Formal Letters, CVs & Reports: Structure & Style

TAKEAWAYS:

• A formal letter has a fixed structure (sender’s address, date, salutation, body, closing) and uses polite, professional language.
• A CV (Curriculum Vitae) highlights education, skills, and experience in a clear, concise format—no photos or personal details in Nepal’s job market.
• A report presents facts logically, with headings, data, and recommendations, often used in schools, businesses, or media.
• Tone matters: Formal writing avoids slang, contractions (e.g., "don’t"), and emotional language.
• NEB exams test:
  • Letter-writing (180–200 words, 8 marks).
  • CVs (structured, 10–12 marks).
  • Reports (clear headings, data, and conclusions, 10–12 marks).

---

1. Formal Letters: Structure & Style

Formal letters are written to organizations, authorities, or unknown recipients (e.g., editors, principals, government offices). They must be polite, clear, and to the point.

Parts of a Formal Letter

Use this block format (left-aligned, no margins):

[Your Address] [City, Postal Code] [Your Email/Phone] [Date: Day Month Year]

[Recipient’s Name/Designation] [Organization Name] [Organization Address] [City, Postal Code]

Subject: [Clear, concise topic in 5–7 words]

Dear Sir/Madam, [or specific name + "Sir/Madam"]

[Body: 3–4 paragraphs]

1. Introduction: State purpose (e.g., "I am writing to request...").
2. Details: Explain reasons, facts, or requests.
3. Conclusion: Polite closing (e.g., "I hope for your kind consideration").

Yours faithfully, [Your Name]

Key Phrases for Formal Letters

Worked Example 1: Letter to the Editor (NEB Style)

Topic: Effects of Environmental Pollution Word Limit: 180 words

Kathmandu
12 March 2024

The Editor
The Himalayan Times
Kathmandu

Subject: Urgent Action Needed to Reduce Air Pollution

Dear Sir/Madam,

I am writing to express my concern about the worsening air pollution in Kathmandu. The thick smog during winter has made breathing difficult, especially for children and the elderly. Factories, vehicles, and stubble burning contribute to this crisis.

The government must enforce stricter emission rules and promote public transport. Schools should teach students about environmental conservation. As responsible citizens, we can reduce plastic use and plant trees.

I urge the authorities to take immediate action. Only collective efforts can save our future.

Yours faithfully,
Ramesh Adhikari
Student, Class 12

Why this works:

• Clear structure: Address → Subject → Introduction → Details → Conclusion.
• Formal tone: No slang ("I urge" instead of "Please do").
• Relevance: Links pollution to health and government action.

---

2. CVs (Curriculum Vitae): Format & Tips

A CV is a one-page document summarizing your education, skills, and experience for jobs. In Nepal, no photos or personal details (age, marital status) are included.

CV Structure

[Your Name] [Address] | [Email] | [Phone] | [LinkedIn (if any)]

Objective (1–2 lines): "Seeking a position in [field] to utilize my skills in [X] and [Y]."

Education (Reverse chronological order):

• Degree Name, University Name, Year
• Example: B.A. in English, Tribhuvan University, 2025

Skills:

• Language: English (fluent), Nepali (native)
• Computer: Microsoft Office, Basic HTML
• Soft Skills: Teamwork, Communication

Experience (If any):

• Internship at [Company], [Duration]
• Responsibilities: [Bullet points]

References: "Available upon request."

#### **Worked Example 2: Student CV (NEB Exam Style)**

Sarita Khadka Kathmandu-4 | sarita.khadka@email.com | 98XXXXXXXX

Objective Dedicated Class 12 student with strong communication skills seeking an internship in content writing or teaching.

Education

• Class 12, Science Stream, 85% | St. Xavier’s School, Kathmandu (2024)
• SEE, 88% | Same School (2022)

Skills

• Languages: English (fluent), Nepali (native), Hindi (basic)
• Computer: Microsoft Word, Excel, Canva
• Extracurricular: Debate Club Member, Volunteer at local library

Experience

• Tutor | Learn Nepal (Online) | Jan 2024–Present
  • Teach English to 10+ students weekly.
  • Prepare lesson plans and conduct mock exams.

