Format for Office Internal Memo
(Company / Institute Name).
Subject: This is with reference to explanation of late arrival / early leaving during working hours from:
This is office internal memo, if any staff member has to go out of company / institute on duty, for any collection, visit, etc. They should go with your permission/ information in advance and you are requested that if this time coincides with their arrival and departure please inform (xxx) about their late arrival and early leaving so that he/ she may be able to make necessary entry and do not place any red mark.
We have pro-forma for such assignment/ duties which you may fill in and send it to me through (xxx). This will streamline leaving and arrival time not only for (Position/ Designation), but also other sections as well.
This times their late arrival and leaving time is condoned but should be properly streamlined in future.
(Company/ Institute Name).