Writing Skills: Essays, Letters & Reports – Formats, Styles & Exam Tips

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Unit 19: Writing Skills – Essays, Letters & Reports

This unit focuses on three key writing formats you’ll need for exams, assignments, and real-life communication:

1. Essays (persuasive, descriptive, narrative)
2. Letters (formal and informal)
3. Reports (business/academic)

Each has its own structure, tone, and purpose. Mastering these will help you score well in NEB exams (especially in English Paper 2: Writing Skills) and in real-world tasks like job applications or school projects.

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1. Essays: Structure, Types & Writing Tips

What is an Essay?

An essay is a short piece of writing that presents an argument, describes a topic, or tells a story in a structured way. Essays are common in exams, assignments, and competitions.

Types of Essays in NEB Class 11

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Structure of an Essay (5-Paragraph Format)

Most NEB essays follow this clear structure:

1. Introduction (3-4 sentences)

   • Hook (interesting fact/question)
   • Background info
   • Thesis statement (your main point)

2. Body Paragraph 1 (Topic Sentence + Evidence)

   • Main idea (supports thesis)
   • Examples, statistics, or quotes
   • Explanation of how it supports your point

3. Body Paragraph 2 (Another Supporting Point)

   • New idea (still linked to thesis)
   • More evidence
   • Analysis

4. Body Paragraph 3 (Counterargument & Rebuttal)

   • Opposing view (if argumentative)
   • Why it’s wrong/weak
   • Stronger evidence for your side

5. Conclusion (3-4 sentences)

   • Restate thesis (in new words)
   • Summarize key points
   • Final thought (call to action, question, or reflection)

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How to Write a Strong Essay (Step-by-Step)

1. Understand the Question

   • Example: "Do you agree that technology has improved education?"
   • Key words: "Do you agree" → You must take a clear stance (yes/no + reasons).

2. Brainstorm Ideas

   • List 3-4 main points for your argument.
   • Example for "Technology improves education":
     • Online learning helps remote students
     • Interactive apps make learning fun
     • Research tools (Google Scholar) help teachers

3. Write a Thesis Statement

   • Weak: "Technology is good for education."
   • Strong: "Technology has significantly improved education by making learning accessible, engaging, and research-driven."

4. Use Evidence

   • Facts: "A 2020 study by UNESCO found that 80% of students in rural Nepal now access digital classrooms."
   • Examples: "Duolingo’s gamified lessons increased my English vocabulary by 30% in a month."
   • Quotes: "The pen is mightier than the sword," but the laptop is mightier than the pen. (Adapted quote)

5. Avoid Common Mistakes

   • ❌ Too vague: "Technology is useful."
   • ✅ Specific: "AI tutors like Khan Academy’s platform reduce math errors by 40%."
   • ❌ Plagiarism: Copying sentences from the internet.
   • ✅ Paraphrase: Instead of "The internet helps students," write "Digital resources enable learners to access information instantly."

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Solved Example: Argumentative Essay (NEB Style)

Topic: "Mobile phones have more negative than positive effects on society."

Step 1: Plan

Step 2: Write the Essay

Introduction In today’s world, mobile phones are everywhere—from classrooms to boardrooms. While they connect people instantly, their negative effects on society outweigh the benefits. Excessive phone use leads to distraction, addiction, and privacy risks, harming productivity and mental health.

Body Paragraph 1: Distraction Mobile phones act as constant distractions. A 2022 study by Pew Research found that 60% of teenagers check their phones every five minutes, even during classes. This reduces concentration, making it hard to focus on studies or work. For example, a student using WhatsApp during a lecture may miss key concepts, leading to poor exam performance.

Body Paragraph 2: Addiction & Mental Health Beyond distraction, phones cause addiction. Social media apps like Instagram and TikTok use algorithms to keep users hooked, releasing dopamine (a "happy" chemical) when likes appear. The World Health Organization (WHO) warns that excessive screen time leads to anxiety, depression, and poor sleep. Many students report insomnia because they scroll until midnight.

Body Paragraph 3: Privacy & Security Risks Another major issue is privacy. Many apps collect personal data without users’ knowledge. A 2021 cybersecurity report revealed that 70% of free apps share user data with third parties, risking identity theft and hacking. For instance, a leaked database in 2020 exposed 500 million Facebook users’ data, showing how vulnerable we are.

Conclusion While mobile phones offer convenience and connectivity, their negative impacts—distraction, addiction, and privacy risks—are far greater. Society must limit screen time, use privacy tools, and educate people on safe phone habits. Without control, these devices will continue to harm mental health and security.

