EnglishUnit 1915 min read
Unit 19 – Formal Letters, CVs and Reports: Formats, Language and Presentation
Unit 19 of English: explains the structure, language features and presentation rules for formal letters, curriculum vitae and reports, with worked examples, tables, and exam‑style practice for NEB Class 12.
Key points
- Recognise the parts of a formal letter, a CV and a report and their order.
- Use appropriate salutations, sign‑offs and formal register.
- Apply key grammar patterns such as modal verbs for requests and passive voice for report findings.
- Format a CV to highlight education, experience and skills effectively.
- Plan, organise and write a concise report with headings, sub‑headings and recommendations.
1. Introduction to Formal Writing
Formal writing is used in professional and academic contexts. It demands a clear purpose, a logical layout and a polite, impersonal tone. The three main genres in this unit are:
| Genre | Typical Use | Key Features |
|---|---|---|
| Formal Letter | Job application, complaint, request | Fixed format, formal salutations, concise paragraphs |
| Curriculum Vitae (CV) | Applying for jobs, scholarships, internships | Chronological or functional layout, bullet points, emphasis on achievements |
| Report | School projects, workplace assessments, research findings | Title page, abstract, headings, data presentation, conclusions and recommendations |
Understanding these conventions helps you communicate effectively and earn full marks in the NEB exam.
2. Formal Letter
2.1 Definition
A formal letter is a written communication addressed to a person or organization in a professional setting. It follows a prescribed format and uses a respectful tone.
2.2 Parts of a Formal Letter
letter
[Your Address]
[City, Postal Code]
[Date]
[Recipient’s Name]
[Recipient’s Designation]
[Company/Organization]
[Address]
Dear [Title] [Surname],
[Opening paragraph – state purpose]
[Body paragraph(s) – provide details, arguments, evidence]
[Closing paragraph – request action, express gratitude]
Yours sincerely,
[Your Signature]
[Your Printed Name]
[Contact Information]
Explanation of each part
| Part | What to write | Tips |
|---|---|---|
| Your Address | Your street, city, postal code (no name) | Align left, omit if using letterhead |
| Date | Day month year (e.g., 5 October 2026) | Write the full month to avoid confusion |
| Recipient’s Details | Full name, title, organization, address | Verify spelling; use correct honorific |
| Salutation | “Dear Mr. Sharma,” or “Dear Dr. Patel,” | Use “Sir/Madam” only when name unknown |
| Opening Paragraph | State the purpose in one sentence | Be direct, avoid unnecessary pleasantries |
| Body Paragraphs | Expand with facts, reasons, supporting details | Use one main idea per paragraph |
| Closing Paragraph | Summarise, request, thank the reader | Keep it brief |
| Sign‑off | “Yours sincerely,” (if name known) or “Yours faithfully,” (if unknown) | Follow with a comma |
| Signature & Printed Name | Hand‑sign above printed name | Include contact details if not in header |
2.3 Language Features
- Modal verbs for polite requests: could you please, would you be able to, might you consider.
- Passive voice for objectivity: “The report was submitted on time.”
- Formal connectors: furthermore, moreover, consequently, therefore.
- Avoid contractions: use “do not” instead of “don’t”.
2.4 Worked Example
Task: Write a letter to the principal requesting permission to organize a science exhibition.
letter
123/4, Laxmi Marg
Pokhara 33700
5 October 2026
Mr. Rajendra K. Shrestha
Principal
Shree Saraswati Higher Secondary School
Pokhara
Dear Sir,
I am writing to seek your permission to organize a science exhibition for Class 12 students on 20 November 2026. The exhibition will showcase projects on renewable energy, robotics and environmental monitoring.
The event will be held in the school auditorium from 10 am to 4 pm. We plan to invite local scientists and university professors as judges. The estimated cost is NPR 25,000, which will be covered by a modest entry fee and sponsorships.
I kindly request your approval for the use of the auditorium and the allocation of a budget of NPR 10,000 from the school fund. Your support will greatly motivate the students and enhance the school’s reputation for academic excellence.
