Yearly progress report in letter format

Er. Sunita Aryal
Senior Engineer
Electoral Supply Project, Kathmandu
25 December 2026

The Project Manager
Electoral Supply Project
Election Commission, Kathmandu

Subject: First yearly progress report of the Electoral
Supply Project (Jan-Dec 2026)

Dear Sir,

Introduction

The Electoral Supply Project was started in January 2026 to supply and distribute ballot boxes, voting machines, biometric voter registration kits and other materials to all 77 districts before the next election. I am pleased to report the progress made in the first year.

Work completed

1. Planning and design: the project plan, specifications and distribution plan were prepared and approved by the Commission in February.
2. Procurement: 20,000 ballot boxes and 5,000 biometric kits were ordered through competitive bidding; 14,000 boxes and 3,200 kits had been delivered by December.
3. Warehouses: regional stores at Biratnagar, Hetauda and Nepalgunj were rented and made ready.
4. Training: 600 election officers in 40 districts were trained to use the kits.
5. Database: the voter database was cleaned and updated, with 1.8 crore records.
6. Finance: Rs. 52 crore, or 65 percent of the budget, was spent.

Problems faced

• The delivery of imported kits was delayed by customs procedures and a shortage of components.
• Storage space is poor in some districts.
• Trained staff are limited in the remote hill districts.

Work planned for the next period

1. Complete the delivery of the remaining boxes and kits by April 2027.
2. Train the remaining officers in 37 districts.
3. Conduct a pilot test of the biometric system in three districts.
4. Prepare for the transportation of materials to polling centres.

Conclusion

The project is about 60 percent complete, as planned, and will be finished before the election date. I request your guidance on the customs problem. I will be happy to provide more details when required.

Yours faithfully, Er. Sunita Aryal