Message Writing - English Grammar Class 7 PDF Download

A short written note left for someone to convey information quickly is called a message. Messages are used at home, in school, at offices and on the telephone when the person for whom the information is intended is not present. A well-written message is brief, clear and contains all necessary facts such as the date, time (if needed), the recipient, the message body and the sender's name. The examples that follow show common types of messages such as telephone notes, desk notes and simple notices.

What a Good Message Should Include

A good message must be short, complete and polite. It should state who called, from where (if known), the purpose of the call or the key information, any action required and who is to act on it. Always begin with the date. If the time is relevant, include it next. Use a salutation (Dear/Name) when the message is personal. Sign with your name at the end so the receiver knows who left the message.

Standard Format of a Short Message

• Date (e.g., 10 June, 2016)
• Time (optional; when the call or event happened)
• Salutation or recipient name (Dear X / X)
• Message body - the information to be conveyed (brief and to the point)
• Sender's name (person who left the message)

Practical Guidelines (Points to Remember)

• Write the date clearly at the top.
• Give the time if it matters (for meetings, appointments or urgent calls).
• State who called and, if possible, where they called from.
• Give the main information first - reason for calling, action requested or arrangement made.
• Use simple, polite language and avoid unnecessary details.
• If an action is required (for example, to call back or to grant leave), say so clearly.
• Sign your name at the end so the recipient knows who left the message.
• Keep the message short - usually one or two short paragraphs or a few lines.

Examples 

Q.1. You are Ram. This morning you received a call from Mr. Mohan, your father's friend. Your father was out. Mr. Mohan asked you to convey to your father that he was in fever and not in a position to go to the office today. He has asked your father to inform the Managing Director about it. Write the message for your father.

10th June, 2016
10 a.m.
Dear Father
This morning Mr. Mohan rang while you were out. He said that he has a fever and will not be able to go to the office today. He has asked you to inform the Managing Director and to request that his leave be granted. He will submit a leave application when he comes to the office.
Ram

Q.2. Read the following conversation carefully.
Ram: I am Ram, a friend of Mohan. Where is he?
Sohan: He has gone to the market. Can I help you please?
Ram: Oh, Sure. Please convey to him that today's music classes shall remain suspended because the teacher is not well. The same will be held on Sunday. Could you please pass this message to him ?
Sohan: Oh ! Sure.
Ram: Thank you.
As Sohan is going to his tuition classes he needs to write the message for Mohan.
Write the message on his behalf.

1st June, 2016
10 a.m.
Dear Mohan
Your friend Ram called while you were at the market. He said that today's music class is suspended because the teacher is unwell. The class will be held on Sunday.
Sohan

Q.3. Sashi had the following conversation with Ajith, a friend of his elder brother:
Ajith : May I speak to Rohan, please ? I am Ajith, his friend.
Sashi : Rohan is not at home. I am Sashi his brother. Can I do anything for you ?
Ajith : I have to inform something to him.
Sashi : Please tell me. I will inform him.
Ajith : Yesterday, we had decided to meet at 5 p.m. in Colony's park. So please remind him.
Sashi : Sure, I will inform him when he comes back.
As Sashi had to leave for his tuition classes, write the message on his behalf.

10 June, 2016
10 a.m.
Brother
Ajith rang while you were out. He asked me to remind you about your meeting with him at 5 p.m. in Colony's Park today. Please do not forget.
Sashi

Q.4. Read the following telephone conversation between Geetha and Sonum Sonum is about to leave home and will not be able to meet Rohit. She leaves a message for him. Write that message, using not more than 50 words.
Geetha: It is Geetha here. Sonum, you know India International Trade Fair 2017 is on. I plan to visit it today.
Sonum: Oh ! it is a wonderful idea. But why not make it tomorrow ?
Geetha: No. Tomorrow I am busy. Let's make it today. Surinder is coming with me. You bring Rohit with you.
Sonum: He is not at home at present. But rest assured, he will be happy to be with us. He expressed a desire to visit it earlier.
Geetha: Then it is settled. Please wait for us at Gate No. 3 at 1.30 pm today. In case, you reach earlier, please wait for us. If we reach earlier, we shall look for you.
Sonum: Fine. It shall be all right. We shall reach in time.
Geetha: All right. Bye till then.
Sonum: Bye.

February 3, 2017
Rohit
We are visiting the India International Trade Fair 2017 today. Geetha and Surinder will wait at Gate No. 3 at 1.30 p.m. I shall be back from the office by 12 noon. Please wait for us there until then.
-Sonum

Q.5. Write a message to be left at the desk of Anu about a telephone received for her when she was away. Write the message in about 50 words.
Karan: Hello. Is it 23319167 ? Could I talk to Anu ? Annu Malik who works in purchase section?
Receptionist: That's right. But I'm afraid Anu, Miss Annu Malik has not yet arrived.
Karan: Could you convey to her that her mother is quite serious in Chandigarh and she should leave for Chandigarh immediately ? She is in the state of coma.
Receptionist: That's unfortunate. Anything else that I must convey.
Karan: Yes, that she should carry sufficient clothes. You never know about a patient in coma. I'm sure you will do this favour. Could you trace her ?
Receptionist: Yes. I'll. I can understand the urgency. I pray for her recovery. Bye. By the way whom was I talking to ?
Karan: Karan, Karan Bhatia, her next door neighbour in Chandigarh.

14 December, 20xx
Miss Annu Malik
A telephone message from Karan Bhatia, your neighbour in Chandigarh, was received at the reception while you were away. He informed me that your mother is in a very serious condition and is in a coma. Please leave for Chandigarh at once and take sufficient clothes with you.
Receptionist

Q.6. Read the following telephone conversation that took place when Rama answered the phone at Future Knowledge Encyclopaedias and Reference books. Write the message that Rama leaves for Mr. Debu using not more than 50 words.
Mr. Murli: Hello, This is Mr. Murli from Madras. May I speak to Mr. Debu please ?
Rama: Mr. Debu is not in at the moment. May I take a message for him ?
Mr. Murli: Please convey my thanks to him. I have just received the encyclopaedia I ordered. The last payment would reach him tomorrow. I would also like some information on the latest reference books in Geography.
Rama: I'll make sure he gets that message, Mr. Murli.
Mr. Murli: Thank you.

March 3, 20xx
Mr. Debu
Mr. Murli from Madras telephoned for you. He thanked you for the encyclopaedia he ordered and said he has received it. He assured that the final payment will reach you by tomorrow. He also asked for information about the latest reference books in Geography.
-Rama