Message Writing
What is a Message?
A message is a short record of information noted for conveying it to the person whom it is for and who is
not present at the moment to receive it. The aim of a message is to convey information to its owner as
soon as he or she is back. Therefore, it is usually written on a small slip of paper and left at a place easily
visible to him or her.
Format of a Message
Message
Date: (When the message is written)
Time: (When the message is written)
Name, (of the person for whom the message is meant.)
Body: Important details, e.g. Caller’s name and reason for calling (where applicable) and other information
conveyed by the caller.
Message writer’s name
Tips for Writing a Message
• A message should be written in less than fifty words. So, keep it brief and to the point.
• Practise writing messages focusing on conveying more information with few words.
• While cutting down words, important information such as date and time when the message is noted
should not be missed.
• Ensure easy understanding of the message by avoiding grammatical errors and spelling mistakes.
• Use simple or compound sentences instead of complex ones where possible.
Sample Messages
Sample 1
Message from a telephone operator about the dispatch of a parcel.
Message
24th March 2015
8.00 AM
Mr Sanadya,
Karan, dispatch head of Extel Conglomerate called. He thanked you for the order and said
that the package has been dispatched and should reach within four working days.
Maya (Telephone Operator)
Sample 2
Komal writes to Kajal about breakfast she has prepared and the evening plans.
Message
13th March 2015
7.30 AM
Kajal,
I was getting late for work so I couldn't wait for you to return home. I have prepared
breakfast in case you are hungry. I will meet you in the evening. Till then, have a nice day.
Komal
Sample 3
Mother informs Monika about a call from the receptionist regarding a meeting.
Message
17th April 2015
7.30 PM
Monika,
The receptionist at your office called to inform that you have to attend the client’s meeting
with your boss scheduled for tomorrow. Your boss has mailed you a brief about the same.
You are asked to go through it at the earliest.
Mom
Sample 4
Anjali informs Anuja about cousin Shrutee’s trip has been postponed.
Message
20th June 2015
4.17 PM
Anuja,
Your mother called to inform that your cousin Shrutee has postponed her plan to visit. Her
flight was cancelled at the last moment due to turbulent weather. She will contact you when
the arrangements are done for the next visit.
Anjali
Sample 5
Maya informs Sameer about his brother’s call regarding grandfather’s illness and request to come back to
Pune as soon as possible.
Message
27th March 2015
6.15 PM
Sameer,
Your brother Mohan called to inform that your grandfather is seriously ill and has been
admitted to the hospital. He asked you to return to Pune as soon as possible. I called our
travel agent and booked a seat for you on the next flight out.
Maya
Sample 6
Mother leaves a note for Amit to confirm his presence at Karan’s 18th birthday party at a resort in Vasai.
Message
16th July 2015
6.30 PM
Amit,
Karan called to invite you for his birthday party which is on the 20th of this month. It is his
18th birthday so they are celebrating it at his uncle’s resort at Vasai. He asked you to call
back and confirm whether you will be attending.
Mother
Sample 7
Rajdeep informs Rohan about an apology call from Eat All Pizza House for the incorrect order they
delivered and the compensation they will offer.
Message
31st February 2015
12.15 PM
Rohan,
The manager of Eat All Pizza House called to apologise for the incorrect order they
delivered yesterday. As compensation, they will send a Large Spicy Chicken with Double
Cheese Pizza free of cost this evening.
Rajdeep
Sample 8
Mahesh leaves a message for his mother about his urgent appointment with the passport officer and the
possibility of coming home late.
Message
4th September 2013
4.45 PM
Dear Mom,
I have received an urgent call from the passport office. The officer needs a few details from
me for my passport renewal. I have an appointment with him at 6 PM and the meeting may
go on for another hour. Don’t worry if I come home late.
Mahesh
Sample 9
Sandhya informs Jaya about Aunt Sarita’s call regarding the organic vanilla plant stems she bought from
Kerala for Jaya.
Message
15th August 2015
5.15 PM
Dear Jaya,
Aunt Sarita called to inform that she got the organic vanilla plant stems you asked for from
Kerala. She would like to know when you can visit her and pick them. Please call her back.
Sandhya
Sample 10
Sandhya informs Kshama about her internship application being accepted by RD Corporation.
Message
31st March 2015
5.15 PM
Kshama,
The head of HR at RD Corporation called to inform that your application for internship at
their organisation has been accepted. They asked you to call them back as soon as
possible to finalise your date of joining.
Sandhya