References Available upon request.

Key Tips for NEB Exams:

• Keep it concise: 1 page max.
• No lies: Only list true achievements.
• Use bullet points for readability.
• Avoid: Personal photos, hobbies (unless relevant), or handwritten CVs.

---

3. Reports: Structure & Writing Tips

A report presents facts, data, or findings clearly. Used in school projects, media, or business.

Parts of a Report

1. Title: Clear and descriptive (e.g., "Impact of Social Media on Students").
2. Introduction: Purpose of the report.
3. Body: Divided into headings (e.g., "Causes," "Effects," "Solutions").
4. Conclusion: Summary + recommendations.
5. References (if data is sourced).

Worked Example 3: School Report (NEB Style)

Topic: "The Role of Libraries in Student Life" Word Limit: 200 words

The Role of Libraries in Student Life [Your Name] Class 12, [School Name] Date: 15 March 2024

Introduction Libraries are vital for students’ academic and personal growth. This report explores how libraries help students beyond textbooks.

Body

1. Access to Books: Libraries provide free access to reference books, journals, and digital resources. For example, the Central Library at TU offers rare books on history and science.
2. Quiet Study Space: Unlike crowded classrooms, libraries offer a peaceful environment for revision.
3. Extracurricular Learning: Many libraries host workshops on coding, debate, and creative writing.

Conclusion Libraries are more than book repositories—they are gateways to knowledge. Schools should upgrade libraries with modern facilities and organize regular reading programs.

Recommendations

• Increase library hours.
• Introduce e-books and online databases.
• Train librarians to guide students effectively.

Why this works:

• Headings: Makes reading easy.
• Facts: Uses examples (TU library).
• Recommendations: Shows critical thinking.

---

4. Comparison Table: Formal Letter vs. CV vs. Report

---

5. Common Mistakes to Avoid

• Informal language: Don’t use "Hey," "Thanks," or "pls."
• Grammar errors: Check spelling, tenses, and punctuation.
• Irrelevant details: Stick to the topic (e.g., in a letter about pollution, don’t write about traffic jams unless linked).
• Poor formatting: Use block format for letters, bullet points for CVs.
• Overly emotional: Reports and CVs should be factual, not dramatic.

---

6. NEB Exam Tips

For Letters (8 Marks)

• Structure: 4 marks (address, date, subject, closing).
• Content: 3 marks (relevance, details, logic).
• Language: 1 mark (grammar, tone).
• Word limit: Stick to 180–200 words (exceeding deducts marks).

For CVs (10–12 Marks)

• Format: 3 marks (correct sections, no errors).
• Content: 5 marks (education, skills, experience).
• Clarity: 2 marks (easy to read, no handwriting).
• Relevance: 2 marks (matches the job/field).

For Reports (10–12 Marks)

• Headings: 2 marks (logical division).
• Data/Facts: 4 marks (accurate, well-presented).
• Conclusion: 3 marks (summarizes key points).
• Language: 2 marks (formal, error-free).

General Tips

• Practice daily: Write 1 letter, 1 CV, and 1 report per week.
• Use past papers: NEB repeats topics (e.g., environment, education, technology).
• Time management: Spend 10–15 mins planning before writing.
• Proofread: Read aloud to catch errors.

---

7. NEB-Style Practice Questions

Question 1: Letter Writing (8 Marks)

Topic: "Write a letter to your principal requesting a library upgrade." Word Limit: 180 words.

Question 2: CV Writing (10 Marks)

Task: Prepare a CV for a part-time teaching job in English, listing:

• Your education (Class 12, SEE).
• Skills (teaching, communication).
• Any relevant experience (e.g., tutoring).

Question 3: Report Writing (10 Marks)

Topic: "The Impact of Social Media on Teenagers’ Mental Health." Structure:

1. Introduction (why it matters).
2. Body (positive and negative effects).
3. Conclusion (solutions).

---

8. Final Checklist Before Submitting

---

Remember: NEB exams test clarity, structure, and formality. Practice these formats until they become second nature!