EMAIL WRITING

 EMAIL WRITING 

📌 Basic Email Structure in Nepali

Part	Nepali	English
Subject Line	विषय	Subject
Salutation	प्रिय / आदरणीय	Dear / Respected
Opening	नमस्ते / शुभ-प्रभात	Hello / Good morning
Body	मुख्य भाग	Main content
Closing	भवदीय / तपाईंको	Yours sincerely / Yours
Signature	हस्ताक्षर	Signature

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📧 SAMPLE 1: Formal Email (Job Application)

English Version

Subject: Application for the Position of English Teacher

Dear Mr. Sharma,

I hope this email finds you well.

I am writing to apply for the position of English Teacher at your school. I have a Bachelor's degree in English and three years of teaching experience. I am very passionate about teaching and helping students learn.

I have attached my CV and certificates for your reference. I am available for an interview at your convenience.

I look forward to hearing from you.

Yours sincerely,

Ram Prasad Adhikari

Phone: 984-1234567

Email: ram.adhikari@email.com

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Nepali Version (डबल)

विषय: अंग्रेजी शिक्षकको पदको लागि आवेदन

आदरणीय शर्मा जी,

मलाई आशा छ कि यो इमेलले तपाईंलाई राम्रो अवस्थामा भेट्नेछ।

म तपाईंको विद्यालयमा अंग्रेजी शिक्षकको पदको लागि आवेदन दिन लेख्दै छु। मैले अंग्रेजी विषयमा स्नातक डिग्री हासिल गरेको छु र तीन वर्षको शिक्षण अनुभव छ। मलाई पढाउन र विद्यार्थीहरूलाई सिक्न मद्दत गर्न धेरै रुचि छ।

मैले मेरो सिभी र प्रमाणपत्रहरू संलग्न गरेको छु। तपाईंको सुविधा अनुसार अन्तर्वार्ताको लागि म उपलब्ध छु।

म तपाईंको जवाफको प्रतीक्षा गर्दै छु।

भवदीय,

राम प्रसाद अधिकारी

फोन: ९८४-१२३४५६७

इमेल: ram.adhikari@email.com

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Pronunciation Guide (Nepali Version)

Nepali Line	Pronunciation
विषय: अंग्रेजी शिक्षकको पदको लागि आवेदन	Bishay: Angreji Shikshakko Padko Lagi Aawedan
आदरणीय शर्मा जी	Aadarniya Sharma Ji
मलाई आशा छ कि यो इमेलले तपाईंलाई राम्रो अवस्थामा भेट्नेछ।	Malai Aasha Chha Ki Yo Emaile Tapainlai Ramro Awasthama Bhetnechha.
मैले अंग्रेजी विषयमा स्नातक डिग्री हासिल गरेको छु	Maile Angreji Bishyama Snatak Degree Hasil Gareko Chhu
भवदीय	Bhawadiya

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📧 SAMPLE 2: Business Email (To a Client/Customer)

English Version

Subject: Confirmation of Order #2024-001

Dear Mr. Thapa,

I hope you are doing well.

This email is to confirm that we have received your order #2024-001 for 100 units of office chairs. Your order has been processed and will be delivered within 5-7 business days.

The total amount is NPR 250,000. Please make the payment to our bank account as mentioned in the invoice attached.

If you have any questions, please do not hesitate to contact us.

Thank you for your business.

Yours sincerely,

Sita Gurung

Sales Manager

ABC Trading Company

Phone: 01-4455667

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📧 SAMPLE 3: Informal Email (To a Friend)

English Version

Subject: How are you?

Dear Suman,

How are you? I hope you are doing great!

I just wanted to write and say hello. It has been so long since we met last. I really miss our conversations. Life here is busy, but I am doing well.

Are you coming to Kathmandu next month? If yes, we should definitely meet up. Let me know your plans.

Take care and write back soon.

Your friend,

Rita

Common Questions & Answers for Emails

Question 1: How to start an email?

Situation	Nepali	English
Formal	आदरणीय / माननीय	Respected / Honorable
Semi-formal	प्रिय	Dear
Informal	नमस्ते / के छ	Hello / What's up
Unknown gender	सम्बन्धित महोदय/महोदया	To Whom It May Concern

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Question 2: How to ask for something politely?

Nepali	English	Pronunciation
कृपया मलाई ... पठाउनुहोस्।	Please send me...	Kripaya malai ... pathaunuhos.
के तपाईं ... गर्न सक्नुहुन्छ?	Can you please...?	Ke Tapain ... garnu saknuhunchha?
म ... अनुरोध गर्दछु।	I kindly request...	Ma ... anurodh gardachhu.
कृपया ... जानकारी दिनुहोस्।	Please provide information about...	Kripaya ... jankari dinuhos.

