HR Letter and Email Templates for Nepal
13 documents an HR team in Nepal sends every month, each with the Labour Act 2074 section behind it stated where you can see it. Fill your details in once and every template uses them.
- 8 letters, 5 emails
- Act sections and deadlines cited
- Copy or print
- Nothing leaves your browser
Deadlines these documents are carrying
- Letters and emails
- 13 templates
- To answer a warning, Section 135
- 7 days
- To settle an exit, Section 148
- 15 days
- Notice after a year, Section 144
- 30 days
13 templates
Fill in once
These fill every template. Anything left in square brackets is a prompt only you can answer, so it stays visible in the output rather than disappearing.
No statutory requirement. Included because the reply rate on an interview invitation depends almost entirely on whether it says who, where and how long.
Dear Sujata Shrestha, Thank you for applying for the Senior Accountant position at Your Company Pvt. Ltd. We would like to meet you. Date: 2083-05-01 Time: [time] Place: [office address, or the video link] With: Finance Manager and [second interviewer] Expected duration: [45 minutes] Please bring a copy of your citizenship, your academic certificates and your experience letters, or attach them to your reply if we are meeting online. If this time does not suit you, reply with two slots that do and we will work around them. Regards, HR Manager Head of People, Your Company Pvt. Ltd.
Drafts to adapt, not legal advice. Check anything disciplinary against your own bye-law before it is issued.
Fill In Once, Send Thirteen
The merge fields are shared across every template on purpose. Filling a form per letter is the friction that sends people back to copying last year's document out of a folder, which is how a wrong clause survives for five years.
- 1
Fill in the shared details
Employee, designation, company, dates and signatory. They substitute into every template through the same {{placeholder}} syntax the NepalHRM app uses, so a body written here pastes straight into the app later without being rewritten.
- 2
Pick the document
13 of them, grouped by where they sit in the employment relationship: hiring, confirmation, pay, leave and exit. 8 are letters to print and sign, 5 are emails to send.
- 3
Read the section above it
Every template states the Act section it answers to and what that section obliges. Where a document has no statutory hook, an experience letter and a salary certificate being the two, it says so instead of inventing one.
- 4
Fill the brackets, then send
Anything left in [square brackets] is the part only you can answer: the facts of an incident, the dates of a handover, the amount of a settlement line. They stay visible in the output so a letter cannot go out with a silently empty clause.
Last updated · Reviewed by Rajendra Regmi, Co-founder
Six Deadlines Behind These Documents
Each of these turns an ordinary-looking letter into one that has already gone wrong, and none of them appears in the templates circulating on Nepali HR blogs.
A warning letter needs 7 days
Section 135 requires notice giving an opportunity to submit clarification within 7 days before any punishment for misconduct, and that notice has to state the facts alleged and the punishment that could follow. A letter that only records displeasure is not that notice, and cannot be relied on later as the step before an action.
Misconduct expires in 2 months
Section 137(1) requires action to commence within 2 months of the date the employer knew of the misconduct, and 137(2) requires a decision within 3 months of commencement. The case everyone agreed about and nobody wrote down is the case that runs out of time.
Final settlement runs on a 15 day clock
Section 148(1) covers every ending, misconduct included, and gives 15 days from the end of employment to pay all remuneration and benefits. Section 148(3) is the consequence: where it is not paid in time, remuneration continues as though the person were still in service until it is. The letter should state the date it will be credited.
Confirmation is automatic, the letter is a record
Section 13 lets the employer end the contract during probation if the work is not satisfactory, and then says that where it has not been ended, the employment relation is confirmed automatically once the period ends. A confirmation letter is worth sending, and it is recording something that already happened. Waiting past 6 months to decide is not an option the section leaves open.
Notice binds both directions
Section 144(1) sets the same notice on the employer and the employee, up to 30 days after a year of service, and 144(2) and 144(3) make it payable or deductible in lieu by whichever side gave short notice. A resignation acceptance that does not state the last working day and how it was arrived at leaves that calculation to be argued about at settlement.
Two of these have no section at all
The experience letter and the salary certificate are not required by the Act. They are the two documents an ex-employee needs most urgently and can get least easily once the team has moved on, which is a reason to issue them promptly rather than a reason to treat them casually. Say what the job was and what the salary is, and nothing further.
The Template Stops Being a Document You Look For
A template only helps if it is found. Held in the app, the same body is filled from the employee record and can be sent when the event that needs it happens.
- Templates are stored per company with the same {{placeholder}} syntax used here, plus optional blocks that disappear when the value is missing rather than leaving a stranded label.
- Categories cover general, leave, attendance, onboarding, offboarding, payroll, recruitment and custom mail.
- An automation rule fires a template on an event: leave approved, resignation submitted, offer sent, offer accepted, document approved, joining reminder, payslip published, and twenty more.
- The recipient is chosen by role rather than by address: the employee, their reporting manager, the HR users, the department head, the candidate, or a fixed address.
HR Letters in Nepal, Answered
In practice, 13: an interview invitation, an offer covering email, an appointment letter, a confirmation after probation, a letter ending a contract during probation, an annual grade letter, a festival expense notice, leave approvals and refusals, a warning letter, a resignation acceptance, an experience letter, a salary certificate and a final settlement. The Labour Act 2074 requires the employment contract itself; the rest are required by practice, by a bank, or by the fact that the document is the only record of what was decided.
Section 135 of the Labour Act 2074 sets the shape of it. Before any punishment for misconduct, the employer gives notice offering an opportunity to submit clarification within 7 days, and that notice must state the facts of the alleged misconduct and the punishment that could be imposed if it is proved. Section 137 then requires the action to commence within 2 months of the employer learning of it and a decision within 3 months of commencement.
15 days. Section 148(1) requires all remuneration and benefits receivable at the end of employment to be paid within 15 days of it, however the employment ended, including on misconduct. Section 148(3) provides that where they are not paid in time, remuneration is payable as though the labour were still in service until the amount is paid.
The Labour Act 2074 does not require one. It is issued because the next employer asks for it, which makes it the document a former employee needs most and can obtain least easily once the HR team has changed. The practical rule is to issue it on the last working day rather than on request afterwards.
The employee's name and designation, the period of employment, the current monthly gross remuneration, and a line noting that statutory deductions and tax at source apply. Nothing else. It is usually requested for a bank loan, a visa application or a rental agreement, and the requesting party needs the income figure rather than the salary structure.
Both exist in this set: 5 are written as emails and 8 as letters. Anything that changes the terms of employment or records a disciplinary step should be a signed letter with an acknowledged copy kept on file, because Section 12(4) allows the Labour Office to order an employer to produce the records and treats an employer who cannot as having the employment relation established against them.
Yes, with one caveat worth knowing. Most of the Labour Act 2074 applies regardless of headcount, which is why the contract, the notice periods, the leave and the settlement deadline all still apply. The retrenchment provisions in Section 145 are the notable exception and do not apply at ten workers or fewer.
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Send the Right Letter, On the Right Day
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