Lecture on Memorandum

Overview

• Memorandum (Memo): A written message used for communication within businesses or organizations.
  • Origin: Latin word meaning "it must be remembered."
  • Characteristics: Should be clear and to the point.

When to Write a Memo

• Announce or Confirm Events: E.g., meetings or events for tax benefits.
• Provide Instructions: E.g., using stairs due to elevator maintenance.
• Clarify or Change Policies or Procedures: E.g., switching from Zoom to MS Teams.

Difference Between Memo and Formal Letter

1. Communication Scope:
   • Memo: Typically for internal communication.
   • Letter: Generally used for external communication.
2. Length and Detail:
   • Memo: Short and to the point.
   • Letter: Can be short or long as needed.
3. Formality:
   • Memo: Considered informal.
   • Letter: Formal communication.

Format of a Memo

• Title: "Memorandum" at the top center of the page.
• To: Recipient's name or entire organization.
• From: Name of the person writing the memo.
• Date: Date the memo is written.
• Subject: Briefly state the memo's objective or goal.
• Body:
  1. Introduction: State the main point or objective and set the tone.
  2. Main Content: Provide relevant details using numbered or bullet points.
  3. Conclusion: Reconfirm purpose and state follow-up details.

Example of a Memo

• Scenario: HR head of Infosys informing employees of a switch from Zoom to MS Teams.
• Structure:
  • Title: Memorandum
  • To: All employees
  • From: Nihirsha, HR Head
  • Date: 12th June 2022
  • Subject: Switching Online Communication to MS Teams
  • Body:
    • Introduction: Inform associates about switching platforms by 1st July 2022.
    • Main Content:
      • Backup information from Zoom.
      • MS Teams auto-downloaded on laptops.
      • Use same login credentials as mailbox.
      • Contact IT department for technical issues.
    • Conclusion: Adhere to timelines and switch to MS Teams.

Exercise

• Task: Principal of a school informs teachers to use stairs due to elevator repairs.

Recap

• Key Learnings:
  • Definition and usage of memos.
  • Differences between memos and formal letters.
  • Memo format with six key elements.
  • Example memo for practical understanding.

Note: Practice exercise provided.

Thank you for your attention! Good luck with your exams!