English for Jr. College: 3.5 Drafting a Virtual Message

Tuesday 18 August 2020

3.5 Drafting a Virtual Message

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 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 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:

1.Positive Messages:

(Convey good feelings through thanks, appreciation, expression of interest, sympathy, extended help, solace.)

2.Negative Messages:

(Convey disappointment, disapproval, dissatisfaction, messages of disapproval, disagreement, denial, refusal, cancellation, etc.)

3.Neutral Messages:

(No feelings, no emotions, no sentiments, dry messages, messages showing neither joy nor sorrow, messages that do not draw any conclusion)

4.Persuasive 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:

1.Directional Messages –

Suggesting what should be done

2.Messages of Possibility –

Telling about what may be happen

3.Messages of Reality –

Presenting the truth

4.Messages of Necessity –

Showing the need of the situation

5.New Idea Messages –

Giving inspirational ideas

6.Reframing 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) The message should be written in simple language and without any abbreviations.

5) Check your message before you submit and send it.

6) Be friendly and polite.

7) 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 be 50 to 100 words only.

Tips:

1) Make sure to use the language that is suitable for the reader.

2) Keep to the word limit up to 50 to 100 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.

Model Activity:

Activity No. 1

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 donot 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 had 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

Activity No. 2

Imagine, you have to leave early from home for an interview. Draft a message to convey the same to your friend. Give your own reasons to support your message.

Answer:

Friday, 23 April, 7 a.m.

Dear Sachin,

I am leaving home now. I have to leave the home early as I am going to attend the scheduled interview. I forgot to tell you about this yesterday. I feel very bad that I can’t come with you to take the Corona prevention vaccine. I suggest you to go and take the vaccine as per your appointment. I will take it tomorrow. Take care and stay home after vaccination.

Yours Lovingly,

Tushar

Activity No. 3

(Sept. Board Exam- 2021)

Drafting a virtual message:

Imagine, you are Rahul/Jyoti studying in 12th standard. You are going to attend an International Awareness Programme in New Delhi the next week.

Draft a message in about 100/150 words to convey the same to your classmate. Give your own reasons to support your message.

Answer:

Monday, 15 September, 10 a.m.

Dear friends,

Here is a big news to you all. I am happy to inform you all that I am going to attend an International Awareness Programme in New Delhi the next week. Don’t you think this is a golden opportunity? Yes, it is. It’s a valuable chance for me who is just studying in Std. 12^th along with you all. Be ready to hear more about the occasion from me.

Expecting your huge support.

Your friend,

Rahul / Jyoti

For more examples, do buy ‘Activity Work Book for Std. XII’ by Prof. Tushar Chavan

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See video: Drafting a Virtual Message

Video created by:

Prof. Tushar Chavan

Rashtriya Junior College,

Chalisgaon

Dist. Jalgaon

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