Big picture
Functional writing gives a reader useful information or asks for a practical action. A note tells a family member where you have gone; a notice announces an activity; a letter communicates with someone beyond an immediate conversation. The writing should be clear enough to work when you are not there to explain it.
Class 6 tasks usually expect simple, accurate language and complete particulars. This chapter teaches short messages, notices, letters, emails and instructions through original models. Follow the format and word limit specified by your teacher or question paper.
Learning goals
Identify audience, purpose and required action.
Write clear messages and school notices.
Use informal and formal letter formats.
Compose a simple email, invitation or instruction sequence.
Check particulars, tone, organisation and language.
Core ideas
1. Purpose, audience and essential details
Begin with purpose: what must the reader know or do? Then identify the audience and choose a suitable tone. A message to a friend can be friendly, while a request to the headteacher should be respectful and direct. Formal does not mean using words you do not understand.
Make a detail list before drafting. An event announcement may need date, time, place, who can join, what to bring and whom to contact. A lost-item notice needs identifying features and a safe return route. Keep supplied facts unchanged. If the task allows invented details, make them sensible and consistent. A deadline after an activity would confuse readers unless there is a stated reason. Check action and logistics before decorating the heading.
2. Short messages and notes
A message passes important information briefly. Include the intended recipient, relevant date or time when needed, the information and the sender's name. You do not need a long opening about everyone's health before giving an urgent practical detail.
Complete model message
For Anu 15 July, 4 p.m.
The art-club meeting has moved from Room 6 to the library because Room 6 is being cleaned. Please bring your sketchbook and meet me there at 4:30 p.m. I have informed the club teacher.
Rohan
The model explains what changed, why, the new place, the time and what to bring. It does not leave the reader guessing whether the meeting was cancelled. When recording a spoken message, preserve the caller's actual information rather than adding a promise the caller did not make. Read names and numbers back when possible.
3. Notices and a complete school model
A notice is a short announcement to a group. A useful school format includes school or organisation name, NOTICE, date, heading, body and issuer. Put important information in an easy-to-find order.
GREENFIELD SCHOOL, SURAT NOTICE 15 July 20XX Storybook Exchange
Students of Classes VI and VII may join a storybook exchange in the library on 22 July during the lunch break. Bring one clean storybook with your name on a removable slip. Register with the librarian by 20 July. Participation is optional.
Sana Ali Reading Club Representative
The model identifies eligibility and makes the action clear. A notice is not a personal letter, so it does not require “Dear friends” and a long closing wish. If the task expects a box in an answer booklet, draw a simple one without sacrificing writing time. Readable content matters more than elaborate borders.
4. Informal letters to family or friends
An informal letter allows a personal, friendly voice. A common format includes sender's address, date, greeting, body, closing and name. Begin with a relevant connection and organise the body into short paragraphs.
Complete model letter
18 Lake Road Mangaluru 16 July 20XX
Dear Tara,
You asked about our new reading corner. We have placed a small shelf beside the classroom window and covered an old mat with a clean sheet. Everyone may borrow one book at a time.
Yesterday I chose a collection of animal stories. I also made a bookmark from leftover card. Our teacher has asked us to recommend one book we enjoyed and explain why.
When you visit next month, please bring the title of your favourite story. I would like to look for it in our library.
With love, Nisha
The letter includes news, a personal response and a relevant request. It does not become a list of unrelated events. Use familiar language, but keep sentences complete and respectful.
5. Formal requests and a complete model
A formal letter makes an official request or communicates with someone in an official role. Include sender's address, date, recipient, subject, salutation, body, suitable close and name according to the required convention.
Class VI B Sunrise School, Pune 17 July 20XX
The Principal Sunrise School, Pune
Subject: Request for an additional reading period
Madam/Sir,
I am writing on behalf of our class to request one additional library reading period each month. Several students would like more time to choose books and discuss their reading with the librarian.
We will follow the library rules and return borrowed books on time. Kindly consider a suitable period that does not disturb other lessons.
Yours faithfully, Arjun Patil Class Representative, VI B
The request is specific and polite. It explains a reason without claiming that every teacher has already agreed. Avoid commands, exaggerated praise and invented permissions. A formal letter can be short when the purpose and supporting details are complete.
6. Simple email and safe communication
An email should have a clear subject, greeting, concise message and closing. In a school exercise, use fictional contact details if addresses are required. Do not publish real passwords, home addresses or another person's private details in a class example.
Complete model email text
Subject: Question about the book-exchange registration
Dear Librarian,
I would like to join the storybook exchange on 22 July. May I bring a collection of short stories, or should the book contain one long story? I will register before the deadline.
Thank you, Mehul, Class VI
The email asks an answerable question and gives relevant context. It does not need the full postal format unless the task specifically requires it. Before sending any real communication, check the recipient and wording with the appropriate adult where needed. Clear subject lines help recipients recognise the topic without opening a vague message called “Hello.”
7. Instructions, invitations and sequence
Instructions tell someone how to do a task. Use clear action verbs and a sensible order. For making a simple bookmark: choose clean card, mark a rectangle, cut safely with permitted scissors, decorate it and write your name. Add safety information where relevant.
An invitation tells the reader the event, host, date, time, place and response method if needed. A friendly invitation can be simple, but it must still be complete. “Come to my event soon” does not give enough information. When giving directions, use recognisable landmarks and a clear starting point. Do not confuse instructions with a report: “Place the books on the shelf” directs a future action, while “We placed the books on the shelf” reports a completed one.
8. Checking against the task and marking expectations
A practical marking checklist includes content, format, organisation and language. Exact marks depend on the school's rubric. First check whether every requested detail is present; then check order and tone; finally correct spelling, capitals, verbs and punctuation.
Compare the models: a message passes a change, a notice announces group participation, an informal letter shares personal news, and a formal letter makes an official request. Their purposes explain their different formats. Do not memorise one model and force it into every question. A good final check asks whether the reader can act without asking obvious missing questions. If the notice says register but gives no person or place, complete it. If an invitation has two different times, correct the inconsistency. Accurate simple writing is more useful than an ornate answer with unreliable details.
A reliable approach to questions
Read the command word before choosing an answer. A definition needs the distinguishing feature; a comparison needs matching criteria on both sides; an application needs a reason linked to the situation.
Extract the supplied evidence and assumptions. Keep a small working table rather than relying on memory. If information is absent, state the limit instead of inventing a value or claiming certainty.
Work through the relevant rule one step at a time. For a program, record the changing state; for a scenario, connect the requirement to the feature that meets it. Explain why the closest alternative fails.
Check the result against the original question, including boundary cases, units and wording. Present a concise final answer followed by enough reasoning for another student to reproduce your conclusion.
Connections that matter
Grammar supports clear requests and correct instructions.
Vocabulary study helps choose a suitable tone.
Informational reading teaches careful retrieval of dates and conditions.
Common mistakes
Giving an event without time or place: include practical particulars.
Using a letter format for every task: match the genre.
Changing supplied facts: preserve the question’s details.
Adding real private information unnecessarily: use safe fictional examples.
Revision checklist
I can identify audience, purpose and required action.
I can write clear messages and school notices.
I can use informal and formal letter formats.
I can compose a simple email, invitation or instruction sequence.
I can check particulars, tone, organisation and language.