3.
5 Drafting a Virtual Message
Ice Breakers: -
(i) Given below is a two-way communication cycle or the process of communication.
(a) Can you guess the role of the sender and the receiver in this process? What do we
encode? What do we decode?
Answer:
Role of a sender:
The person who initiates (delivers) a message in the communication process is called the
‘sender’ or communicator. The sender might be a speaker, a writer or someone who merely
gestures.
Role of a receiver:
In the communication process, the "receiver" is the listener, reader, or observer—that is,
the individual (or the group of individuals) to whom a message is directed. The receiver is
also called the ‘audience’ or decoder.
What do we encode?
Encoding is the process of translating mental images into understandable symbols that can
be shared with receivers. We encode means we change the information into symbols,
language or gestures
What do we decode?
Decode means to interpret the sender's message, both verbal and nonverbal, as quickly as
possible. The process of interpreting the message is known as decoding. We decode means
understand the message.
(b) People send messages to others for different purposes. Mention at least five
purposes/reasons for which messages are generally sent.
Answer:
1) To give information
2) To express feelings
3) To persuade
4) To give instruction
5) To educate or guide
6) To give or to take help
7) To influence others
8) To inspire
9) To give suggestions
10) To express manners or etiquettes
(ii) Given below is a tree-diagram / table explaining two major types of messages. Complete
the blank boxes in the diagram.
Answer:
Messages
Informal Formal
Written For
Parents Principal
Friends Teachers
Relatives High official authority
Social media groups Employer
Siblings or family members Institution heads
Non – professionals Professionals
Drafting a Virtual Message:
Communication is an integral part of human nature. Exchange of ideas, thoughts and
information from one person to another is communication. Before the advent of oral
communication, non- verbal methods were used such as gestures, facial expressions and
body movements.
Various forms of communication:
1) Oral
2) Written
3) Virtual
A Message:
A message is a short piece of information that you give to a person when you cannot speak
to him directly.
A message is an informal means of communication. The receiver of the message has to go
through the given message and pick out the most important points of information.
Then, he/she should be able to reproduce that information in order to convey it to the
person for whom it is intended.
Four types of messages:
[Link] Messages:
(Convey good feelings through thanks, appreciation, expression of interest, sympathy,
extended help, solace.)
[Link] Messages:
(Convey disappointment, disapproval, dissatisfaction, messages of disapproval,
disagreement, denial, refusal, cancellation, etc.)
[Link] Messages:
(No feelings, no emotions, no sentiments, dry messages, messages showing neither joy nor
sorrow, messages that do not draw any conclusion)
[Link] Messages:
(act that communicates persuasively, agreement on the writer’s point of view, use of
convincing language or words)
Virtual Communication:
We define virtual communication as a mode of communication that includes the use of
technology-audio and video to communicate with people who are not physically present in
front of us.
Six major types of messages:
[Link] Messages –
Suggesting what should be done
[Link] of Possibility –
Telling about what may be happen
[Link] of Reality –
Presenting the truth
[Link] of Necessity –
Showing the need of the situation
[Link] Idea Messages –
Giving inspirational ideas
[Link] Messages –
Showing new outlook
Message Writing:
Most often the input for a message comes in the form of a telephonic conversation between
two people. The virtual conversation conveyed in the conversation is to be converted into a
message for a third person. Such messages are written on small pieces of papers called
memo-slips.
Points to remember:
1) Only the most important details should be written.
2) No new information should be added.
3) Grammatically correct sentences should be used.
4) Indirect or reported speech should be used.
5) The message should be written in simple language and without any abbreviations.
6) Check your message before you submit and send it.
7) Be friendly and polite.
8) Avoid the words that would create confusion or a chaotic situation.
Format of message:
1) Date
2) Time
3) Name of a person to whom the message is directed
4) Body of the message
5) Name of the writer / sender
6) Write message in a rectangular bracket
7) The word limit of a message should not exceed 50 words.
Tips:
1) Make sure to use the language that is suitable for the reader.
2) Keep to the word limit up to 50 words.
3) Do not add extra information. Message should be short and to-the-point.
4) Plan before you pen. Just make a list of all the important points so that
you do not forget the relevant points while writing.
5) Make sure you double check for grammatical accuracy and spellings.
6) Enclose the message within a box using a pencil or pen.
7) Do not use long sentences in the body of the message.
8) Indirect or reported speech must be used to write message.
Model Activity:
You are Aditya. Today you had the following conversation with Pranav, a friend of your elder
brother, Arnav:
Pranav: Hello! Is it Aditya?
Aditya: Yes. I’m Aditya speaking. What can I do for you?
Pranav: Well, Aditya! I’m Pranav, your brother Arnav’s friend.
Aditya: Oh, I see. Well, my brother is not here now. So can I help you?
Pranav: Yes. Please convey him that he should bring my ‘Activity Work Book of English’
today in the college. I need it in the class.
Aditya: That’s fine. I’ll do that.
Pranav: Please do not forget it.
Aditya: I assure you about it. I will definitely convey your message to my brother.
As you are leaving for your school, write a message for your brother in about 50 words. Put
your message in a box.
