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    3.5. Drafting a Virtual Message - Class 12 - English Yuvakbharati

    • Mar 2
    • 2 min read

    Updated: Mar 8

    Drafting a virtual message is a critical writing skill that involves converting information, often from a telephonic conversation, into a short, clear note for a third person.


    The Communication Process

    Communication is the exchange of ideas and information between individuals. The two-way communication cycle involves several key components:


    • Sender: The person who initiates the message.


    • Encoding: The process of converting thoughts into a transmittable message.


    • Message: The actual information or thoughts being communicated.


    • Decoding: The process by which the receiver interprets the message.


    • Receiver: The person for whom the message is intended.


    • Feedback: The response from the receiver back to the sender.


    • Noise: Any interference that disturbs the communication process.


    Types of Virtual Messages

    Virtual communication uses technology, such as audio and video, to interact with people not physically present. Messages can be categorized into several types based on their purpose and emotional tone:


    Tone-Based Categories

    Purpose-Based Categories


    Positive: Thanks, appreciation, or sympathy.



    Directional: Best ways to achieve a goal.



    Negative: Disappointment or refusal.



    Possibility: Stating that "something else is possible".



    Neutral: Dry messages without emotion.



    Reality: Clarifying how things actually are.



    Persuasive: Using convincing language.



    Necessity: A "call to arms" for what is required.




    New Idea: Novel suggestions or views.




    Reframing: Framing weaknesses as strengths.


    How to Draft a Virtual Message

    Messages are typically written on small pieces of paper called memo-slips.


    Standard Format


    1. Date


    2. Time 


    3. Name of recipient 


    4. Body of the message 


    5. Name of the sender 


    Writing Guidelines


    • Be Concise: Include only the most vital details.


    • Stick to Facts: Do not add new information not found in the original conversation.


    • Use Proper Grammar: Sentences should be grammatically correct and use indirect or reported speech.


    • Clarity: Use simple language and avoid abbreviations.


    • Tone: Be friendly, polite, and avoid ambiguity or witticisms that could cause confusion.


    Example Message


    Based on a call from Mr. Rastogi to Ms. Dixit's office:


    14 Feb, 3:30 pm Message Mom,  Mr. Rastogi from your office called to say that tomorrow's meeting has been rescheduled. He mentioned it is urgent and wants you to check your mail as soon as possible for details. Ambuj 

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