3.

5
DRAFTING A
VIRTUAL MESSAGE
Ice Breakers
1. Given below is a two way communication cycle or the process of
communication:
i. Can you guess the role of the sender and the receiver in this
process? What do we encode? What do we decode?

 The sender could be anyone with more authority or

understanding that that of the receiver. The receiver could be
a subordinate. The role of the sender is to give feedback and
that of the receiver is to implement it. In the process we
encode the feedback and decode the message received.
ii. People send messages to others for different purposes. Mention at
least five purposes/reasons for which messages are generally sent.

 A message can be sent to inform someone

 A message can be sent to alert someone

 A message can be sent to greet someone

 A message can be sent to express displeasure.

 A message can be sent to announce news.

 Given below is a tree-diagram explaining two major types of

messages. Complete the blank boxes in the diagram. One is
done for you.
Brainstorming:
A1.
i. In pairs, enact the given conversation between Rakesh and Mrs. Sarkar.
Mrs Sarkar had to leave for the school where she teaches. So she wrote a
message in not more than 50 words
 Message:
1st June 12:30 p.m.
Dr. Sarkar
Mr. Rakesh called up to say that his wife is down with a severe
headache since yesterday, which turned into high temperature
today morning. He has requested that you visit at the earliest.
Address—B – 49, New Colony.
Mrs. Sarkar.
ii. Using information from the dialogues given, write the message which
Amrita left for her brother, Sourajit. (Do not leave out any vital
information or add any new information)
 Message:
5th Nov 1:20 p.m.
Sourajit
Shekhar, your friend from IHM Goa had called. He wanted to
inform you about his new placement at the Hotel Mumbai. He is
currently completing the formalities and would give you his
cellphone number as soon as he gets one.
Amrita.
iii. You are Priyanka, a personal assistant to Ms. Sen. She was away
attending a meeting when Mr. Gang rang up. You spoke to him and jotted
down his messagein your note-pad.
Draft the message for Ms Sen using the information in your notes given
below.
Mrs Garg — rang up – 5pm – has received the CDs and the posters –
coming tomorrow – to thank Ms Sen and to personally handover the
cheque.
 Message:
28th Jan 5:15 p.m.
Ms Sen
Mr Garg rang up at 5 pm today. He wanted to inform you that he
has received the CDs and posters. He expressed his pleasure and
will be coming to office tomorrow to thank you and personally
hand over the cheque.
Priyanka
iv. Read the conversation between Aashna and Mr. Singh. Since Mr. Singh
had to go for his morning walk he left a message for Ranajit. Draft that
message in 50 words.
 Message
3rd Dec 7:15 a.m.
Ranajit
Aashna, your classmate called while you were getting ready for
school. She has asked you to carry your biology notebook to
school. She wants to complete her notes that she missed during her
absence.
Dad
v. Rajat comes home from school and finds the door locked. Since he has a
duplicate key he enters and finds a note from his mother kept on the table.
In she explains that she had to rush to the hospital with Mrs. Manohar,
their neighbor, who had met with an accident. She has also written that he
should have the rice and curry kept on the dining table for lunch. He
could heat the food in the microwave oven if he wanted to, but he should
be very careful while handling the switch.
Draft the message which Rajat’s mother left for him.
 Message
19th Sept 12:30 p.m.
Rajat
 I have taken Mrs. Manohar to the hospital as she met with an
accident. Please have the rice and curry kept on the dining table for
lunch. Warm the food in the microwave oven if you wish, but
kindly be careful while handling the switch.
Mother.

vi. Using the information below write a message which Manu left for his
sister, Renu, (Do not add any new information. The message should not
exceed 50 words).
Ruhaan rang up – book reading session – ‘Children ask Kalam’ – Dr. APJ
Abdul Kalam – compilation of letters received by him for children and
his answers Oxford Book Store – 8 pm, this evening – pick you up – 6:30
pm – attend reading session together.
 Message
30th Aug 4:00 pm
Renu
Ruhaan called to inform about book reading session at Oxford
Store at 8:00 p.m. Topic – ‘Children Ask Kalam’ Dr. A.P.J. Abdul
Kalam. It is a compilation of letters received by Dr. Kalam from
children. Ruhaan will pick you up at 6:30 p.m.
Manu
vii. Given below is a template for a message, Imagine you are working as a
receptionist in a company and you are supposed to maintain the call
record.
Complete the details given in the template for a particular message.

Call for: Mr. Mishra
From: Company:
Mr. Gada Trish Electricals
Date: Time: Phone:
11.03.2020 04:30 pm (0000976821)
Message:
The shipment of highlighter pens has been received. Call scheduled for
tomorrow at 11 a.m. to discuss about the next shipment. Request you to be
present for it with your team. Will call again to discuss details.
Action (Circle one) Taken by
Phoned Returned your call Call back Will call again Ms. Neha Sharma
viii. Explore
a. Browse the net and prepare a tabular column to explain the ‘Dos
and Don’ts’ while drafting messages.

Do s Don’ts
Address it to the right person Don’t address it to many people
Keep it short Avoid the use of humour
Use simple language Don’t exaggerate
Be specific Stay away from adding unnecessary details
Ensure you include important details Don’t be repetitive
Be prompt in drafting the message Don’t forget to write your name
 b. Prepare a collection of short messages that are usually drafted and
exchanged within the family members to keep them well informed
and updated in case of different situations.

Situation Message template
Someone would be late This is to inform you that I am going to be late
today. Please don’t wait up for me.
Run out of grocery I have gone to the market to buy grocery. Will
be back in an hour
Helper’s leave Maltibai called up to inform that she cannot
make it today
Someone’s invitation Mihir called up to tell you that you have been
invited to his birthday party at 7:00 p.m.
Repair man called The repair man called and wanted to know
when would be a good time to visit. Kindly
call him back.
Announcement The local authorities have announced about a
water cut on Monday. Be prepared.
c. Prepare a project titled, ‘The Importance of Messages in Everyday
Life’
 Importance of Messages in Everyday Life
I. Messages help you to stay aware of the latest updates.
II. They’re short, simple and easily understood.
III. They help you to communicate with your relatives,
colleagues, friends and family
IV. Better, stronger and more reliable relationships can be
built.
V. They help improve situations in the best interests of
those involved.
VI. Finally, they help us fill all the gaps in understanding
those around us.
Practice Questions:
 The following conversation happened between Sumit and Riya
Sumit: Hello, may I speak to Masoom?
Riya: Sorry, Masoom isn’t home yet. May I know who’s speaking?
Sumit: I am, Sumit, his swimming teacher from the club. Can you take a
message for him?
Riya: Certainly!
Sumit: Kindly inform him that the swimming pool will be closed for two
days due to maintenance. It will reopen on the 20th.
Riya: I will definitely inform him.
Riya had to go for her art class, so she wrote down a message. Draft it
accordingly without any new information.
 Message
17th March 6:00 p.m.
Masoom
Sumit Sir, your swimming teacher from the club called. He wanted
to inform you that the pool will be closed for two days due to
maintenance.
Riya.
 You are Srikant. A part time assistant at the library. You take a call for
the Head Librarian Mr. Shinde. You take down a message for him from
his wife.
Draft a message using the following information for Mr. Shinde
Mrs Shinde -- rang up—4:30 p.m. – Sumit, your son unwell – gone to
hospital – Address – Perry Cross hospital – requested to meet there –
urgently

 Message:
2nd May 4:35 p.m.
Mr. Shinde
Mrs Shinde rang up at the library today at 4:30 p.m. Your son,
Sumit was unwell and she has taken him to Perry Cross hospital.
She has urgently asked you to meet her there.
Srikant.