Formal Letters, CVs & Reports: Structure, Style & Exam Skills

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 Nepali exams.
• A report presents facts objectively, uses headings, and follows a problem → analysis → solution flow.
• Tone matters: Formal writing avoids contractions (e.g., "don’t" → "do not"), slang, and emotional language.
• NEB exams test:
  • Letter-writing (to editors, authorities, or friends in formal tone).
  • CVs for job applications (with no lies—examiners check facts).
  • Reports on given topics (e.g., environmental issues, youth migration).

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1. Formal Letters: Structure & Style

Formal letters are written to authorities, editors, or organizations. They must be polite, clear, and to the point.

Structure of a Formal Letter

Use this template for NEB exams:

[Sender’s Address]
[Date]

[Receiver’s Name/Designation]
[Receiver’s Address]

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

Dear [Sir/Madam/Editor],

[Introduction: State purpose in 1–2 sentences.]

[Body: Explain your request/issue with **3–4 points**. Use polite phrases.]

[Conclusion: End with a **call to action** (e.g., "I hope for your kind consideration").]

Yours faithfully,
[Your Name]
[Your Designation/Class/Institution]

Key Phrases for Formal Letters

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

Topic: Effects of Plastic Pollution

Kathmandu
15th Chaitra, 2080

The Editor
The Himalayan Times
GPO Box 2134
Kathmandu

Subject: Urgent Action Needed to Reduce Plastic Pollution

Dear Editor,

I am writing to draw attention to the **alarming rise in plastic pollution** in Nepal. Every day, mountains of plastic waste clog our streets, rivers, and landfills, harming wildlife and human health.

Firstly, **single-use plastics** (bags, bottles) are banned in many countries but still widely used here. Secondly, **poor waste management** means most plastic ends up in rivers like the Bagmati, killing fish and birds. Lastly, burning plastic releases toxic fumes, worsening air pollution.

I urge the government to **enforce stricter bans** on plastic and promote **biodegradable alternatives**. Schools and NGOs can also organize clean-up drives. Only collective action can save our environment.

Yours faithfully,
Ramesh Adhikari
Class 12, St. Xavier’s School

Why this works: ✅ Clear subject line (tells the reader instantly). ✅ 3-point structure (problem → causes → solution). ✅ Polite, professional tone (no slang or emotional language). ✅ Call to action (asks for government/NGO response).

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Worked Example 2: Formal Letter to a Principal (Application)

Topic: Request for Library Books

Butwal
10th Baishakh, 2080

The Principal
Gyanodaya Secondary School
Butwal

Subject: Request for Additional Library Books

Dear Principal,

I am writing on behalf of the **Science Club** to request more books for our school library. Currently, we have only **15 science books** for 200 students, making it difficult to conduct research projects.

Many students struggle to find **recent textbooks** on physics, chemistry, and biology. Without updated resources, our **science fair projects** suffer. We also need books on **environmental studies** to prepare for national competitions.

We kindly request you to **allocate funds from the school budget** or seek donations from local publishers. We assure you that these books will be used **responsibly and maintained properly**.

Thank you for your time and consideration.

Yours faithfully,
Sita KC
Secretary, Science Club
Class 12

Common Mistakes to Avoid: ❌ Informal tone: "Hey Sir, can you give us more books?" ❌ Too long: NEB expects 180–200 words (3–4 paragraphs). ❌ Vague requests: "Please help" → Bad. "Please sanction ₹50,000 for 50 new books" → Good.

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2. Writing a CV (Curriculum Vitae)

A CV is a one-page summary of your education, skills, and experience. For NEB exams, focus on academic CVs (for scholarships/jobs after +2).

Structure of a CV

[Your Name] [Address] | [Contact Number] | [Email]

Objective (1–2 sentences: What you want to do)

Education [Degree], [University/College], [Year] [Subjects studied], [Achievements: e.g., "Topper in English"]

Skills

• [Language: e.g., "Fluent in English and Nepali"]
• [Technical: e.g., "Basic computer skills (MS Office)"]
• [Soft skills: e.g., "Teamwork, public speaking"]

Experience (if any) [Job Title], [Organization], [Dates]

• [Key responsibilities in bullet points]

Extracurricular Activities

• [Debates, sports, volunteering]

References "Available on request"

### **Worked Example: Academic CV (NEB Style)**

Rohan Thapa Kirtipur, Kathmandu | 9843XXXXXX | rohan.thapa@email.com

Objective To pursue a Bachelor’s in Business Management and develop skills in marketing and leadership through academic excellence and practical experience.

Education Higher Secondary Certificate (HSC) St. Xavier’s College, Kathmandu | 2079

• Subjects: English, Economics, Management
• Achievements: Gold Medal in Debate Competition (2078)

Secondary Education Lalitpur School, Lalitpur | 2076

• Subjects: Science Stream
• Achievements: Scholarship for Top 5% in District

Skills

• Languages: English (Fluent), Nepali (Native), Hindi (Basic)
• Computer: MS Office, Basic Website Design
• Soft Skills: Public Speaking, Team Leadership

Experience Volunteer, Green Nepal NGO | 2078–2079

• Organized tree-planting drives in Kathmandu Valley.
• Trained 50 students on environmental conservation.

