Loksewa Letter Writing — Letter, Memo, Report and Note Writing Format
Here is a fact that catches many Loksewa candidates off guard: Letter Writing alone can carry 10 to 20 marks in the PSC written examination, yet it remains one of the most neglected preparation areas. Candidates spend months memorizing general knowledge and current affairs but barely spend a weekend learning official letter formats. The result? Preventable mark losses that can push you below the cutoff.
Whether you are preparing for Section Officer (Officer) or Nayab Subba positions, mastering Letter Writing is non-negotiable. The Public Service Commission (PSC) tests your ability to draft Sarkari Patra (government letters), Note/Memo (office notes), Report (reports), and Memos in the correct format. A well-structured letter with the right format can score you full marks with relatively little effort compared to essay-type questions.
This guide covers every format you need, complete with templates, marking criteria, and sample questions from previous examinations. Bookmark this page and use it as your go-to reference for the writing section of your Loksewa exam.
Table of Contents
Types of Official Letters in Loksewa
The PSC written examination for various civil service positions tests candidates on different types of official writing. Understanding which type of Letter Writing is expected at your exam level is the first step toward preparation. Below is a comprehensive breakdown of the letter types, their typical mark allocations, and the format style required for each.
| Type of Writing | Nepali Term | Typical Marks | Format Style | Asked At Level |
|---|---|---|---|---|
| Government Letter | Sarkari Patra | 10 – 15 | Formal prescribed format with Chalani number | All levels |
| Office Note | Note/Memo | 10 – 20 | Structured analytical note with recommendation | Nayab Subba & above |
| Report | Report | 10 – 20 | Detailed document with findings and recommendations | Section Officer & above |
| Memorandum | Memo / Gyanapan | 5 – 10 | Brief internal communication | All levels |
| Press Release | Press Bigyapti | 5 – 10 | Public announcement format | Section Officer & above |
| Notice | Suchana | 5 – 10 | Brief public or internal notice | Kharidar & above |
Each of these writing types serves a distinct purpose in government administration. A Sarkari Patra facilitates communication between offices, a Note/Memo aids internal decision-making, a Report documents investigation findings, and a Memo communicates quick directives. Let us examine each format in detail.
Sarkari Patra (Government Letter) Format with Template
The Sarkari Patra is the most fundamental type of loksewa letter writing. It is the standard format for official communication between government bodies, or between a government office and external organizations or individuals. Mastering the letter writing format loksewa expects is essential because even minor deviations from the prescribed structure result in mark deductions.
Essential Components of a Sarkari Patra
Every government letter must contain the following components in the exact order listed below. Missing any component or placing it in the wrong position will cost you marks.
- Header (Sirsak): “Nepal Government” written at the top center, followed by the Ministry name, Department name, and Office name on separate lines.
- Reference Number (Chalani Number): Written on the top-left side in the format “Cha. No.: …” along with the file reference (Misil Sankhya).
- Date: Written on the top-right side in Bikram Sambat (BS) date format.
- Recipient Address (Prastut): Full address of the recipient office or person, including designation and office name.
- Subject Line (Bishaya): A clear, concise one-line statement of the letter’s purpose, underlined.
- Salutation and Body: Respectful opening followed by structured body paragraphs covering the purpose, context, and requested action.
- Closing: A formal closing line requesting action or acknowledgment.
- Signature Block: Includes the signature line, full name, designation, and office.
- Copy Distribution (Pratilipi): List of offices or persons receiving copies of the letter.
Sarkari Patra Template
Ministry of [Ministry Name]
Department of [Department Name]
[Office Name, Location]
Cha. No.: … Date: [BS Date]
Misil No.: …
To,
[Designation of Recipient]
[Office / Ministry Name]
[Location]
Subject: [Clear one-line description of the matter]
Sir/Madam,
With reference to the above-mentioned subject, [state the purpose
of the letter clearly]. [Provide necessary background or context in
the first paragraph].