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Question 3: How to respond to an email?

Nepali	English	Pronunciation
तपाईंको इमेलको लागि धन्यवाद।	Thank you for your email.	Tapainko emailko lagi dhanyabad.
मैले तपाईंको इमेल प्राप्त गरें।	I received your email.	Maile Tapainko email prapt gare.
म तपाईंको प्रश्नको जवाफ दिन चाहन्छु।	I would like to answer your question.	Ma Tapainko prashnako jawaf dina chahanchhu.
कृपया केही समय दिनुहोस्।	Please give me some time.	Kripaya kehi samay dinuhos.

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Question 4: How to ask for a meeting/appointment?

Nepali	English	Pronunciation
के हामी भेट गर्न सक्छौं?	Can we meet?	Ke Hami Bhet Garna Sakchhaun?
तपाईं कहिले उपलब्ध हुनुहुन्छ?	When are you available?	Tapain Kahile Upalabdh Hunuhunchha?
म ... मा भेट्न चाहन्छु।	I want to meet on...	Ma ... ma Bhetna Chahanchhu.
कृपया समय र मिति पुष्टि गर्नुहोस्।	Please confirm the time and date.	Kripaya Samay Ra Miti Pushti Garnuhos.

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Question 5: How to apologize in an email?

Nepali	English	Pronunciation
म क्षमा चाहन्छु।	I apologize.	Ma Kshama Chahanchhu.
ढिलोको लागि माफ गर्नुहोस्।	Sorry for the delay.	Dhilo Ko Lagi Maaf Garnuhos.
गल्तीको लागि खेद छ।	I regret the mistake.	Galtiko Lagi Khed Chha.
यो फेरि हुने छैन।	This will not happen again.	Yo Feri Hune Chhaina.

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Question 6: How to end an email?

Situation	Nepali	English
Formal	भवदीय	Yours sincerely
Formal	तपाईंको विश्वासी	Yours faithfully
Semi-formal	हार्दिक शुभ-कामना	Warm regards
Semi-formal	शुभ-कामना सहित	With best wishes
Informal	तिम्रो साथी	Your friend
Informal	पछि कुरा गर्छौं	Talk soon
Any	धन्यवाद	Thank you

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📝 Email Template Phrases

Opening Phrases

Nepali	English
मलाई आशा छ तपाईं सन्चै हुनुहुन्छ।	I hope you are well.
यो इमेल ... को बारेमा हो।	This email is about...
म ... को लागि लेख्दै छु।	I am writing to...
तपाईंको इमेलको जवाफमा...	In response to your email...

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Body Phrases

Nepali	English
म संलग्न गर्दै छु...	I am attaching...
कृपया ... हेर्नुहोस्।	Please see...
म तपाईंलाई सूचित गर्दछु...	I would like to inform you...
के तपाईं ... गर्न सक्नुहुन्छ?	Could you please...?

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Closing Phrases

Nepali	English
तपाईंको शीघ्र जवाफको अपेक्षामा।	Looking forward to your early reply.
कुनै प्रश्न भए कृपया सम्पर्क गर्नुहोस्।	Please contact us if you have any questions.
तपाईंको सहयोगको लागि धन्यवाद।	Thank you for your cooperation.
हामी तपाईंको जवाफको प्रतीक्षा गर्दछौं।	We await your response.

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🔄 Common Email Scenarios with Q&A

Scenario 1: Asking for Information

Nepali Question	English Question
के तपाईं ... को बारेमा जानकारी दिन सक्नुहुन्छ?	Can you provide information about...?
कृपया मलाई ... पठाउनुहोस्।	Please send me...
यसको मूल्य के हो?	What is the price?

Sample Answer:

Nepali Answer	English Answer
कृपया यहाँ जानकारी हेर्नुहोस्।	Please see the information here.
म संलग्न फाइलमा विवरण दिएको छु।	I have provided details in the attached file.
मूल्य रु. ५००० हो।	The price is Rs. 5000.

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Scenario 2: Confirming an Appointment

Nepali Question	English Question
के हामी भोलि बिहान १० बजे भेट्न सक्छौं?	Can we meet tomorrow at 10 AM?
तपाईंको लागि कुन समय सुविधाजनक छ?	What time is convenient for you?

Sample Answer:

Nepali Answer	English Answer
हो, भोलि बिहान १० बजे म उपलब्ध छु।	Yes, I am available tomorrow at 10 AM.
कृपया मलाई ठेगाना पठाउनुहोस्।	Please send me the address.
भेटको पुष्टि गर्दछु।	I confirm the meeting.

