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💬 Join WhatsApp GroupDRAFTING A VIRTUAL MESSAGE
Std. XII HSC English – Maharashtra State Board
Writing Skill – Complete Notes, Format, Rules & Examples
1. What is a Virtual Message?
A Virtual Message is a short written message prepared to convey important information from one person to another when the intended receiver is not available.
The message is generally based on information received through a telephone conversation, meeting, announcement or another person.
A Virtual Message is a short and clear written record of important information that needs to be communicated to another person.
The writer should select only the necessary information and present it briefly and accurately.
2. Virtual Message in HSC Writing Skills
Drafting a Virtual Message is an important writing activity for HSC English students.
Writing Skill: Drafting a Virtual Message
Std. XII – HSC English
The question generally provides a situation in which a person receives information for someone who is unavailable. The student has to draft a suitable message using the given information.
3. Purpose of a Virtual Message
The main purpose of a virtual message is to ensure that important information reaches the intended person accurately.
- To communicate important information.
- To record a telephone conversation briefly.
- To inform someone about an appointment.
- To convey a change in schedule.
- To communicate an invitation or request.
- To inform someone about an emergency or urgent matter.
- To pass on instructions received from another person.
4. Essential Elements of a Virtual Message
| Element | What to Include |
|---|---|
| Date | The date on which the message is written. |
| Time | The appropriate time of the message or call. |
| Receiver | The person for whom the message is intended. |
| Caller / Sender | The person who gave the information. |
| Main Information | The important information that needs to be conveyed. |
| Action Required | Any instruction, request, appointment or action the receiver needs to take. |
| Writer's Name | Name or identification of the person who drafted the message, where required. |
5. Basic Format of a Virtual Message
6. How to Draft a Virtual Message – Step by Step
Read the Situation Carefully
First read the complete situation and identify who called, whom the caller wanted to speak to and why.
Identify the Receiver
Find out the person for whom the message is intended. This person should be clearly mentioned.
Identify the Caller
Note the name of the person who called or gave the information.
Identify the Main Information
Find the most important information in the situation. This may include a meeting, appointment, invitation, change of plan, request or instruction.
Note the Date, Time and Place
If the situation contains a date, time or venue, include it accurately in the message.
Include the Required Action
If the receiver has to call back, attend a meeting, bring something or perform another action, mention it clearly.
Write the Message Briefly
Use short and clear sentences. Avoid unnecessary explanation or repetition.
Check the Information
Before submitting the answer, check names, dates, times, places and instructions carefully.
7. Easy Formula to Remember
WHO: Who called / who is concerned?
WHY: Why did the person call?
WHAT: What information was given?
WHEN: Date and time
WHERE: Place / venue, if applicable
ACTION: What should the receiver do?
8. Language Rules
- Use simple and clear English.
- Keep the message brief.
- Use complete sentences.
- Use appropriate tense.
- Use polite language.
- Use correct punctuation.
- Check spelling of names and places.
- Avoid unnecessary details.
- Maintain clarity and accuracy.
9. Direct Speech and Indirect Speech
A virtual message is normally written as a short report of information received from another person. Therefore, students may need to convert direct speech into indirect or reported form.
“Please ask Rahul to attend the meeting at 10 a.m. tomorrow,” said Mr. Patil.
Message:Mr. Patil called and asked Rahul to attend the meeting at 10 a.m. the next day.
10. Model Situation
Your mother is not at home. Mr. Deshmukh calls and informs you that the parent-teacher meeting scheduled for Saturday at 11 a.m. has been changed to Sunday at 10 a.m. Draft a virtual message for your mother.
11. Model Virtual Message
VIRTUAL MESSAGE
Date: 28 August 2026
Time: 10:30 a.m.
To: Mother
Mr. Deshmukh called while you were away. He informed me that the parent-teacher meeting scheduled for Saturday at 11 a.m. has been changed to Sunday at 10 a.m. Please attend the meeting at the revised time.
From: Rahul
12. Another Example
Your sister Neha is not at home. Her friend Priya calls to inform her that their college project discussion will be held at the college library at 3 p.m. tomorrow. Priya asks Neha to bring the project file.
VIRTUAL MESSAGE
Date: 28 August 2026
Time: 11:00 a.m.
To: Neha
Priya called to inform you that the discussion on your college project will be held in the college library at 3 p.m. tomorrow. She asked you to bring the project file.
From: Your brother
13. What Information Should Be Included?
| Information | Include? |
|---|---|
| Name of the receiver | Yes |
| Name of caller / sender | Yes |
| Main purpose of the call | Yes |
| Date | If given / required |
| Time | If given / required |
| Place / venue | If given |
| Instructions | If given |
| Unnecessary background information | No |
14. Do's and Don'ts
| Do | Don't |
|---|---|
| Write briefly and clearly. | Do not write a long paragraph. |
| Include all important information. | Do not omit essential details. |
| Mention names correctly. | Do not change names. |
| Mention date, time and place when required. | Do not invent information. |
| Use polite language. | Do not use informal slang. |
| Use complete sentences. | Do not use confusing abbreviations. |
15. Common Mistakes to Avoid
A virtual message is short and direct.
Only the important information should be conveyed.
The receiver must immediately understand why the caller called.
Never change names, dates, times or instructions.
Use only the information provided in the question.
A message should be concise.
Identify who has drafted or left the message where required.
16. Length of a Virtual Message
A virtual message should be short, precise and complete.
Always follow the word limit, if a specific word limit is provided in the question paper.
17. Tense and Pronoun Changes
When information is converted from direct speech into a message, students may need to make appropriate changes in tense and pronouns.
Direct: “I will meet Ravi tomorrow,” said Amit.
Message: Amit said that he would meet Ravi the next day.
However, students should always focus on preserving the original meaning and important information.
18. Useful Expressions
For Telephone Calls
- _____ called to inform you that...
- _____ called while you were away.
- _____ left a message for you.
- _____ wanted you to know that...
- _____ asked me to inform you that...
For Requests
- Please call _____ back.
- Please contact _____ as soon as possible.
- Kindly bring _____ with you.
- Please attend the meeting at _____.
For Changes
- The meeting has been postponed to _____.
- The programme has been rescheduled for _____.
- The venue has been changed to _____.
- The appointment has been shifted to _____.
19. How to Score Full Marks
Before Writing
- Identify the receiver.
- Identify the caller.
- Find the main purpose.
- Note the date and time.
- Note the place or venue.
- Identify any action required.
While Writing
- Use the proper message format.
- Write briefly and clearly.
- Include all relevant information.
- Use appropriate reported speech where necessary.
- Use polite and simple language.
- Do not add imaginary information.
Before Submitting
- Check names.
- Check date and time.
- Check place.
- Check instructions.
- Check grammar and spelling.
- Check whether the message is concise.
20. Final Checklist for Students
- Have I written the name of the receiver?
- Have I mentioned who gave the information?
- Have I included the main information?
- Have I mentioned the date and time where required?
- Have I mentioned the place or venue where required?
- Have I included the required action?
- Have I avoided unnecessary information?
- Have I preserved the original facts?
- Is my language clear and polite?
- Have I checked grammar and spelling?
21. Quick Revision Box
DRAFTING A VIRTUAL MESSAGE
Be SHORT.
Be CLEAR.
Be ACCURATE.
Include ALL IMPORTANT INFORMATION.
Do not add imaginary details.
📚 Solved Examples
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📖 View Solved Examples📚 Learn English Grammar the Easy Way!
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