Message Writing for Students: Your Guide to Formats, Styles and Examples

Message writing is one of the most important writing skills taught in schools. It helps students learn how to communicate important information clearly, briefly, and accurately. In everyday life, there are many situations where a person may need to leave a message for someone who is unavailable. This message may be written after receiving a phone call, hearing an important announcement, or receiving information that must be passed on to another person.

Message writing is not only useful for examinations but also for real-life communication. Whether informing a parent about a phone call, notifying a friend about a change in plans, or communicating an important update at school, message writing helps ensure that information is delivered accurately.

In this guide, you will learn what message writing is, the correct message writing format, step-by-step instructions for writing messages, and detailed examples suitable for students from Class 6 to Class 10.

Table of Contents

• What is Message Writing?
• How to Write a Message Correctly?
• What is the Standard Message Writing Format?
• Message Writing Examples for Class 6 to Class 10

What is Message Writing?

Message writing is the process of conveying important information to someone in a brief and organized manner when direct communication is not possible. A message is usually written after receiving information through a telephone call, a personal visit, an announcement, or any other form of communication.

The purpose of message writing is to pass information accurately without changing its meaning. Since messages are usually short, they should include only the most important details. A good message helps the receiver understand what happened, who communicated the information, and whether any action is required.

Message writing is commonly used in homes, schools, offices, hospitals, and businesses. Students are often asked to write messages based on telephone conversations or situations provided in examination questions.

Definition of Message Writing

A message is a short piece of written communication used to convey important information from one person to another when direct communication is not possible.

Purpose of Message Writing

The main purposes of message writing include:

• Communicating important information quickly

• Informing someone about a phone call or meeting

• Passing instructions accurately

• Recording important details

• Ensuring effective communication

When is Message Writing Used?

Message writing is useful in various situations, such as:

• Receiving a telephone call for someone who is absent

• Informing family members about schedule changes

• Conveying school announcements

• Sharing appointment details

• Passing office-related information

• Communicating emergency updates

Characteristics of a Good Message

A well-written message should be

• Clear and easy to understand

• Brief and to the point

• Accurate and factual

• Relevant to the situation

• Properly organized

• Free from grammatical errors

How to Write a Message Correctly?

Writing an effective message requires careful attention to detail. You should focus on accuracy, clarity, and brevity while following the proper format. The following steps can help students write messages correctly.

Step 1: Read the Situation Carefully

Before writing the message, understand the situation completely.

Ask yourself:

• Who is sending the information?

• Who will receive the message?

• What is the purpose of the message?

• What details are important?

Understanding the situation helps prevent mistakes.

Step 2: Identify Important Information

A message should include only essential details.

Look for information such as:

• Name of the caller

• Purpose of the call

• Date and time

• Venue or location

• Instructions or requests

Avoid including unnecessary information.

Step 3: Organise Information Logically

Arrange the information in a logical order so that the receiver can understand it easily.

A good sequence is:

• Who contacted

• Why they contacted

• What information they provided

• Any action required

Step 4: Use Simple and Clear Language

Messages should be easy to read and understand.

Use:

• Short sentences

• Simple vocabulary

• Direct statements

Avoid complicated language and lengthy explanations.

Step 5: Stay Within the Word Limit

Most school examinations require messages to be written in about 40–50 words.

Writing beyond the prescribed limit may result in loss of marks.

Step 6: Check Before Submitting

Before finalizing the message, check for:

• Spelling mistakes

• Grammatical errors

• Missing information

• Incorrect dates or times

A quick review helps improve accuracy.

What is the Standard Message Writing Format?

Following the correct format is essential for scoring well in examinations. A properly formatted message looks neat, organized, and professional.

The standard format includes several important components.

Message Heading

Write the word:

MESSAGE

in capital letters at the centre.

This clearly indicates the purpose of the writing.

Date and Time

Mention the date and time when the message was written.

Example:

8 July 2025
10:30 a.m.

Receiver's Name

Address the person for whom the message is intended.

Examples:

• Dear Mother,

• Dear Rahul,

• Dear Sir,

Body of the Message

The body should contain all important information in a brief and organized manner.

Include:

• Who called

• Reason for calling

• Important instructions

• Required action

Sender's Name

End the message with the name of the person writing it.

This helps identify the sender.

Message Writing Format Template

MESSAGE

Date: _________
Time: _________

Dear __________,

 

---

---

 

(Name)

Message Writing Examples for Class 6 to Class 10

Now that you understand the format and purpose of message writing, it is important to see how messages are written in different situations. Students from Class 6 to Class 10 are often asked to write messages based on telephone conversations, school announcements, family situations, and official communications. Practising a variety of examples helps students become familiar with different styles and situations.

The following message writing examples follow the standard format used in schools and examinations.

Message Writing Example for Class 6

Situation:

Your mother received a call from your aunt while she was at work. Your aunt reminded her about a family gathering in the evening. Write a message for your mother.

MESSAGE

12 July 2025
9:15 a.m.

Dear Mom,

Aunt Neha called to remind you about the family gathering at Grandma's house today at 6 p.m. She requested you to arrive on time as all family members will be attending.

Riya

Message Writing Example for Class 7

Situation:

Your friend called to inform you about the cancellation of a school event. Write a message for your brother.

MESSAGE

15 July 2025
2:30 p.m.

Dear Brother,

Your friend Rahul called to inform you that tomorrow's football practice has been cancelled due to heavy rain. The coach will announce a new practice schedule next week.

Amit

Message Writing Example for Class 8

Situation:

Your father received a call from the railway enquiry office regarding a change in train timing. Write a message for him.

MESSAGE

20 July 2025
11:45 a.m.

Dear Dad,

The railway enquiry office called to inform you that Train No. 12627 will arrive two hours late due to maintenance work. The revised arrival time is 8:30 p.m.

Sanya

Message Writing Example for Class 9

Situation:

The school principal called your teacher regarding a meeting. Write a message for the teacher.

MESSAGE

22 July 2025
10:15 a.m.

Dear Ma'am,

The Principal called to inform you that the staff meeting scheduled for tomorrow has been rescheduled to 3:00 p.m. in the conference hall. All department heads are requested to attend.

Rohan

Message Writing Example for Class 10

Situation:

You received a call from the examination department for your elder sister. Write a message.

MESSAGE

25 July 2025
4:20 p.m.

Dear Sister,

The examination department called regarding your application form. They informed that one document is missing and requested you to visit the office before Friday to complete the verification process.

Anjali

Telephonic Message Writing Example

Telephonic message writing is one of the most common formats asked in examinations. Students are usually required to listen carefully, identify important information, and summarize it accurately.

Situation:

Your father receives a call while your elder brother is away.

MESSAGE

28 July 2025
1:10 p.m.

Dear Brother,

Mr. Sharma from your office called. He informed that tomorrow's client meeting has been advanced to 9:00 a.m. Kindly bring the project presentation and supporting documents.

Rahul

School Message Writing Example

Situation:

The school office informs students about a change in examination dates.

MESSAGE

1 August 2025
8:45 a.m.

Dear Students,

The school office has informed that the Science examination scheduled for 5 August has been postponed to 8 August due to administrative reasons. Please prepare accordingly.

Class Monitor

Emergency Message Writing Example

Situation:

You receive urgent information for your parents.

MESSAGE

4 August 2025
7:00 p.m.

Dear Mom and Dad,

Mr. Verma from the neighbourhood called to inform that there is a water supply interruption in the area due to pipeline repairs. Water services are expected to resume tomorrow morning.

Arjun