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Why This Essay Scores Well? ✔ Clear thesis (negative effects > positive) ✔ Strong evidence (studies, stats, examples) ✔ Logical flow (each paragraph builds on the last) ✔ Formal tone (no slang, proper grammar)

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2. Letters: Formal vs. Informal

What is a Letter?

A letter is a written message sent to someone. There are two main types:

1. Formal Letters (business, official, complaints)
2. Informal Letters (friends, family, personal)

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Structure of a Formal Letter

Use this format for NEB exams, job applications, or official complaints.

[Your Address] [Date]

[Recipient’s Name] [Recipient’s Designation/Title] [Organization/Company Name] [Address]

Subject: [Clear, concise topic in 1 line]

Dear [Sir/Madam/Name],

Introduction (1-2 sentences)

• State purpose (e.g., complaint, inquiry, application)

Body (2-3 paragraphs)

• Details (what happened, why you’re writing)
• Requests/Questions (what you want them to do)
• Evidence (dates, names, references if needed)

Conclusion

• Polite closing (e.g., "Looking forward to your response")
• Formal sign-off: Yours sincerely, / Yours faithfully,
• Your name

[Your Name] [Your Contact Info (if needed)]

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Solved Example 1: Formal Letter (Complaint)

Topic: Complaint about poor service at a restaurant.

Kathmandu, 15th October 2023

The Manager, Hotel Everest, Thamel, Kathmandu

Subject: Complaint regarding unsatisfactory service on 10th October

Dear Sir,

I am writing to complain about the poor service I experienced at your restaurant on 10th October 2023. I had booked a table for a family dinner but was ignored for over 30 minutes despite waiting patiently. When I finally received my order, it was cold and incomplete.

This is unacceptable for a restaurant of your reputation. I had expected better treatment, especially since I am a regular customer. I request that you investigate this issue and ensure such problems do not recur.

I hope you will take this matter seriously. I look forward to your written apology and a refund for the inconvenience.

Yours sincerely, Ramesh Adhikari Phone: 9845678901

Why This Works? ✔ Clear subject line (tells the reader why you’re writing) ✔ Factual details (dates, what happened) ✔ Polite but firm tone (not aggressive, but serious) ✔ Request for action (investigation + refund)

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Structure of an Informal Letter

More casual, like writing to a friend.

[Your Address] [Date]

[Friend’s Name] [Address]

Dear [Name],

Introduction (1 sentence)

• Mention how you’re doing + why you’re writing

Body (2-3 paragraphs)

• Share news, ask questions, give updates
• Use contractions (I’m, don’t, can’t)

Closing

• "Hope to see you soon!"
• "Write back soon."
• Informal sign-off: Best regards, / Love, / Cheers,

[Your Name]

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Solved Example 2: Informal Letter (To a Friend)

Topic: Inviting a friend to your birthday party.

Pokhara, 5th November 2023

Dear Sita,

I hope you’re doing well! I’m **super excited** to invite you to my **18th birthday party** on **12th November** at my home in Pokhara.

We’ll have **food, games, and music**—it’s going to be **so much fun**! The party starts at **5 PM**, and I’d love it if you could come. Please **RSVP by 10th November** so I can plan everything.

Let me know if you can make it! Can’t wait to celebrate with you.

Cheers,
Raju

Key Differences: Formal vs. Informal Letters

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3. Reports: Business & Academic Writing

What is a Report?

A report is a structured document that presents facts, findings, or recommendations on a specific topic. It is clear, concise, and objective (no personal opinions unless asked).

Types of Reports in NEB

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Structure of a Report

Most reports follow this format:

Title (Clear and specific) Introduction

• Background (why the report was written)
• Objective (what the report aims to find)
• Scope (what’s included/excluded)

Body (Divided into sections with headings)

• Findings (facts, data, observations)
• Analysis (explanation of findings)
• Recommendations (solutions, if needed)

Conclusion

• Summary of key points
• Final thoughts (if applicable)

References (if using sources)

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Solved Example: Academic Report (NEB Style)

Topic: "The Impact of Plastic Bags on the Environment in Nepal"

Report on the Environmental Impact of Plastic Bags in Nepal Submitted by: [Your Name] Date: 20th October 2023

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Introduction

Plastic bags are widely used in Nepal but cause severe environmental damage. This report examines their impact on soil, water, and wildlife, and suggests alternative solutions.

Objective:

• To analyze how plastic bags pollute Nepal’s environment.
• To recommend eco-friendly alternatives.

Scope:

• Focuses on Kathmandu Valley (highest plastic waste).
• Does not cover glass or paper bags.

