Message Writing: Format, Samples & Expert Tips

What is the format of message writing? Message Writing is one of the common formal types of writing that we learn in our school curriculum. A message can be simply described as certain information we need to give to a person when we can’t directly communicate or contact them. The format of a message mainly comprises elements like date, time, receiver’s name, the message and then the sender’s name. This blog brings you all the details about message writing format, practice questions and more!

What is Message Writing?

Message writing refers to the process of composing a brief communication to inform, request, or convey feelings. It involves structuring content in a way that is easily understood by the recipient. Whether it’s a formal letter, a text message, or an email, the core purpose remains the same: to transmit a clear and concise message. A message can be both written or oral.

Example of Message Writing

When you were not at home, your friend called and informed your sister about the cancellation of a plan for the next day. So, your sister will leave you a message before going out to inform you about your friend’s call.

Messages can be passed through different mediums, be it phones, texts or emails. But for school students, a generic form of message writing is included under the English syllabus. For this type of writing, they get to learn about retrieving and interpreting information through the conversation given. Then, they are taught about writing the basic inputs into a well-drafted format.

Here’s the Complete Guide to Notice Writing!

The Importance of Message Writing in Daily Communication

Message writing is a vital skill for clear and effective communication in various settings. It ensures the concise transfer of important information, saving time and avoiding misunderstandings. Whether in professional contexts like emails and memos or personal ones like texts and notes, a well-written message can strengthen relationships and foster collaboration.

It helps individuals articulate their thoughts effectively, maintain professionalism, and build trust. Mastering message writing is essential in today’s fast-paced world, where quick and accurate communication is crucial for success in both personal and professional interactions.

Types of Messages in Message Writing

Message writing can take various forms, each with specific rules and structures. Here are some of the most common types of messages:

• Formal Messages: Used for professional communication, such as emails, letters, or notices. They often adhere to specific formats.
• Informal Messages: Casual and conversational, often used between friends or family.
• Reminder Messages: Short messages used to remind someone of an event, task, or deadline.
• Instructional Messages: Used to convey how to perform a specific task or activity.

Key Elements of Effective Message Writing

To ensure that your message is clear and effective, there are a few key elements to consider:

1. Clarity: Avoid ambiguity by using simple, precise language.
2. Conciseness: Keep the message short and to the point without unnecessary details.
3. Tone: Adjust your tone depending on the recipient (formal for professional, friendly for personal).
4. Structure: Organize the message logically with a greeting, body, and closing.
5. Purpose: Be clear about the message’s goal (inform, request, remind, etc.).

Message Writing Format

Since message writing is an essential part of the writing section in English exams, students are advised to follow a uniform format. Otherwise, you can lose marks for wrong formatting. Let’s take a quick view of the generic message writing format in schools:

Format of Message Writing

Here are the key elements you must include in message writing:

• Heading
  You should begin by writing the heading as ‘MESSAGE’ in capital letters. It is supposed to be written in the centre at the top.
• Date
  On the left-hand side of the page, you have to write the date in expanded form.
• Time
  Though it is mandatory to mention the time in a message, there is no specification for its placement as it can either be mentioned on the left under the date or on the right side adjacent to it.
• Body
  It is the main passage, wherein you need to mention all the essential information. Do not use lengthy sentences, keep it short, precise and within 150 words.
• Sender
  After writing the necessary information, the sender’s name comes at the end on the left side.

Our Top Read: Short Term Courses After 10th

Tips to Write a Professional and Impactful Message

To craft an impactful message, always begin with a polite greeting and state your purpose clearly. Use simple, direct language and avoid unnecessary details to maintain brevity. Structure your message logically, keeping it focused on the key points. In formal messages, ensure correct grammar, punctuation, and tone. Avoid using slang, jargon, or emojis unless appropriate for the context. End with a courteous closing and provide contact information if needed. Proofread your message before sending to ensure clarity and accuracy. These steps can help you convey professionalism and leave a positive impression on the recipient.

Word Limit in Message Writing

Students need to stick to the given word limits to get full marks for message writing questions. The standard word limit set by CBSE for such questions is 50 words. Make sure you are covering all the essential points within the word limit.

Points to be Remembered while Writing a Message

1. A box should include a message.
2. It must be written using the correct format, as demonstrated below.
3. The word count should be capped at fifty.
4. You can write a message as a casual or formal Message Writing Format note.

Message Writing from a Conversation

The questions on message writing from a conversation are quite common in exams when you will be provided with a conversation between two people. For this, the common format of message writing is followed in which you can provide a summary of your conversation and convey the receiver with the message that has been sent.

You are Rita. Your mother had recently gone for a health checkup. You received a call from the assistant doctor regarding the result of her reports. Since you have to go out, you leave a message for her. Draft a message regarding the same in not more than 50 words.

Dr Kaushik: Is this A/24, Geeta Colony?
You: Yes. May I know who is calling?
Dr Kaushik: I am Dr Priya Kaushik calling from Central Diagnostic Centre. I would like to speak to Mrs Sneha.
You: She is not at home right now.
Dr Kaushik: Could you please tell her that I have seen all her test reports. They do not show any serious problems and if there would be no improvement, we might take some more tests. I advise her to continue the same set of medicines for a week and I have fixed her appointment with the cardiologist for four o’clock at the Christ Hospital. She must reach there on time with all her reports.
You: Thank you, Doctor. I will convey her the same.