[In the second paragraph, elaborate on the specific matter,
reference relevant laws, rules, or previous correspondence if
applicable. Include any supporting details or justifications].
[In the concluding paragraph, clearly state the action requested
from the recipient, including any deadlines or conditions].
Therefore, I kindly request your esteemed office to [specific
action requested]. Please consider this matter at the earliest
convenience.
Yours sincerely,
…………………..
[Full Name]
[Designation]
[Office Name]
Copy to:
1. [Office/Person 1] — for information and necessary action
2. [Office/Person 2] — for information
3. Office file
Key Points for Scoring Full Marks on Sarkari Patra
- Always begin with “Nepal Government” at the top — not the office name.
- The subject line must be underlined and kept to a single line.
- Use formal and respectful language throughout the letter.
- Reference specific laws, acts, or rules when relevant to strengthen your letter.
- The body should have 2-3 focused paragraphs — avoid overly long letters.
- Always include the copy distribution section at the end.
- Indent the first line of each body paragraph.
Practicing two or three Sarkari Patra on common government topics will build the muscle memory you need to reproduce this format under exam pressure. Common topics include budget requests, permission letters for programs, staff transfer communications, and inter-ministerial coordination letters.
Note/Memo (Office Note) Format with Template
The Note/Memo lekhan format is arguably the most important writing skill tested in Loksewa exams for Nayab Subba and Section Officer levels. A Note/Memo is an internal office note prepared by an official to analyze a situation, present options, and recommend a course of action to a higher authority for approval. It demonstrates your administrative thinking, legal awareness, and decision-making ability.
Unlike a Sarkari Patra which communicates externally, a Note/Memo circulates within the same office or ministry. It flows upward through the hierarchy, with each level adding their remarks or approval until a final decision is made.
Essential Components of a Note/Memo
- Note/Memo Number: Sequential number indicating its position in the file (e.g., Note/Memo No. 1, 2, 3).
- Subject (Bishaya): A clear, descriptive subject line that summarizes the issue.
- Background (Pristhabhumi): Brief context explaining why the Note/Memo is being prepared, including relevant history and circumstances.
- Legal Provisions (Kanuni Byabastha): Reference to applicable laws, rules, regulations, policies, and directives relevant to the matter.
- Analysis / Discussion (Bibaran / Chhalphal): Detailed examination of the issue, presenting facts, options, advantages, and disadvantages.
- Recommendation (Sifaris): A clear recommendation for the decision-maker, specifying the proposed course of action.
- Submission (Prastut): Formal submission line to the higher authority for their decision.
- Signature Block: Name, designation, date, and signature of the preparing officer.
Note/Memo Template
Subject: [Clear description of the issue for decision]
1. Background (Pristhabhumi):
[Describe the origin of the issue. How did this matter come
to attention? Include relevant dates, correspondence references,
and the current situation that necessitates a decision.]
2. Legal Provisions (Kanuni Byabastha):
[List the relevant legal provisions:]
(a) [Name of Act/Rule] — Section/Rule number and its relevance
(b) [Name of Policy/Directive] — relevant provisions
(c) [Any government decisions or circulars] — date and reference
3. Analysis and Discussion:
[Present a detailed analysis of the matter. Consider:]
(a) Current situation and its implications
(b) Options available with their advantages and disadvantages
(c) Financial implications, if any
(d) Impact on service delivery or administration
(e) Precedents from similar cases, if applicable
4. Recommendation (Sifaris):
Based on the above analysis and the provisions of [relevant
law/rule], it is recommended that:
(a) [Primary recommendation with specific action]
(b) [Secondary recommendation or condition, if applicable]
(c) [Any follow-up actions required]
5. Submission:
This Note/Memo is respectfully submitted to [Designation of
the higher authority] for kind consideration and necessary
decision.
