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Message Writing - Way of Conveying Information

Last updated date: 29th May 2024
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What is a Message?

A message is a short and often informal piece of writing that conveys information obtained over the phone, over the public address system, or in-person to a person who was not present to receive the information. This way of message writing can be informal and formal as well. Sending messages has evolved so much since its start. Earlier it was via telegram and a postcard and now texting via smartphones has taken over. Even though it is an informal way of communication, when asked in an exam it is important to present with a proper message writing format. 

Message Writing

Message Writing

What is the Format of Message Writing?

Whether it's a formal or informal message, it should be delivered in an appropriate format to the intended receiver. The message should be written kindly and courteously. Informal messages can be written in a laid-back or casual style that is understandable. It includes;

The message's heading- Heading can be decided based on the question of conversation or the message writing topics. It should be short and simple. It can also be mentioned as Message as the heading.

Time and Date- of the same day as writing.

Salutations- like Dear in informal and Hello in a formal message.

The message's body- It's the main point of your message; include all of the details you'll need to alert the person you can't reach. 

Name of the sender





Body of the message




Sender’s Name

Rules of Message Writing

1. The essential ideas of the dialogue should be precisely and clearly incorporated into the message. 

2. The mention of the sender’s address is not required.

2. A box should be used to enclose a message.

3. It should be formatted correctly.

4. The word limit should be set at fifty.

5. The message might be written in a casual or formal tone as per the question.

Practice Questions

Learn with the help of message writing examples provided below:

1. Write a message in response to the following conversation:

Jack: Hello!  Is it Lohit’s place?

Rajendra: Yes. May I know who is there?

Jack: I’m Jack, Lohit’s friend. Can I talk to him?

Rajendra: Oh! Sorry. Actually, he has gone to the tuition now. Can I help you, please?

Jack: Oh, sure. In fact, I wanted to tell him that I know you are moving to a new house, so I would like to come and help him as he has been helping me a lot in school.

Rajendra: Oh sure!  Thanks.

Jack: Take care

A Family

A Family

                                                     A Helping Hand

  3:30 pm


1st April, 20XX

Dear Lohit,

Your friend Jack called this afternoon to inform you that he will be coming later to help us in moving houses. He says this is his way of thanking you for your help at school. Wait for him.


2. Read the following conversation and write a message accordingly:

Jennie: Hello!  Is it Gautam’s place?

Riya: Yes. May I know who is there?

Jennie: I’m Jennie. Can I talk to him?

Riya: Oh! Sorry. Actually, he has gone to the market now. Is it anything urgent?

Jennie: Oh, sure. In fact, I wanted to tell him that the swimming lesson scheduled for tomorrow has been cancelled due to maintenance.

Riya: Oh sure!  I will let him know.

Jennie: Thanks




4:00 pm


Dear Gautam,

Jennie called in today to let you know that the swimming class is not going to take place due to maintenance.


Do it Yourself

The following message writing exercises will help you learn to deliver the message in a proper manner.

1. Read the following conversation and write a message accordingly:

Alisha: May I speak to Priya?

Anmol: She is not at home.

Alisha: Then please ask her to bring my borrowed storybook from the library to school tomorrow as it has to be submitted to the Librarian.

Anmol: Okay who is speaking?

Alisha: I am her friend Alisha.



2. Read the following conversation and write a message accordingly:

Neha: May I speak to Shreya?

Amol: She is not at home.

Neha: Can you please let her know that I will be late for the group meeting for the project discussion at Atul’s house and she can go early without me.

Amol: Okay who is speaking?

Neha: I am her friend Neha from the same class.

Group Discussion

Group Discussion

FAQs on Message Writing - Way of Conveying Information

1. What is the definition of message writing?

A message is a brief piece of text. Although most communications are delivered via telephone or e-mail, the importance of message writing should not be overlooked. A message is created as a result of a chat that is then transformed into a message. 

2. What goes into the creation of a message?

Usually in the question, a chat between two people is given where one is trying to convey the message and the receiver is the mediator who will write the message to the person who should hear the message or know the information. Read the conversation carefully and write it accordingly. It is necessary to ensure that the message contains the main information and is delivered exactly as is required.

3. Why is it crucial to proofread your work?

The steps of editing and proofreading are crucial in the writing process. They help you make your ideas clear and your writing style more effective. Proofreading's major purpose is to improve the paper's quality by verifying that there are no remaining flaws and correcting wide discourse problems or inconsistencies in the composition. Essentially, you should ensure that you have a clear communication goal in mind.