Here’s how to write this message from conversation:

Example for Message Writing

Here are some of the distinct examples of message writing from which students can learn about how to appropriately draft the content for different kinds of situations.

You are Simran. Your brother is not at home. You received a call from his friend regarding the cancellation of dance class. Since you have to go out, you will leave a message for him. Draft a message about the same in not more than 50 words.

Raj: Hello! Is this 25-A/12, Kamla Nagar?
Simran: Yes. May I know who’s calling?
Raj: I am Raj, Samar’s friend. Can I talk to him?
Simran: He has gone to the market with mom and forgot his mobile here. Can I pass a message?
Raj: Sure. I called to tell him that today’s class is suspended as our teacher had to go for a family emergency. The cancelled class will be held on Sunday. Please inform him of the same.
Simran: Oh! Sure. I will. Thank you.
Raj: You’re Welcome. Bye.

Exploring Message Writing for English? Don’t forget to take a look at How to write a Letter!

Message Writing for Class 6

Message writing for Class 6 focuses on simplicity and clarity. At this level, students are taught how to write short, straightforward messages that communicate important information. The format typically includes a salutation, the body of the message, and a closing. For example, if a student wants to inform their friend about a change in plans for a school event, the message might look like this:

Dear Rahul,

I hope you are doing well. I wanted to let you know that the school sports day has been postponed to next Friday. Please inform others about the change. See you soon!

Best regards,
Sita

In this example, the message is clear and to the point, which is important at the Class 6 level. Students are encouraged to write messages that convey only the necessary details in a concise manner.

Message Writing for Class 7

In Class 7, message writing becomes slightly more detailed. Students are expected to include more information while maintaining clarity and brevity. At this stage, students often practice writing messages for different situations such as formal or informal communications. For instance, if a student wants to remind their teacher about a homework submission, the message might be:

Dear Mr. Sharma,

I wanted to remind you that my science project is due tomorrow. I will be submitting it in the morning. Thank you for your guidance throughout the project.

Sincerely,
Amit

Here, the message is polite and includes all necessary details, like the deadline and gratitude for the teacher’s support. Class 7 students learn to balance clarity with a bit more context in their messages.

Message Writing for Class 8

By Class 8, students are expected to handle more complex messages, which may include instructions, reminders, or notifications for various events. They should also be able to write formal and informal messages with a clear understanding of tone and format. For example, if a student needs to inform their friend about a school project and its deadline, the message could be:

Hey Priya,

I just wanted to remind you that the group project for history is due next Wednesday. Let’s meet tomorrow to finalize everything. Let me know if you need help with any part of the presentation.

Take care,
Ananya

This message is still informal but contains more context, such as a reminder of the project’s deadline and an offer for help. Class 8 students are encouraged to write messages that are not only clear but also considerate, making the communication more effective and respectful.

Message Writing Worksheet

Here are some exercises for you to understand how to write messages. Practice them and let us know how helpful these were in the comment section below!

Exercise 1: Write Message from a Conversation

Exercise 2

You are Ritvik/Ritika. You stay in the college hostel and share a room with Manish/Manisha. You are going to get a health check up since you haven’t been feeling well since the morning. Your roommate’s classmate came a while ago and asked you to tell Manish/Manisha that they need their Maths notebook back. Draft a message telling your roommate about the same.

Exercise 3

You receive a phone call from your dad’s office in his absence and have the following conversation with the speaker.
Mr Sharma: Hello, Mr Anand?
Yourself: Hello, Dad is not at home, may I know who’s calling?
Mr Sharma: I am Ramesh Sharma, your Father’s assistant at his office.
Yourself: Hello, Mr Sharma. He is not at home. Do you have a message for him?
Mr Sharma: Yes. Please inform him that the 10 am meeting in the morning has been rescheduled to 12pm.
Yourself: Okay, Uncle. I will tell Dad once he comes back.

Exercise 4: Write a Message from Notes.

Take a look at the following notes from the notepad of Ms Meena Krishnan, Principal of R M Public School, Delhi. As her assistant, you have to draft a message on her behalf to Mr. Ram Sharma, the Vice Principal of the school.

Notes

-Meeting at 10.30 am in the Principal’s office
-Topic of Discussion: Interschool Sports Meet
-Review of preparations
-Another meeting at 11.30 with the coordinators and in charge to check the progress of sports meet preparations.

Message Writing Expert Tips and Tricks

Here are a few message-writing tips and tricks to help you ace such questions:

• While answering message writing questions, make sure that the language you are using is readable and to the point. Avoid using bulky sentence and complex words that make the overall content difficult to comprehend.
• Stick to the given word limit which is 50 words.
• Avoid adding unnecessary details and keep the content concise.
• Plan the overall content before you start writing it. Cover all the aspects of the question and try to follow a similar sequence of events as mentioned in the question.
• Do not use long sentences in your answer.
• Cross-checking is very important. After completing your entire write-up, reread it, and check the typing errors and grammatical mistakes to upscale the quality.
• Avoid using indirect or reported speech throughout the message.

FAQs

Thus, we hope that this blog has helped you understand what message writing is and how you can efficiently prepare for it. If you are planning to pursue a diploma after completing 10th or feel clueless about which stream to choose in 11th, sign up for a 30-minute free career counselling session with our Leverage Edu and we will provide you with all the guidance and assistance you need to sail through the foundation years of your academic journey. You can call our Leverage Edu experts on 1800 572 000 to find out how the application process can be fast-tracked and streamlined!