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Scenario 3: Sending an Attachment

Nepali Question	English Question
मैले ... पठाएको छु, के तपाईंले पाउनुभयो?	I sent..., did you receive it?
के तपाईं ... खोल्न सक्नुहुन्छ?	Can you open...?

Sample Answer:

Nepali Answer	English Answer
हो, मैले संलग्न फाइल प्राप्त गरें।	Yes, I received the attached file.
कृपया फेरि पठाउनुहोस्, मैले खोल्न सकिनँ।	Please send again, I couldn't open it.
म यसलाई हेर्छु र जवाफ दिन्छु।	I will look at it and respond.

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Scenario 4: Requesting an Extension

Nepali Question	English Question
के म म्याद थप गर्न सक्छु?	Can I get an extension?
मलाई केही दिन थप चाहिन्छ।	I need a few more days.

Sample Answer:

Nepali Answer	English Answer
हो, तपाईंलाई २ दिन थप दिन्छु।	Yes, I will give you 2 more days.
कृपया नयाँ मिति सम्म पठाउनुहोस्।	Please send it by the new date.
म यो अनुरोध स्वीकार गर्दछु।	I accept this request.

 

SAMPLE 1: Complaint Email

Subject: Complaint About Defective Product

Dear Customer Service Team,

I am writing to formally complain about a product I purchased from your store on 25th June 2024. The item is a Bluetooth speaker (Model: X-200). Unfortunately, the speaker does not turn on even after fully charging it for several hours.

I have attached a copy of the receipt and a short video showing the issue. I request a full refund or a replacement as soon as possible.

Please let me know how to proceed. I expect a response within 3 business days.

Thank you for your attention to this matter.

Yours sincerely,

Priya Sharma

Phone: 984-7654321

Email: priya.sharma@email.com

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📧 SAMPLE 2: Thank You Email (After Interview)

Subject: Thank You for the Interview Opportunity

Dear Mr. Thapa,

I hope this email finds you well.

I would like to sincerely thank you for giving me the opportunity to interview for the Marketing Manager position at your company yesterday. I truly enjoyed learning more about your team and the exciting projects you are working on.

Our conversation further strengthened my interest in joining your organization. I am confident that my skills and experience in digital marketing would allow me to contribute positively to your team.

If you need any additional information from me, please do not hesitate to ask.

I look forward to hearing from you soon.

Yours sincerely,

Anita Gurung

Phone: 985-1234567

Email: anita.gurung@email.com

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📧 SAMPLE 3: Meeting Request Email

Subject: Request for a Meeting

Dear Dr. Adhikari,

I hope you are doing well.

I am writing to request a meeting with you to discuss the upcoming community health program. We would like to get your expert advice on the project plan before we finalize it.

Please let me know your available time slots for next week. I am flexible and can adjust according to your schedule. The meeting should not take more than 30-40 minutes.

I look forward to your positive response.

Best regards,

Sujan Bhattarai

Program Coordinator

Phone: 01-5544332

Email: sujan.bhattarai@email.com

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📧 SAMPLE 4: Resignation Email

Subject: Resignation from Position of Accountant

Dear Ms. Rai,

Please accept this email as my formal resignation from the position of Accountant at ABC Finance Company. My last working day will be 15th August 2024, which gives you a 30-day notice period as per company policy.

I want to express my sincere gratitude for the opportunities and support I have received during my 5 years at this company. It has been a wonderful journey, and I have learned a great deal from working with such talented colleagues.

I will ensure a smooth transition of my responsibilities before my departure. I am happy to assist in training my replacement during this period.

Thank you once again for everything. I wish the company continued success.

Yours sincerely,

Ramesh Koirala

Accountant

ABC Finance Company

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📧 SAMPLE 5: Follow-Up Email (After No Response)

Subject: Follow-Up on Job Application – Marketing Executive Position

Dear Hiring Team,

I hope you are having a good week.

I am writing to follow up on my job application for the Marketing Executive position that I submitted on 10th June 2024. I have not yet received any response, and I wanted to kindly check on the status of my application.

I remain very interested in this role and believe that my experience in brand management and social media marketing would be a great fit for your company.

If you need any additional documents or information from my side, please let me know. I would be happy to provide them.

Thank you for your time and consideration. I look forward to hearing from you.

Yours sincerely,

Nisha Shrestha

Phone: 986-9876543

Email: nisha.shrestha@email.com

SAMPLE 6: Leave Request Email

Subject: Request for Annual Leave

Dear Mr. Sharma,

I hope you are doing well.