[Full Name]
[Designation]
[Date]
Common Topics for Note/Memo in Loksewa Exams
- Staff promotion and transfer decisions
- Budget allocation for a new program
- Action against disciplinary violations
- Approval for procurement above a certain threshold
- Policy implementation at the local level
- Response to audit observations
- Coordination with other ministries on a project
When writing a Note/Memo in your exam, always imagine yourself as the actual officer handling the file. Think practically about what information a decision-maker would need to make an informed choice. This practical mindset will make your Note/Memo convincing and score-worthy.
Practice Letter Writing with Model Answers
Our Section Officer preparation course includes 50+ Letter Writing practice questions with model answers reviewed by experienced government officials. Build confidence before your exam.
Report (Report) Format with Template
A Report is a formal report prepared to document findings, present analysis, and offer recommendations on a specific matter. In the context of Loksewa exams, Report writing tests your ability to conduct systematic investigation, organize information logically, and draw evidence-based conclusions. This format is particularly important for Section Officer level examinations.
Report can be of various types in government service — investigation reports, study reports, monitoring reports, annual reports, and committee reports. Regardless of the type, all follow a similar structural framework.
Essential Components of a Report
- Cover Page / Title: Title of the report, name of the preparing body, date of submission.
- Authorization (Adhar): The official order, directive, or decision that authorized the preparation of the report.
- Introduction (Parichaya): Background and objective of the report, scope of the study or investigation.
- Methodology (Karya Bidhi): How the investigation or study was conducted — field visits, document review, interviews, data analysis.
- Findings (Tathya / Natiija): Detailed presentation of facts discovered during the investigation, organized thematically or chronologically.
- Analysis (Bishleshan): Interpretation of the findings in the context of existing laws, policies, and standards.
- Conclusion (Niskharsha): Summary of the key determinations based on findings and analysis.
- Recommendations (Sujhav / Sifaris): Specific, actionable recommendations based on the conclusions.
- Annexures (Anusuchi): Supporting documents, data tables, photographs, or other evidence.
- Signatures: All committee members or the preparing officer’s signature with date.
Report Template
Submitted to: [Authority who ordered the report]
Submitted by: [Committee name / Officer name and designation]
Date: [Date of submission in BS]
1. Authorization (Adhar):
This report has been prepared as per the decision/directive
of [authority name] dated [date], reference number [if any],
which directed [brief description of the task assigned].
2. Introduction (Parichaya):
2.1 Background: [Why was this report necessary?]
2.2 Objective: [What does the report aim to achieve?]
2.3 Scope: [What areas, time period, or subjects does the
report cover?]
3. Methodology (Karya Bidhi):
The following methods were used for this study/investigation:
3.1 [Document and file review]
3.2 [Field visit to relevant locations on dates]
3.3 [Interviews with concerned stakeholders]
3.4 [Data collection and analysis]
4. Findings (Tathya):
4.1 [Finding 1 with supporting evidence]
4.2 [Finding 2 with supporting evidence]
4.3 [Finding 3 with supporting evidence]
4.4 [Additional findings as relevant]
5. Analysis (Bishleshan):
[Interpret the findings in context of relevant laws, rules,
and policies. Compare with standards or benchmarks. Identify
root causes and contributing factors.]
6. Conclusion (Niskharsha):
Based on the above findings and analysis:
(a) [Conclusion 1]
(b) [Conclusion 2]
(c) [Conclusion 3]
7. Recommendations (Sujhav):
(a) [Specific, actionable recommendation 1]
(b) [Specific, actionable recommendation 2]
(c) [Specific, actionable recommendation 3]
(d) [Timeline or priority indication for each]
Annexures:
1. [Description of annexure 1]
2. [Description of annexure 2]
………………….. …………………..
[Name] [Name]
[Designation] [Designation]
Member Coordinator
Date: Date:
Tips for Writing Report in Exams
- Always mention the authorization — examiners check whether you know that reports need official backing.
- Keep findings factual and objective. Save opinions for the analysis section.
- Number all sections and sub-sections for clarity and easy reference.
- Make recommendations specific rather than vague. Instead of “improve the system,” write “implement digital record-keeping within six months.”
- If time is limited in the exam, prioritize the structure (all sections present) over length of content.
