Unit.3.3.taking and leaving messages. writing a note
1. Gokhale Education Society’s
S.M.R.K. B.K. A.K. Mahila Mahavidyalaya, Nasik-5.
CC English (LL)
S.Y.B.Com. Sem III
Unit 4
Taking and Leaving Messages
and
Writing a Note
2. Introduction
• Taking and leaving messages either on telephone or in writing is a type of written communication.
• We also write notes in office or at home to leave messages for people.
• Formal notes and informal notes refer to the way a note is formatted. Both of these note styles have
conventions that they should each follow. Each of these notes has a specific purpose which they
must follow. Formal notes are letters that are meant for professional correspondence. These notes
generally address people that are not well known to you. They must follow specific conventions an
d a specified business format.
• Informal notes are quite different. Informal notes can be written in nearly any way that you choose.
They can be written mostly to people with whom, you have a close working relationship or a
familiarity with.
• We will see examples of both in this presentation.
3. • Message is a communication or statement written by one person to another or to a group of people.
following format can be used to write a message.
Taking and Leaving Messages
6. Writing Notes
• An informal note should consist of four sections:
1. Opening
2. Body
3. Closing
4. Signature
1. Opening
Choosing whether or not you should use a title depends on your familiarity with the person you are writing to.
The friendly you are with this person, the less likely you are to use their last name. The way you greet them is entirely
up to you. For instance, if you are writing a note to a friend, you might address it in one of the following ways:
Dear Richa,
Richa,
Hi, Richa,
Never forget that there must be a punctuation mark after the name, typically a comma.
7. 2.Body
The body is the main part of a note. This should be written in a personal, friendly tone and will be the main
content. It’s important to adjust your language based on who you are writing to.
There are a few things you may want to include:
1. State why you are writing
1. Expand on what you mentioned in the introductory paragraph
2. Ask how the person is
3. Make some concluding remarks
4. Invite them to write back to you
Writing Notes (Contd)
3.Closing
The closing is where you will summarize your thoughts and say goodbye. You may use one of the following
expressions.:
I am looking forward to seeing you.
I can’t wait to see you soon!
I look forward to hearing from you.
I am looking forward to hearing from you soon.
See you soon.
8. 4. Signature
In terms of signing off, make sure that it fits the overall tone of your note and sign your name.
Here are some commonly used sign-offs to notes:
Best wishes, Best,
Kindly, Sincerely,
Kind regards,
e.g.
Writing Notes (Contd)
Nina,
Thank you so much for your kind gift the other day! You know how much I love chocolate! I’m extremely
happy to report that it will go to good use! I appreciate that you thought of me on my birthday!
With Love,
Christine
