end of the message.
  6. Always write the message in reported speech.
  7. The message should be written in a box.
  8. Keep to the word limit.
  9. Phrasal form of sentences is also acceptable.

Avoid the following:

  1. Address of the receiver/writer of the message.
  2. Extra unnecessary information.
  3. Crossing of the word limit.


What are Telegrams?

"Telegrams are used to convey some news or message quickly. Every word in the telegram costs money so the message should be written in shortest possible wording. But your message should be absolutely clear."

A Telegram has the following parts:

    1. Address: The address should be written as briefly as possible.
    2. Courtesy titles like Shri, Mr., Mrs., etc., should be omitted.
    1. Message: It should be as brief as possible.
    2. Use the word 'stop' for a full stop to separate sentences. No other punctuation marks should be used.
    3. Articles, prepositions, conjunctions, pronouns, verbs should be omitted.
  1. Signature: The surname or the first name of the sender is enough in telegrams if the addressee is well-known to the sender. But in Official or Business Telegrams, the name of the sender is written in full. The name is written on the right hand side after the message.
  2. Not to be telegraphed: Sender's name and address is given after the signature. No money is charged for it.

Points to remember:

  • Everything is written in block letters.
  • Time and date should be written in words, e.g, 25.12 should be written as TWENTY FIFTH DEC and for 8 A.M. write EIGHT MORNING. (TWENTY FIFTH will be counted as one word.)
  • EXAMPLE 1: Sudha was going home for winter holidays. She had written to her parents that she would be arriving on 15th November. But due to heavy snowfall, the trains were cancelled from Shimla to Kalka. So she sent a telegram telling her parents about this. Write the telegram in 20 words.

    Do it yourself: You are Kabir Ahmed. You had to appear for an interview in Bangalore on 14th March. But due to a severe attack of flu you cannot appear for the interview. Send a telegram to Dy Director, Apollo Tyres requesting him for another date for the interview. Write in 25 words only.



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