Memo Format
A Memo (also called Gyanapan or Karyalaya Gyanapan) is a brief internal communication used to convey instructions, announcements, reminders, or procedural changes to staff within an office. Compared to Sarkari Patra and Note/Memo, the Memo format is simpler and shorter, but it still requires a structured approach to score marks in Loksewa exams.
Memos are used for day-to-day administrative communications that do not require the formality of a full government letter or the analytical depth of a Note/Memo. Common purposes include announcing meeting schedules, reminding staff about deadlines, communicating policy changes, and issuing procedural instructions.
Essential Components of a Memo
- Header: Office name clearly mentioned at the top.
- Memo Label: The word “Memo” or “Karyalaya Gyanapan” prominently displayed.
- Reference Number and Date: Sequential reference and date in BS format.
- To (Prastut): The target audience — all staff, specific section, or named individuals.
- From: The issuing authority with designation.
- Subject: Brief one-line subject.
- Body: Clear, concise content in 1-3 paragraphs.
- Action Required: Any specific action or compliance expected.
- Signature: Issuing authority’s signature with name and designation.
Memo Template
[Department / Section]
MEMO (Karyalaya Gyanapan)
Reference No.: [Number] Date: [BS Date]
To : [All Staff / Section / Named Person(s)]
From : [Name and Designation of Issuing Authority]
Subject: [Brief description of the matter]
[Body paragraph 1: State the purpose of the memo clearly.
What is being communicated and why?]
[Body paragraph 2: Provide any necessary details, context,
or instructions. If referencing a previous decision or
circular, mention it here.]
[Body paragraph 3: State the expected action, compliance
requirement, or deadline. Be specific about what staff
need to do and by when.]
All concerned staff are requested to comply with the above
instructions with immediate effect.
…………………..
[Full Name]
[Designation]
- A Memo is internal (within the same office). A Sarkari Patra is for external communication (between offices).
- A Memo does not require a Chalani number. A Sarkari Patra always does.
- A Memo is brief (usually under one page). A Sarkari Patra can be longer.
- A Memo uses direct language. A Sarkari Patra uses formal, diplomatic language.
Common Formatting Rules for All Types of Letter Writing
Regardless of whether you are writing a Sarkari Patra, Note/Memo, Report, or Memo, certain formatting rules apply universally. Examiners in PSC written tests are trained to check for these elements, and missing them will result in mark deductions. Internalize these rules so they become second nature during your exam.
Paper and Layout Rules
- Margins: Leave adequate margins on all four sides. In an exam, a margin of approximately one inch on each side is expected.
- Heading Alignment: The office header (Nepal Government, Ministry, Department) should be center-aligned.
- Reference and Date: Reference number goes on the left side and date on the right side of the same line or adjacent lines.
- Paragraph Indentation: The first line of each body paragraph should be indented by about five character spaces.
- Spacing: Maintain consistent spacing between sections. Do not cram text together.
- Underlining: The subject line should always be underlined. Section headings in Note/Memo and Report may also be underlined.
Language and Tone Rules
- Formal Register: Use official, respectful language throughout. Avoid casual phrases or colloquialisms.
- Active Voice: Prefer active voice for clarity. “The committee recommends…” is better than “It is recommended by the committee…”
- Precision: Be specific with dates, figures, reference numbers, and legal provisions. Vagueness signals poor administrative writing.
- Objectivity: Keep personal opinions out of official correspondence. Present facts and let them support your conclusions.
- Brevity: Government correspondence values conciseness. Every sentence should serve a purpose.
Date Format
All dates in government correspondence must be in Bikram Sambat (BS). Use the format: year/month/day (e.g., 2082/12/15). When referencing both BS and AD dates, write the BS date first followed by the AD date in parentheses if necessary.
Signature and Seal Rules
- The signature appears above the printed name.
- The designation appears below the name.
- In actual practice, an official seal (Chhap) is placed to the left of the signature. In exams, mention “[Office Seal]” or “[Chhap]” to show awareness.