Thank you for considering this proposal. I look forward to your positive response.
Yours sincerely,
Sanjay K. Thapa
Class 12, Science
Phone: 9801‑234567
Why this works
- Clear opening stating purpose.
- Specific details (date, venue, cost).
- Polite request with “I kindly request”.
- Formal closing and complete contact information.
2.5 Common Mistakes
| Mistake | Correct Approach |
|---|---|
| Using informal greetings (“Hey”) | Use “Dear Mr./Ms.” |
| Over‑loading with personal anecdotes | Keep focus on the purpose |
| Mixing past and present tense inconsistently | Maintain consistent tense (usually present simple for facts, present perfect for recent actions) |
| Forgetting to sign off | Always end with a proper sign‑off and signature |
3. Curriculum Vitae (CV)
3.1 Definition
A CV is a concise document that summarises your academic background, work experience, skills and achievements. It is used to market yourself to potential employers or admission committees.
3.2 Types of CVs
| Type | When to use | Layout |
|---|---|---|
| Chronological | When you have steady work history | Lists jobs/education in reverse‑chronological order |
| Functional | When you want to highlight skills over gaps | Groups information under skill headings |
| Combination | When you need both experience and skill emphasis | Mixes chronological and functional sections |
3.3 Standard Sections
- Header – Name, address, phone, email, LinkedIn (optional).
- Personal Statement – 2‑3 lines summarising career goal and key strengths.
- Education – Institution, degree, year, GPA/percentage.
- Work Experience – Job title, organisation, dates, bullet points of responsibilities and achievements.
- Skills – Technical, language, interpersonal.
- Projects / Research – Title, brief description, role, outcome.
- Awards & Certifications – Name, awarding body, date.
- References – “Available upon request” or list with contact details.
3.4 Formatting Tips
- Use a clean, professional font (Arial, Times New Roman, size 10‑12).
- Keep margins 1 inch (2.5 cm).
- Use bullet points for readability.
- Keep length to 1‑2 pages for Class 12 level.
- Align dates to the right for quick scanning.
3.5 Sample CV (Chronological)
letter
Sanjay Kumar Thapa
House No. 12, Laxmi Marg, Pokhara 33700
Phone: 9801‑234567 | Email: sanjay.thapa@email.com
Personal Statement
Motivated science graduate seeking a research assistant position. Strong analytical skills, experience in laboratory work and a keen interest in renewable energy.
Education
2022‑2026 Shree Saraswati Higher Secondary School, Pokhara
Higher Secondary Certificate (Science) – 3.85 GPA
2018‑2022 Pokhara Academy, Pokhara
School Leaving Certificate – 88 %
Work Experience
June 2025 – August 2025 Intern, Nepal Renewable Energy Lab, Kathmandu
• Assisted in testing solar panel efficiency under varying light conditions.
• Recorded data using Excel and prepared a summary report for senior scientists.
January 2025 – April 2025 Volunteer Tutor, Community Learning Centre, Pokhara
• Taught basic physics concepts to 30 secondary students.
• Developed worksheets that improved test scores by 12 %.
Skills
- Laboratory techniques: titration, spectroscopy, data analysis
- Software: MS Office, Python (basic), MATLAB (introductory)
- Languages: Nepali (native), English (fluent), Hindi (conversational)
Projects
“Design of a Low‑Cost Water‑Purification System” – Group project, 2025
• Conducted field tests, achieved 95 % removal of contaminants.
Awards & Certifications
- First prize, National Science Fair, 2024
- Certificate in Basic Laboratory Safety, 2025
References
Available upon request.
