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This is a short letter. Since it is usually informal and written in a hurry, the complete format of a letter is not followed. Only the bare essentials are written without any formal salutation or ending, introduction or conclusion. One can say that only the body of the letter is written in minimum number of words.
A well written message must inform its reader
- Who called.
- What the caller called for.
- Whom to contact.
- Who did the caller call for.
- Where to meet or wait.
- When to meet or come or expect.
- What to bring.
Format for writing messages
- Draw a box
- Write the word MESSAGE on the top
- Mention date and time of writing the message.
- Salutation (to whom the message is addressed to).
- Mention the contents of the message in not more than 50 words.
- Name or signature of the person writing the message.
Format
Example-1
Read the telephone conversation below, and write a message to be left at Renu's desk, telling her what the caller wanted to convey to her, in about 50 words.
Vikas:s: Hello! Is it 564293? Could I speak to Renu? Renu Prakash who works in the sales section?
Receptionist: I'm sorry, Miss Renu Prakash has not come in yet.
Vikas: I am her brother, Vikas calling from Bhopal. Could you tell her that her mother is serious and has been admitted to a hospital?
Receptionist: I'm sorry to hear that. Is there anything else you want me to convey to her?
Vikas: Yes, please tell her that she should catch the evening flight and that I'll pick her up from the airport.
Receptionist: I'll certainly do that. I'll leave a message for her now as I am going out later. I'll personally make arrangements for her to catch the evening flight to Bhopal. Please don't worry.
Vikas: Thank you very much. Your help is greatly appreciated.
Model Answer
- Use the rough workspace to plan out your message or note. Remember it has to be written within the stipulated word limit.
- First note down all the important details that need to be included.
- Then write out the note. Count the number of words. If it exceeds the word limit, cut it down by using different words, changing the structure of the sentence or leaving out a detail that is comparatively less important. If less, make sure you have not left out any important detail. Through trial and error bring it upto the word limit.
- Remember there is no need for any introductory, or concluding line, just convey the core message. You should be able to cull it out from the vast matter given.
- Finally write out the fair draft.
Now work out these exercises on your own
Example-2
Ajay: Hello! Could I speak to Kiran?
Kiran: Speaking.
Ajay: This is Ajay here.
Kiran: What's up Ajay?
Ajay: It's my birthday tomorrow. I am having a party at 6.30 p.m.
Kiran: That seems fun. Where? At home, isn't it?
Ajay: Yes, where else? My mother has promised, we could have the first floor to ourselves.
Kiran: I'll certainly be there.
Ajay: Do me another favour. I have been trying to call Raj all morning, but I just cannot get him. His phone must be out of order. Will you please invite him for me?
Kiran: Sure, I'll do that immediately.
Ajay: Thanks a lot! Both of you make sure you are here at 6.30 p.m. sharp.
After this telephone conversation with Ajay, Kiran goes to Raj's house next door. But he is not at home. So, Kiran leaves him a note. Write this note for Kiran in about 50 words.
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