- For committee reports, all members sign with their names and designations listed.
Marking Criteria for Letter Writing in Loksewa
Understanding how PSC examiners evaluate your Letter Writing is crucial for maximizing your score. The marking criteria are divided into distinct components, each carrying a specific weight. Knowing this breakdown allows you to allocate your exam time wisely and ensure you address every scoring element.
| Evaluation Criteria | Weight | What Examiners Look For |
|---|---|---|
| Format and Structure | 30 – 35% | Correct placement of all components (header, date, subject, body, signature block, copy distribution). Adherence to prescribed template. |
| Content Relevance | 25 – 30% | How well the content addresses the given topic or situation. Inclusion of relevant facts, context, and references. |
| Language and Expression | 15 – 20% | Correct grammar, formal tone, clarity of expression, appropriate use of official terminology. |
| Legal and Policy References | 10 – 15% | Reference to relevant laws, rules, policies, and previous decisions. Especially important for Note/Memo and Report. |
| Recommendation / Conclusion | 10 – 15% | Clear, practical, and actionable recommendation or conclusion. Demonstrates administrative judgment. |
| Presentation and Neatness | 5% | Clean handwriting, proper margins, no excessive cutting or overwriting. Overall visual impression. |
How to Use This Marking Table to Your Advantage
The table above reveals a critical insight: format and structure alone account for 30-35% of your marks. This means that simply memorizing the correct template and reproducing it accurately in the exam can guarantee you nearly one-third of the total marks allocated to Letter Writing. Compare this with content relevance at 25-30%, which requires deeper knowledge of the subject matter.
The strategic approach is clear:
- First, memorize all templates perfectly. Spend dedicated time until you can reproduce the format of Sarkari Patra, Note/Memo, Report, and Memo from memory without any reference.
- Second, build a repository of legal references. Know at least 10-15 commonly referenced acts, rules, and policies for your exam level. This covers the legal references criterion.
- Third, practice writing 2-3 complete pieces weekly. Timed practice under exam conditions builds both speed and content quality.
- Fourth, always end with a strong recommendation or conclusion. This is where many candidates lose marks — they describe the situation but fail to prescribe a solution.
Sample Questions from Previous Loksewa Exams
The best way to prepare for Letter Writing is to practice with questions that have actually appeared in PSC examinations. Below is a collection of sample questions categorized by type and difficulty level. Use these to test yourself under timed conditions.
Sarkari Patra Sample Questions
- Inter-ministerial Coordination Letter: As the Under Secretary of the Ministry of Federal Affairs, draft a letter to the Ministry of Finance requesting the release of conditional grants allocated to Province 5 for the current fiscal year. Reference the Inter-governmental Fiscal Management Act. (15 marks)
- Staff Transfer Letter: As the Chief District Officer, draft a letter to the Department of Local Infrastructure regarding the transfer of an engineer from your district office to another district, including justification for the transfer. (10 marks)
- Request for Technical Assistance: As the Section Officer at the Ministry of Education, draft a letter to an international development organization requesting technical assistance for a teacher training program in remote districts. (10 marks)
Note/Memo Sample Questions
- Policy Decision Note/Memo: As the Section Officer in the Ministry of Health, prepare a Note/Memo recommending the establishment of a mobile health clinic service in remote areas of Karnali Province. Include budget implications and legal basis. (20 marks)
- Disciplinary Action Note/Memo: As the Nayab Subba in a government office, prepare a Note/Memo on the case of an employee who has been absent without leave for 30 consecutive days. Recommend appropriate action under the Civil Service Act. (15 marks)
- Procurement Decision Note/Memo: As the administrative officer, prepare a Note/Memo for the approval of procurement of IT equipment worth Rs. 25 lakhs for your office. Reference the Public Procurement Act and regulations. (15 marks)
Report Sample Questions
- Investigation Report: As the head of a three-member investigation committee, prepare a report on financial irregularities found in a district-level government office. Include findings, legal analysis, and recommendations. (20 marks)
- Study Report: As a member of a committee formed to study the effectiveness of the digital governance initiative in government offices, prepare a report with findings and recommendations. (20 marks)
Memo Sample Questions
- As the Chief Administrative Officer, draft a memo to all staff regarding new office attendance procedures, including the introduction of a biometric attendance system effective from next month. (10 marks)
- Draft a memo informing all section heads about a mandatory meeting to discuss the quarterly progress review, including date, time, venue, and required preparations. (5 marks)
Note that PSC questions are evolving to test practical administrative scenarios rather than theoretical knowledge. Recent exams have increasingly focused on contemporary topics like digital governance, federalism-related coordination, disaster management, and public service delivery. Keep up with current government initiatives and policies to write contextually rich answers.