I am writing to request annual leave from 10th September 2024 to 15th September 2024 due to a family function. I have completed my pending tasks and will ensure that my responsibilities are properly handed over before my leave begins.

Please let me know if you need any additional information.

Thank you for considering my request.

Yours sincerely,

Rohit Adhikari

Administrative Officer

Phone: 984-1122334

Email: rohit.adhikari@email.com

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📧 SAMPLE 7: Sick Leave Email

Subject: Sick Leave Request

Dear Ms. Gurung,

I hope you are doing well.

I am feeling unwell and have been advised by my doctor to take rest for the next two days. Therefore, I kindly request sick leave for today and tomorrow.

I have informed my colleagues about my pending work and will resume my duties as soon as I recover.

Thank you for your understanding.

Yours sincerely,

Sunita Rai

Phone: 985-2233445

Email: sunita.rai@email.com

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📧 SAMPLE 8: Scholarship Inquiry Email

Subject: Inquiry About Scholarship Opportunities

Dear Admissions Office,

I hope this email finds you well.

I am interested in applying for the Bachelor's degree program at your university. I would like to know about the scholarships available for international students and the eligibility criteria.

Could you also provide information regarding the application deadline and required documents?

Thank you for your assistance. I look forward to your response.

Yours sincerely,

Bikash Shah

Phone: 986-3344556

Email: bikash.shah@email.com

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📧 SAMPLE 9: Request for Recommendation Letter

Subject: Request for a Letter of Recommendation

Dear Professor Koirala,

I hope you are doing well.

I am applying for a Master's program abroad and would be honored if you could write a letter of recommendation for me. Your guidance and support during my studies have greatly influenced my academic growth.

The submission deadline is 20th October 2024. Please let me know if you need any documents from my side.

Thank you very much for your time and support.

Yours sincerely,

Sushmita Shrestha

Email: sushmita.shrestha@email.com

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📧 SAMPLE 10: Internship Application Email

Subject: Application for Internship Position

Dear Hiring Manager,

I hope you are doing well.

I am a final-year Business Administration student and would like to apply for the internship position at your company. I am eager to gain practical experience and contribute to your team.

I have attached my CV for your review. I would appreciate the opportunity to discuss my application in an interview.

Thank you for your time and consideration.

Yours sincerely,

Aayush Khadka

Phone: 984-5566778

Email: aayush.khadka@email.com

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📧 SAMPLE 11: Order Cancellation Email

Subject: Request to Cancel Order #45892

Dear Customer Support Team,

I hope you are doing well.

I would like to request the cancellation of my order #45892, which I placed yesterday. Due to an unexpected change in my requirements, I no longer need the product.

Please confirm the cancellation and inform me about the refund process.

Thank you for your assistance.

Yours sincerely,

Sagar Thapa

Phone: 985-6677889

Email: sagar.thapa@email.com

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📧 SAMPLE 12: Invitation Email

Subject: Invitation to Annual Company Meeting

Dear Team,

I hope everyone is doing well.

You are cordially invited to attend our Annual Company Meeting on 15th November 2024 at 10:00 AM in the main conference hall.

The meeting will cover our annual performance, future goals, and employee recognition awards. Your presence will be greatly appreciated.

Thank you, and we look forward to seeing you there.

Best regards,

Kiran Bhandari

HR Manager

ABC Solutions Pvt. Ltd.

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📧 SAMPLE 13: Customer Feedback Email

Subject: Thank You for Your Feedback

Dear Ms. Lama,

Thank you for sharing your valuable feedback regarding our services.

We appreciate your suggestions and are committed to improving our customer experience. Your comments have been forwarded to the relevant department for review.

We hope to serve you again in the future.

Kind regards,

Customer Support Team

XYZ Services

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📧 SAMPLE 14: Project Status Update Email

Subject: Weekly Project Status Update

Dear Project Team,

I hope you are all doing well.

I would like to provide a brief update on the current project. We have successfully completed the planning and design phases and are now moving into the implementation stage.

Please continue to submit your weekly progress reports every Friday.

Thank you for your dedication and teamwork.

Best regards,

Rajan Acharya

Project Manager

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📧 SAMPLE 15: Congratulations Email

Subject: Congratulations on Your Promotion

Dear Mr. Joshi,

Congratulations on your well-deserved promotion to the position of Operations Manager!

Your dedication, professionalism, and hard work have earned you this achievement. I wish you continued success in your new role and look forward to seeing your future accomplishments.

Once again, congratulations and best wishes.

Warm regards,

Meena KC

Human Resources Department