Message writing is a skill that we all need in our daily lives. Whether it is a short note to a friend, a reminder to a colleague, or an official communication, writing a message in the correct format helps ensure that the reader understands the content easily. In this blog, we will learn what message writing format is, why it is important, and how you can write different types of messages in a simple and clear way.
What is Message Writing Format?
Message writing format refers to the correct structure used when writing a message. It includes the proper way to begin a message, how to organize the content, and how to end it. The goal is to make the message short, clear, and meaningful so that the reader understands the information quickly.
This format is commonly used in schools, offices, and personal life. It helps to keep the message to the point and professional when needed. A good message format shows respect for the reader’s time by giving only the important information in a neat and organized way.
Why is Message Writing Important?
Message writing is an important part of communication. We may not always be able to talk to someone directly. In such cases, a written message becomes a great way to pass on information. Whether it’s informing someone about a meeting or reminding them about an appointment, a well-written message can be very useful.
Also, message writing is often included in school exams and job-related tasks. That’s why knowing how to write a message in the right format can help students and professionals alike.
Here are a few more reasons why message writing is useful:
- Time-saving: It helps deliver information quickly.
- Clear communication: A good format avoids confusion.
- Professional touch: It shows that you are organized and respectful.
- Record-keeping: Written messages can be stored and reviewed later.
Common Situations Where Message Writing is Used
There are many situations where message writing comes in handy. Here are a few examples:
- A parent leaves a note for their child about food in the fridge.
- A receptionist writes a message for a boss about a missed phone call.
- A student writes a message for a friend who was absent in school.
- A colleague writes a message for a manager about a meeting delay.
In each of these cases, the information is short and direct. That’s why the correct format is important — it makes the message more readable and meaningful.
Main Elements of Message Writing Format
Let’s now understand the structure of a message. Below is a simple and standard format used in message writing.
| Element | Details |
|---|---|
| Date | Write the date on which the message is written. |
| Time | Mention the time (optional but often included). |
| Receiver’s Name | Who the message is for. This is usually optional in informal messages. |
| Body | The main content of the message. Be short and to the point. |
| Sender’s Name | The name of the person writing the message. |
This table shows that a message has a fixed structure. It must be followed to make sure the reader gets all the necessary information in the right order.
Types of Messages
There are different types of messages depending on the purpose. Some common types are:
- Informal Messages: These are personal messages, like those to friends or family. They can be friendly and casual.
- Formal Messages: These are used in offices or professional settings. They need to be polite, direct, and follow a specific format.
- Telephone Messages: These are notes written when someone receives a phone call for another person who is unavailable.
- Exam-based Message Writing: In schools, students are often asked to write messages based on a situation or conversation. These follow a standard format and are written in third person.
Each type may have a different tone, but the basic format remains the same.
Tips for Writing a Good Message
Here are a few simple tips to help you write better messages:
- Keep it short – A message should be brief. Avoid long explanations.
- Use clear words – Write in simple language. Do not use difficult words.
- Stay polite – Even if the message is urgent, always be respectful.
- Mention all key points – Include important details like names, times, places, and reasons.
- Avoid grammar errors – Always check for spelling and punctuation.
A good message is like a quick note that gets the job done. It should never be confusing or too long to read.
Example of Message Writing Format
To understand better, let us look at a real example of a message written using the correct format.
Date: May 17, 2025
Time: 10:30 AM
Message:
Mr. Verma from ABC Company called to inform that the delivery has been delayed due to heavy rain. He has requested a rescheduled meeting tomorrow at 11:00 AM.
From: Neha
As you can see, this message is short, has all the needed details, and is easy to understand.
Example of Informal Message Format
Date: May 17, 2025
Time: 4:00 PM
Message:
Hey Riya,
Just wanted to let you know that I will be late for our meeting today. Got stuck in traffic. Will reach by 6 PM.
See you soon!
From: Anil
Example of Formal Message Format
Date: May 17, 2025
Time: 9:30 AM
Message:
Mr. Sharma,
This is to inform you that the staff meeting scheduled for today has been postponed to tomorrow at 11:00 AM due to unavoidable circumstances. Kindly make the necessary arrangements.
From: Priya (Office Secretary)
Example of Telephone Message Format
Date: May 17, 2025
Time: 3:45 PM
Message:
Mr. Rakesh called and asked you to call him back as soon as possible regarding the project deadline. His contact number is 9876543210.
From: Neha (Receptionist)
Example of Exam-Based Message Writing Format
Situation: You were absent in school yesterday. Write a message to your friend asking about the homework.
Date: May 17, 2025
Time: 7:00 PM
Message:
Dear Aman,
I was absent from school yesterday due to illness. Could you please tell me what homework the teacher assigned? I would be grateful.
From: Rahul
Difference Between Message and Other Forms of Writing
Sometimes people confuse message writing with other forms like letters or emails. Here’s a quick comparison:
| Aspect | Message | Letter | |
|---|---|---|---|
| Length | Very short | Usually longer | Medium to long |
| Format | Fixed, very brief | Formal or informal formats | Formal or informal |
| Use | Quick notes or reminders | Detailed communication | Fast digital communication |
| Medium | Written on paper or notepad | Paper or digital | Digital only |
Understanding this difference helps in choosing the right form of communication.
Practice Exercises
If you are learning message writing, here are some practice tasks:
- Your mother is not at home. A delivery man came and dropped a parcel. Write a message for her.
- Your friend was absent in school. Write a message to tell them what the teacher said about homework.
- You received a call from your manager’s client. He wants a meeting rescheduled. Write a message for your manager.
Try to use the correct format in each case.
Message Writing in Exams and Competitions
Message writing is often included in school exams like CBSE and other boards. It is also part of many writing competitions. That’s why students are advised to practice writing messages regularly. It helps in improving communication skills and getting better grades.
Conclusion
Message writing format is a basic but important part of effective communication. It is used in everyday life — at home, at school, and in offices. Knowing how to write a good message can save time and avoid confusion. By following a simple format, anyone can write a message that is clear, polite, and informative.
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Frequently Asked Questions
What is the correct format for message writing?
The message writing format includes the date, time, message body, and sender’s name. It should be clear and brief. Always write the date first, then the message, and end with the sender’s name. This format helps readers understand your message quickly.
How do informal messages differ from formal ones?
Informal messages are casual and friendly, used for family or friends. Formal messages are polite and professional, used in offices or official situations. Informal messages may have a relaxed tone, while formal messages use proper language and structure.
What should be included in a telephone message?
A telephone message should have the caller’s name, purpose of the call, time of the call, and any contact details. It should be brief but clear enough to inform the receiver about what happened during the call.
Why is message writing important in exams?
Message writing is often tested in exams to check students’ communication skills. It helps students learn how to write clearly and briefly. Writing good messages shows that you can share information quickly and correctly.
Can I use abbreviations in message writing?
It’s best to avoid abbreviations in formal and exam messages. In informal messages, some abbreviations may be acceptable but keep the message clear. Using full words ensures your message is easy to read and understand by everyone.