Frequently Asked Questions
1. How many marks does Letter Writing carry in Loksewa exams?
Letter Writing typically carries 10 to 20 marks in PSC written exams depending on the post level. For Section Officer (Officer) level, it can carry up to 20 marks, while for Nayab Subba and Kharidar levels it usually carries 10 to 15 marks. Some exam papers include two Letter Writing questions, potentially totaling 25-30 marks across the paper.
2. What is the difference between Note/Memo and Memo in Loksewa?
Note/Memo (office note) is an internal document used for decision-making within the same office or ministry. It follows a structured format with subject, background, legal provisions, analysis, and recommendation. A Memo is a brief internal communication used to convey instructions, notices, or reminders to staff. Note/Memo requires analytical depth and legal references, while a Memo is shorter, more direct, and does not require a recommendation section.
3. What is the correct format for Sarkari Patra in Nepal?
A Sarkari Patra follows a prescribed format governed by Nepal Government’s official correspondence guidelines. It must include: Nepal Government header at the top center, Ministry and Department name, Chalani (reference) number on the left, date on the right, full recipient address, underlined subject line, formal body paragraphs, closing request, signature block with name and designation, and copy distribution list. The templates provided above in this guide follow the PSC-accepted format.
4. Can I write Letter Writing in English in Loksewa exams?
In most PSC exams, Letter Writing must be written in Nepali as it tests your ability to draft official Nepali government correspondence. However, the Nepali paper section specifically requires Nepali, while the general administration or subject-specific paper may have different language requirements. Always read the exam instructions carefully. Technical terms and organizational names may be written in English where appropriate.
5. How is Report different from Patra in Loksewa exams?
A Patra (letter) is an official communication between two parties — typically between government offices or between a government office and an external entity. A Report (report) is a detailed analytical document that presents findings, analysis, and recommendations on a specific topic or investigation. Report is longer, follows a structured research-style format with sections for methodology and findings, and is typically prepared by a committee or designated officer.
6. What are the most common Letter Writing topics asked in Loksewa?
The most frequently asked topics include: inter-ministerial coordination letters, budget allocation requests, staff transfer and deputation letters, Note/Memo on disciplinary actions, Note/Memo on policy implementation, investigation reports on financial or administrative irregularities, study committee reports on government programs, memos about office procedures, and notices regarding government programs. Questions are drawn from real-world administrative scenarios, so staying updated on current government operations helps significantly.
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Final Takeaway
Letter Writing is one of the highest-return topics in Loksewa preparation. The formats are fixed, the marking criteria are predictable, and with focused practice, you can secure near-perfect marks in this section. Remember the key principle: format first, content second. A well-formatted letter with average content always scores higher than a poorly formatted letter with excellent content.
Start by memorizing the four templates covered in this guide — Sarkari Patra, Note/Memo, Report, and Memo. Then practice at least two to three questions per week under timed conditions. Cross-check your work against the marking criteria table. Within two to three weeks of dedicated practice, you will be able to write any type of official document confidently in the exam hall.
For comprehensive preparation covering all sections of the Loksewa written exam, explore our Section Officer preparation course or Nayab Subba preparation course, which include dedicated modules on Letter Writing with model answers and expert feedback.