Answer:
Message
20 August,
9.30 a.m.
Dear Arnav,
Your friend Pranav called up to say that you have his ‘Activity Work Book of English’. He
needs it in the class. So, he asked you to bring it in the college. Please do not forget as I had
assured him to convey his message to you.
Your brother,
Aditya
There conversation between Rakesh and Mrs. Sarkar.
Rakesh: Hello, may I speak to Dr Sarkar?
Mrs. Sarkar: He has gone to the hospital to attend the OPD. May I know who is speaking?
Rakesh: Yes. I am Rakesh Sood. My wife has been having a severe headache since yesterday.
Since this morning she has also developed a high temperature. I would be very grateful if
the doctor could come over to our place to examine her.
Mrs. Sarkar: Of course. Please let me note down your address.
Rakesh: It is B-49, New Colony.
Mrs. Sarkar: I will give him your message as soon as he returns.
Rakesh: Thank you.
Mrs. Sarkar had to leave for the school where she is a teacher. So she wrote a message to
her husband. Draft the message in not more than 50 words.
Solution:
Message:
1st June
12:30 p.m.
Dr. Sarkar
[Link] 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 them at
the earliest. Address – B – 49, New Colony.
Mrs. Sarkar
Using information from the dialogue given below, write the message which Amrita left
for her brother, Suraj. (Do not leave out any vital information or add any new
information).
Shekhar: Is this 28473892?
Amrita: Yes. May I know who is speaking?
Shekhar: I am Shekhar. I want to speak to Suraj. I am his friend from IHM, Goa.
Amrita: I am his sister. Suraj is not at home at the moment. Can you ring up a little later?
Shekhar: I shall be a little busy. Actually, I have got a placement at the Hotel Mumbai and
will have to join with immediate effect. So right now I am trying to get all the formalities
completed. This is the news that I wanted to give Suraj. Will you do that for me? Also tell
him that I will let him know my new cell phone number as soon as I get one.
Amrita: I’ll do that. Bye and all the best.
Amrita had to leave for office. So she wrote a note for Suraj. Draft her message in not more
than 50 words.
Solution:
Message:
5th Nov, 1:20 p.m.
Suraj,
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 new cell phone number as soon as he gets one.
Amrita.
You are Priyanka, a personal assistant to Ms. Sen. She was away attending a meeting
when [Link] rang up. You spoke to him and jotted down his message in your note-
pad.
Draft the message for Ms. Sen using the information in your notes given below.
Mr. Sharma – rang up – 5 pm – has received the CDs and the posters – coming tomorrow –
to thank Ms. Sen and to personally hand over the cheque.
Solution:
Message:
28th Jan,
5:15 p.m.
Ms. Sen
Mr. Sharma 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 the office tomorrow to thank
you and personally hand over the cheque.
Priyanka
Read the following conversation between Aashna and Mr. Singh.
Aashna: Hello, may I speak to Ranajit, please?
Mr. Singh: Ranajit is getting ready for school. May I know who is speaking?
Aashna: My name is Aashna. I am Ranajit’s classmate.
Mr. Singh: Hello, Aashna. I am Ranajit’s father. Is there any message?
Aashna: Yes. Please ask him to bring his biology notebook to school today. I was absent from
school due to illness. I would like to see the notes which our biology teacher gave to the
class during my absence.
Mr. Singh: I will definitely do that. Since
Mr. Singh had to go for his morning walk he left a message for Ranajit. Draft that message in
50 words.
Solution:
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.
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
it, 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.
Using the information given 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. A.P.J. Abdul Kalam – a
compilation of letters received by him from children and his answers Oxford Book Store – 8
pm, this evening, – pick you up – 6:30 pm-attend reading session together.
Solution:
Message:
30th Aug 4:00 p.m.
Renu
Ruhaan called to inform about book reading session at Oxford Store at 8:00 p.m. Topic
-‘Children Ask Kalam’ by 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
Q.4 A DRAFTING VIRTUAL MESSAGE
Assessment Criteria:
Content - 02 Marks
Flow of ideas - 01 Mark
Appropriateness (language usage) - 01 Mark = 04 Marks
1.1 Virtual Message
Imagine, you have to leave early from home for an interview. Draft a message
in about 100/150 words, to convey the same to your friend. Give your own
reasons to support your message.
1.2 Virtual Message
Imagine, you are not well and will not be able to attend lectures at college.
Draft a message in about 100/150 words to convey the same to your teacher.
Give your own reasons to support your message.
1.3 Virtual Message
Imagine, you have planned different methods to study for your board exam.
Draft a message in about 100/150 words, to give these details to your friend.
Give your own reasons to support your message.
1.4 Virtual Message
Imagine that you have to leave your hostel room to attend to a relative coming
at the city hospital from your native place. Draft a message in about 100/150
words giving reason of your absence at the birthday party of your roommate at
the hostel. Give your own reasons to support your message.
1.5 Virtual Message
Imagine that you have won two entry tickets to a popular drama at a theater near you this
weekend. Draft a message in about 100/150 words to convey the incredible news to your
best friend.