3.6 Comparison Table: Letter vs. CV
| Aspect | Formal Letter | CV |
|---|---|---|
| Purpose | Convey a specific request or information | Market yourself for a job/academic opportunity |
| Length | Usually 1 page (≈150‑250 words) | 1‑2 pages (≈400‑800 words) |
| Structure | Fixed parts (address, salutation, body, sign‑off) | Flexible sections (header, education, experience…) |
| Tone | Polite, impersonal, direct | Professional, confident, achievement‑focused |
| Language | Formal register, modal verbs, passive voice | Action verbs, quantifiable results, keywords |
3.7 Common Pitfalls
| Pitfall | Remedy |
|---|---|
| Including irrelevant hobbies | List only activities that add value to the target role |
| Using first‑person pronouns excessively | Use concise bullet points; avoid “I did…” |
| Inconsistent date format | Choose one style (e.g., “Jan 2025”) and apply throughout |
| Spelling/grammar errors | Proofread, use spell‑check, ask a peer to review |
4. Report Writing
4.1 Definition
A report is a structured document that presents information, analysis and recommendations on a specific topic. It is used in academic, scientific and business contexts.
4.2 Parts of a Report
letter
Title Page
Title (centered, bold)
Subtitle (if any)
Author’s name
Date
Abstract (150‑200 words) – brief overview of purpose, method, findings, conclusion
Table of Contents – auto‑generated if possible
1. Introduction
Background, objectives, scope
2. Methodology
Procedures, materials, data collection
3. Findings / Results
Tables, graphs, descriptive text
4. Discussion
Interpretation, comparison with literature
5. Conclusion
Summary of key points
6. Recommendations
Practical actions based on findings
7. References
Harvard or APA style
8. Appendices (optional)
Raw data, questionnaires, extra charts
4.3 Language Features
- Passive voice for objectivity: “The samples were heated to 80 °C.”
- Nominalisation to condense: “Investigation” instead of “investigating”.
- Formal connectors: “In contrast”, “Consequently”, “Therefore”.
- Quantitative language: use percentages, averages, standard deviations.
4.4 Worked Example (Mini‑Report)
Topic: “Effect of Light Intensity on the Rate of Photosynthesis in Elodea”
letter
Effect of Light Intensity on the Rate of Photosynthesis in Elodea
Prepared by: Sanjay K. Thapa
Date: 5 October 2026
Abstract
The experiment investigated how varying light intensities influence the rate of photosynthesis in *Elodea* leaves, measured by the volume of oxygen released. Light intensities of 200, 400, 600 and 800 lux were applied. Results showed a positive correlation up to 600 lux, after which the rate plateaued, indicating light saturation. Recommendations include maintaining optimal light levels in indoor aquaculture.
1. Introduction
Photosynthesis converts light energy into chemical energy. Understanding the light‑intensity response helps optimise growth conditions for aquatic plants.
2. Methodology
- Fresh *Elodea* cuttings were placed in 250 ml beakers containing 100 ml of water.
- Light sources of known lux were positioned 10 cm above the beakers.
- Oxygen bubbles were collected over a 5‑minute period and measured using a graduated cylinder.
- Each intensity was tested three times; average values were recorded.
3. Findings
| Light Intensity (lux) | Average O₂ volume (ml) |
|-----------------------|------------------------|
| 200 | 2.1 |
| 400 | 4.3 |
| 600 | 5.9 |
| 800 | 5.8 |
4. Discussion
The data indicate a linear increase in photosynthetic rate up to 600 lux, after which the rate stabilises, suggesting that the photosynthetic apparatus becomes saturated. This aligns with the light‑saturation curve described in textbooks.
5. Conclusion
Optimal light intensity for *Elodea* in laboratory conditions is around 600 lux. Excess light does not further increase oxygen production.
6. Recommendations
- Maintain aquarium lighting at 500‑600 lux for maximum growth.
- Use diffused light sources to avoid photoinhibition.
7. References
- Smith, J. (2020). *Plant Physiology*. Kathmandu: Nepal Academic Press.
- Jones, L. (2018). “Light saturation in aquatic plants,” *Journal of Botany*, 45(3), 210‑218.
8. Appendices
- Raw data tables, calibration of lux meter.
4.5 Advantages of Using a Standard Report Format
- Clarity: Readers can locate information quickly via headings.
