Page 176 - New Grammar with a Smile 6

Composition

1
Message Writing

A message is a short, informal piece of writing conveying information received
over the telephone, public address system or in person, to a person for whom the
information was intended but who was not present to receive the information.

When you write a message, remember these points:

1. It should be brief and informal.

2. The salutation can be simply a word, for example—Sir, James, Uncle, etc.

3. Use short phrases/sentences but clearly punctuate them.

4. Use indirect speech.

5. Put down all relevant details, for example,

a. The name of the person who gave the message
b. The date and time of receiving the message
c. The reason for contact—choose relevant details

d. Follow-up action required

6. The language should be clear and accurate.

7. The name of the person writing the message should be mentioned—but do not use
a complimentary closing note.

Read this sample conversation between Mr Zaheer and Rahil.

Rahil: Hello!
Mr Zaheer: Hello, this is Zaheer from Avon Industries. Could I please speak
to Mr Ghai?

Rahil: I’m sorry, Sir. He is not at home. I’m his son, Rahil.

Mr Zaheer: Okay. Rahil, I would like you to tell your father that the meeting
scheduled for tomorrow has been postponed to the day after. It is at
11 a.m. at the same venue.
Rahil: I shall certainly convey the message to him, Sir. Thank you.

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