Extracurricular Activities

• Debate Club Member (2077–2079)
• Football Team Captain (2076–2078)

References Available on request.

NEB-Specific Tips: ✔ No photos or personal details (name, age, caste—examiners deduct marks for this). ✔ Keep it to 1 page (font: 11–12pt, Arial/Calibri). ✔ Use bullet points for readability. ✔ Highlight achievements (e.g., "Topper," "Scholarship").

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3. Writing Reports

A report presents facts, analysis, and solutions on a given topic. It is objective (no opinions) and structured.

Structure of a Report

Title (Clear and concise) [Your Name/Class/Date]

Introduction

• Briefly explain the topic and purpose of the report.

Body (3–4 paragraphs)

1. Background: Why is this topic important?
2. Findings: Key facts/data (use statistics if possible).
3. Analysis: Causes/effects of the problem.
4. Solutions: Practical steps to fix the issue.

Conclusion

• Summarize key points.
• End with a call to action (if needed).

References (if sources are used)

Worked Example: Report on Youth Migration (NEB Style)

Title: Reasons and Solutions for Youth Migration in Nepal Rohan Adhikari | Class 12 | 2080

Introduction Nepal is facing a serious problem of youth migration to foreign countries like Malaysia, Qatar, and South Korea. According to a 2078 report by Nepal Labour Ministry, over 500,000 Nepali youths work abroad, many in unsafe conditions. This report explores the reasons for migration and suggests solutions to retain talent in Nepal.

Body

1. Lack of Job Opportunities Nepal’s economy relies on agriculture and remittances, but unemployment among youths is 15% (Nepal Bureau of Statistics, 2079). Many qualified graduates cannot find jobs matching their skills.

2. Low Salaries and Poor Working Conditions In Nepal, an engineering graduate earns ₹20,000–₹30,000/month, while in Gulf countries, they earn ₹50,000–₹1,00,000. Many take risks by going abroad due to exploitative local employers.

3. Brain Drain Skilled professionals like doctors, engineers, and IT experts leave for better pay. This weakens Nepal’s healthcare and infrastructure sectors.

Solutions

• Government should create more jobs in IT, tourism, and renewable energy.
• Private companies must offer competitive salaries and better working conditions.
• Vocational training programs should be expanded to prepare youths for local jobs.
• Strict laws against human trafficking must be enforced to protect migrant workers.

Conclusion Youth migration is a double-edged sword: it sends money home but weakens Nepal’s future. By improving job opportunities, education, and working conditions, we can reduce migration and build a stronger Nepal. The government, businesses, and individuals must work together to retain our youth.

References

• Nepal Labour Ministry Report (2078)
• Nepal Bureau of Statistics (2079)

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Key Differences: Letter vs. Report vs. CV

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4. Common Exam Questions & How to Answer

NEB often asks:

1. Write a letter to the editor on [topic]. (180 words)
2. Write a CV for a job application. (1 page)
3. Write a report on [social issue]. (250 words)

NEB-Style Question & Answer

Question: "Write a letter to the editor of a national daily about the negative effects of social media on students."

Answer:

Pokhara
10th Chaitra, 2080

The Editor
The Annapurna Post
Pokhara

Subject: Harmful Effects of Social Media on Students

Dear Editor,

I am writing to express my concern about the **growing addiction to social media** among students. While platforms like Facebook and Instagram connect people, they are **distracting students from studies** and harming their mental health.

Firstly, **excessive screen time** reduces productivity. Many students spend **3–4 hours daily** on social media instead of studying, leading to **poor exam results**. Secondly, **cyberbullying** is rampant, causing anxiety and depression. A 2078 study found that **30% of Nepali students** reported feeling stressed due to online harassment.

I urge **schools to limit phone use** during classes and **parents to monitor screen time**. Social media should be used **responsibly**, not as a time-waster.

Yours faithfully,
Anita Shrestha
Class 12, Central School

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Exam Tip: How to Score Full Marks

1. Follow the structure strictly (examiners check this first).
2. Use formal language:
   • ❌ "Please send me books." → ✅ "I kindly request you to provide the necessary books."
3. Proofread for errors:
   • Check spelling (e.g., "recieve" → "receive").
   • Avoid grammar mistakes (e.g., "She go to school" → "She goes to school").
4. For reports:
   • Use headings (Introduction, Body, Conclusion).
   • Cite sources if using statistics (e.g., "According to World Bank, ...").
5. For CVs:
   • No lies—examiners verify facts.
   • Highlight achievements (e.g., "Debate Champion 2078").
6. Time management:
   • Spend 10 minutes planning (outline points before writing).
   • Write neatly—bad handwriting loses marks!

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Final Reminder:

• Letters: Polite, structured, 180–200 words.
• CVs: One page, no photos, achievements first.
• Reports: Factual, objective, problem → analysis → solution.

Practice makes perfect! Write 2–3 letters, 1 CV, and 1 report before the exam. Good luck! 🚀