- Professionalism: Shows ability to follow conventions, valued by teachers and employers.
- Objectivity: Passive voice and nominalisation reduce personal bias.
4.6 Common Errors
| Error | How to avoid |
|---|---|
| Mixing narrative style with data | Keep description separate from tables/figures |
| Over‑loading with jargon | Define technical terms on first use |
| Ignoring citation rules | Use a consistent referencing style |
| Forgetting to include an abstract | Write a concise summary after completing the report |
5. Comparison of Formats
figure
formal letter format example | Example of a standard formal letter layout
figure
curriculum vitae sample | A typical chronological CV for a Class 12 student
figure
report cover page example | Title page of a scientific report
| Feature | Formal Letter | CV | Report |
|---|---|---|---|
| Primary Audience | Specific individual/organisation | Potential employer or admissions panel | Teacher, supervisor, or stakeholder |
| Length | 150‑250 words | 1‑2 pages | 800‑1500 words (depends on task) |
| Layout | Fixed sections (address, salutation, body, sign‑off) | Header + multiple sections (education, experience…) | Title page, abstract, numbered headings |
| Tone | Polite, request‑oriented | Confident, achievement‑oriented | Objective, analytical |
| Use of Tables/Charts | Rare | Occasionally for skills matrix | Common for data presentation |
| Common Assessment Criteria | Purpose, format, language accuracy | Relevance, clarity, layout, language | Structure, analysis, language, referencing |
6. Grammar Patterns for Formal Writing
6.1 Modal Verbs for Polite Requests
| Modal | Use | Example |
|---|---|---|
| could | Soft request | “Could you please confirm the meeting date?” |
| would | Conditional request | “Would you be able to provide the syllabus?” |
| may | Formal permission | “May I submit the report by Friday?” |
| might | Tentative suggestion | “You might consider extending the deadline.” |
6.2 Passive Voice
| Active | Passive |
|---|---|
| The committee approved the proposal. | The proposal was approved by the committee. |
| We conducted the experiment. | The experiment was conducted. |
6.3 Nominalisation
| Verb Phrase | Nominalised Form |
|---|---|
| to analyse data | analysis of data |
| to improve performance | improvement of performance |
| to investigate the cause | investigation of the cause |
6.4 Formal Connectors
| Connector | Function |
|---|---|
| consequently | result |
| furthermore | addition |
| however | contrast |
| therefore | conclusion |
7. NEB Board‑Style Practice Questions
7.1 Formal Letter
Q1. Write a formal letter to the head of the Department of Education requesting a free copy of the new science textbook for your school library. Include a brief justification. (150‑200 words)
7.2 CV
Q2. Prepare a CV for a student who has:
- Completed SLC with 89 % in 2022.
- Completed HSE with 3.70 GPA in 2026 (Science).
- Interned at “Eco‑Solutions Ltd.” for 2 months (June‑July 2025).
- Volunteered as a math tutor for 30 students (2024‑2025).
Present the CV in a chronological format, using bullet points and appropriate headings. (Maximum 2 pages)
7.3 Report
Q3. You conducted a survey on the reading habits of Class 12 students. Summarise your findings in a short report (≈300 words). Include a title, abstract, headings, a table of results, and a concluding recommendation.
8. Exam Tip
- Read the task carefully: Identify whether the question asks for a letter, CV or report. The word limit and required sections are usually specified.
- Plan before you write: Spend 5 minutes outlining headings, key points and any data you need to insert. This saves time and prevents missing sections.
- Stick to the format: Marks are awarded for correct layout. Use the sample blocks as a checklist.
- Use formal language consistently: Avoid contractions, slang and first‑person pronouns (except in the personal statement of a CV).
- Proofread: Allocate the last 5 minutes to check spelling, punctuation and the alignment of dates and headings.
Following these steps will help you produce clear, well‑structured formal writing that meets NEB expectations.
Based on the NEB +2 Science syllabus for English (Eng), unit 19.
Discussion
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