Writing a Letter to a Ward Office
You live in Adelaide but your grandmother in Lalitpur needs a document certifying that she resides at her address, for a pension matter. The ward office has asked for a short application in Nepali, signed by a family member, stating the purpose. You will write as her grandchild. You know the ward number but not the ward secretary's name. The letter must be formal, must not exceed about 150 words, and must include a clear request and a contact number. You are unsure whether to use "तपाईं" forms throughout and whether to mention that you live abroad.
1. Draft the letter and justify its structure in three or four sentences.
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Model: "श्रीमान् वडा सचिवज्यू, वडा नं. १२, ललितपुर महानगरपालिका। विषय: बसोबास प्रमाणपत्रका सम्बन्धमा। महोदय, मेरी हजुरआमा [नाम], हाल वडा नं. १२, ललितपुरमा बस्नुहुन्छ। पेन्सन सम्बन्धी कागजातका लागि उहाँको बसोबास प्रमाणपत्र आवश्यक परेको छ। कृपया उहाँको नाममा सो प्रमाणपत्र जारी गरिदिनुहुन अनुरोध गर्दछु। म उहाँको नातिनी/नातिना हुँ र अस्ट्रेलियामा बस्छु; आवश्यक परे मसँग सम्पर्क गर्नुहोला। फोन: [नम्बर]। भवदीय, [नाम]।" The structure is: addressee and office, subject line, respectful salutation, statement of facts, clear request, contact details, formal closing. Addressing the office rather than a named person solves the missing-name problem without awkwardness. The subject line "...का सम्बन्धमा" is standard in Nepali official letters and immediately signals purpose.
2. Should the letter mention that you live in Adelaide, and how should formality be handled?
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Yes, mention it, but briefly and in a way that supports the request rather than distracting from it. One clause - "म उहाँको नातिनी/नातिना हुँ र अस्ट्रेलियामा बस्छु" - establishes your relationship and explains why a grandchild is writing on her behalf, and offering a contact number makes you reachable. Leaving it out could raise a quiet question about who the signatory is. Formality should be consistent: use "तपाईं/हुनुहुन्छ/गर्नुहोस्" honorific forms for the grandmother and the secretary, "ज्यू" after the title, and a formal closing such as "भवदीय". Avoid mixing in casual "तँ/तिमी" or English loanwords where Nepali equivalents exist. The 150-word limit means no long family history; one sentence of relationship and one of purpose is enough. Over-explaining can read as apologetic and weaken the request.