Government offices communicate mostly through official letters. Kharidar and Nayab Subba candidates are often asked to name the parts of an official letter, explain types such as circulars and D.O. letters, or write a short letter. This note explains the parts, types and features of official letters with a simple format you can follow in the exam.
1. Parts of an official letter
| Part | Content |
|---|---|
| Letterhead | Government emblem, “Government of Nepal”, ministry or office name, address, phone and email |
| Patra sankhya and chalani number | Fiscal year (e.g. 2083/84) and chalani number from the chalani register |
| Date | Date of issue in Bikram Sambat |
| Addressee | Name, post and office of the receiver, usually beginning with “Shri” |
| Subject (bishaya) | One-line summary of the matter |
| Body | Reference to earlier letter or decision, the main matter, and the request or instruction |
| Signature block | Signature, name and post of the authorised officer |
| Bodhartha | List of offices or persons who receive a copy for information |
2. Types of official letters
| Type | Use |
|---|---|
| General (sadharan) letter | Normal letter between offices or to individuals |
| Circular (paripatra) | Same instruction or information sent to many offices at once |
| Notice (suchana) | Public information, e.g. vacancy, tender, holiday; published on notice boards, websites or newspapers |
| Demi-official (D.O.) letter | Semi-personal letter from one officer to another by name, to draw attention to an urgent matter |
| Office order (karyalaya adesh) | Internal order to staff, e.g. transfer of duties or leave |
| Reminder (taketa) | Follow-up when an earlier letter got no reply |
| Endorsement | Forwarding a received letter to another office with a short note |
| Press release | Information for the media |
3. Features of a good official letter
- Clear and brief: one matter per letter, in simple words.
- Correct and complete: right names, dates, reference numbers and figures.
- Polite and formal language, even when refusing a request.
- Based on law and decisions: mention the decision or rule behind it.
- Proper format: letterhead, patra sankhya, chalani number, date, subject and signature.
- Written in the official language (Nepali in Devanagari) unless another language is needed.
- Signed only by an authorised officer.
4. Sample format
Government of Nepal → Ministry / Office name and address → Patra sankhya: 2083/84 Chalani number: … Date: … → Shri … (post, office, address) → Subject: … → Body: “With reference to the above subject, … Therefore, it is requested to …” → Signature, name, post → Bodhartha: 1. … 2. …
- Before sending, the letter gets a chalani number and the office copy is kept on file.
- Confidential letters are sealed and marked “gopaniya”.
- Many offices now send letters by official email or the electronic darta–chalani system, which has the same legal value as paper when properly authorised.
5. Common mistakes in official letters
- Missing reference number (पत्र संख्या) or dispatch number (चलानी नं.).
- Writing the subject (विषय) too long or unclear.
- Mixing personal opinions with official content.
- Forgetting the copy list (बोधार्थ) when other offices must be informed.
- Not signing or not writing the name and post of the official.
6. Short practice example
Subject: Request to send staff for training. The letter gives the office name and address, the reference and dispatch numbers, the date, the addressee (for example, the Chief District Officer), a one-line subject, a short body stating the training dates, venue and number of participants requested, the signature, name and post of the officer, and a copy list.
7. How this topic is asked in the exam
Kharidar and Nayab Subba papers often ask candidates to write an official letter on a given subject, or to list the parts of a government letter. Marks are given for correct format, clear subject, polite and brief language and the copy list. Practise writing two or three letters in full before the exam.
📌 Key points to remember
- Parts: letterhead, patra sankhya and chalani number, date, addressee, subject, body, signature, bodhartha.
- Circular: same message to many offices; notice: public information.
- D.O. letter: semi-personal letter from officer to officer for urgent attention.
- Office order: internal order to staff; reminder (taketa): follow-up letter.
- Endorsement: forwarding a received letter with a short note.
- A good letter is brief, clear, correct, polite, formal and law-based.
- Only an authorised officer signs; an office copy is kept on file.
Test yourself: Patra Lekhan (Official Letter Writing)
50 questions check what you read about Parts of an official letter, Features of a good official letter and Sample format. Each attempt picks 25 at random.