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Findings

1. Pollution of Soil and Water

• 80% of Kathmandu’s waste is plastic (Central Department of Environment, 2022).
• Plastic bags take 10-20 years to decompose, poisoning soil.
• Rivers like the Bagmati are clogged with plastic, harming fish and agriculture.

2. Harm to Wildlife

• Cows and birds mistake plastic for food, leading to choking or starvation.
• Turtles ingest plastic bags, causing internal injuries.
• Microplastics (tiny plastic pieces) enter the food chain, affecting humans.

3. Health Risks for Humans

• Burning plastic releases toxic chemicals, causing respiratory diseases.
• Plastic waste breeds mosquitoes, increasing dengue and malaria risks.

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Analysis

The overuse of plastic bags is due to:

• Cheap production (NPR 2-5 per bag).
• Lack of awareness about alternatives.
• Weak government enforcement of bans.

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Recommendations

1. Ban single-use plastics (like India’s 2022 ban).
2. Promote cloth/jute bags through school programs.
3. Fine businesses that use plastic bags (strict penalties).
4. Recycling drives in cities to reduce landfill waste.

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Conclusion

Plastic bags severely damage Nepal’s environment, affecting soil, water, wildlife, and human health. By banning plastic, using alternatives, and enforcing laws, Nepal can reduce pollution and create a sustainable future.

References:

• Central Department of Environment (2022). Waste Management Report.
• WHO (2021). Impact of Microplastics on Health.

Why This Report Scores Well? ✔ Clear structure (headings, bullet points for readability) ✔ Factual evidence (stats, sources) ✔ Objective tone (no emotional language, just facts) ✔ Practical recommendations (solutions, not just problems)

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Exam Tips for Essays, Letters & Reports

1. Essays

✅ Do:

• Read the question carefully (note key words like "agree/disagree").
• Plan before writing (3-4 points, thesis statement).
• Use formal language (avoid slang, contractions).
• Cite examples (studies, quotes, personal experiences).
• Proofread (check spelling, grammar, punctuation).

❌ Don’t:

• Go off-topic (stick to the question).
• Use vague statements ("It’s good/bad" → Why?).
• Copy from the internet (NEB checks for plagiarism!).
• Make spelling/grammar mistakes (e.g., "their" vs. "there").

NEB Exam Question Example: "Technology has made life easier, but it has also created new problems. Do you agree?" How to Approach:

• Agree side: Saves time (e.g., online banking, Google Maps).
• Disagree side: Distraction, cyberbullying, job losses.
• Balance both (but have a clear stance).

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2. Letters

✅ Do:

• Follow the correct format (address, date, subject, salutation).
• Be concise (NEB letters should be 100-150 words).
• Use polite language (e.g., "I kindly request" instead of "Give me").
• Proofread (check for errors).

❌ Don’t:

• Write too casually (even in informal letters, avoid slang like "LOL").
• Forget the subject line (in formal letters).
• Make the letter too long (stick to 3-4 paragraphs).

NEB Exam Question Example: "Write a letter to the Principal of your school complaining about the poor quality of food in the canteen." Key Points to Include:

• Date, address, salutation
• Problem (food is stale, dirty, unhealthy)
• Impact (students getting sick)
• Request (improvement, inspection)
• Polite closing

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3. Reports

✅ Do:

• Use headings and subheadings (makes it easy to read).
• Present facts objectively (no personal opinions unless asked).
• Include data (stats, quotes, examples).
• Give clear recommendations (if required).

❌ Don’t:

• Write like an essay (reports are structured differently).
• Use emotional language (e.g., "This is terrible!" → Why?).
• Forget references (if you use sources).

NEB Exam Question Example: "Prepare a report on the causes and effects of air pollution in your city." Structure to Follow:

1. Title (e.g., "Air Pollution in Kathmandu: Causes and Effects")
2. Introduction (why the report? scope?)
3. Causes (vehicles, factories, dust)
4. Effects (health problems, climate change)
5. Recommendations (electric vehicles, tree planting)
6. Conclusion (summary + call to action)

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Common Mistakes to Avoid

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Final Checklist Before Submitting

✔ Essays:

• Clear thesis statement.
• 3+ body paragraphs with evidence.
• Proper conclusion (no new info).
• Formal language, no errors.

✔ Letters:

• Correct format (address, date, subject).
• Polite tone (formal/informal as needed).
• Concise (100-150 words for NEB).
• No spelling mistakes.

✔ Reports:

• Clear headings and subheadings.
• Factual, objective language.
• Data + analysis + recommendations.
• References (if used).

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Good luck with your NEB exams! Practice writing at least 2 essays, 2 letters, and 1 report per week to master these formats. 🚀