hello friends in this video we will learn all about memorandum first we will learn what is memorandum then we will look into the format of a memo finally we will understand it with an example we will also know if there is a difference between a memo and a formal letter so without further ado let's get started what is a memorandum memorandum is a written message used as a form of communication within a business or organization the word memorandum is a latin word that simply means it must be remembered or it must be brought to the mind the memo must be clear and to the point when do we write a memo organizations and businesses may use memos as a form of communication in following cases number one announce or confirm a meeting or event for example a meeting or event for tax benefits of employees number two provide instructions for example use of stairs instead of elevator as maintenance is going on number three clarify or change a policy or procedure for example switching to ms teams instead of zoom for online communication another question that might come to your mind is what is the difference between a memo and a formal letter let me share with you the three key difference number one memo is written generally for communication within the organization while letters are written generally for communication outside the organization number two memos are short and to the point while letters could be short or long as per the requirement number three memo is an informal way of communication while letters are a formal way of communication now that we have understood what is memo and what are the differences between a memo and a formal letter let's look into the format of memo it has 6 key things in it number 1 at the start of the page write memorandum in the top middle number two write to here write the name of the recipient it could be for a specific person or to the entire organization number three write from here write the name of the person who is writing the memo number four write date here you need to mention the date on which memo is written number five right subject here you need to briefly write what is the objective or goal of writing the memo and number six body here you need to write the actual content it could be divided into three parts number one introduction here you need to write the main point or objective of the memo and set the tone number two main content it provides relevant details you may use numbered list or bullet points for better understanding and number three conclusion reconfirm the purpose and state the follow-up details so this is the way in which you can write the body of the memo now let's look into an example to understand this format clearly the question is you are niha hr head of infosys your organization has decided to use ms teams as a replacement for zoom as a new tool for online communication within the organization by 1st july 2022 write a memorandum to inform all the employees of the organization regarding the same if you read the question carefully it states that previously the organization was using zoom now it needs to be moved to ms teams so how will you inform it let's start writing the memo to understand it first let's write memorandum in the top middle then to all the employees of the company next from nihirsha hr head next comes the date 12th june 2022 [Music] next subject switching online communication to ms teams next comes the body and it will be like this first comes the introduction the purpose of this memo is to inform all the associates that we will be shifting the platform of online communication from zoom to ms teams starting from 1st july 2022 now comes the main content below are the steps to be followed for the same number 1 take a backup of all the important information from zoom before this duration number two ms teams will be auto downloaded into your laptops via backhand number three the login credentials will be the same as of your mailbox and number four in case you are facing any technical issue mail to the i.t department regarding the same on is security at the rate abc.com finally comes the conclusion please add her to the timelines and start switching to ms streams for online communication so here ends the memo please pause the video and look into the example again [Music] now let me give you an exercise to practice the question is you are ashitasha principal of the school the elevators of the school needs to be repaired write a memorandum to inform all the teachers to use stairs explaining the reason pause the video solve the exercise and message the answer in the comment so that's all in this video let's quickly revise what we learned in this lesson first we understood what is a memorandum a memorandum or memo is used to communicate something of immediate importance to the people within a business or organization it must be short and to the point then we looked into the three key difference between a memo and a formal letter next we looked into the format of memo and six key things that must be there in memo number one is the word memorandum next to next from next date on which memo is written next is the subject and finally comes the body then we looked into an example of the same finally i gave you an exercise to practice that's all in this video thanks a lot for watching like share comment and subscribe in case you found the video helpful all the best for your upcoming exams we'll meet in the next video till then good bye