--- title: "Yearly progress report in letter format" subject: "Communication English" chapter: 7 key: "semester_5/communication_english:yearly-progress-report-electoral-supply" source: https://www.bctengineer.com/q/semester_5/communication_english/yearly-progress-report-electoral-supply site: BCT Engineering --- # Yearly progress report in letter format Communication English · Chapter 7: Informal Reports - Asked in: 2073 Chaitra, 6 marks - Video: [Progress Report| Progress Report Writing | How to Write Progress Report?| Learn Technical Document](https://www.youtube.com/watch?v=hU3ooD0Depc) — Learn English with Faisal Hameed - Answer checked by Claude Opus 5.5 (high effort) on 2026-10-14 - Page: https://www.bctengineer.com/q/semester_5/communication_english/yearly-progress-report-electoral-supply - Whole chapter: https://www.bctengineer.com/md/semester_5/communication_english/chapter-7 ## Question Suppose you are senior engineer working on Electoral Supply Project, Kathmandu, Nepal. Write its first yearly progress report that you are going to submit to the project manager. Prepare it in letter format. ## Short answer Electoral Supply Project first year (2026). Delivered 14,000 ballot boxes and 3,200 biometric kits, rented three warehouses, trained 600 officers in 40 districts, and updated 1.8 crore voter records. Spent Rs. 52 crore (65% of budget). Progress at 60% on schedule, despite customs delays and remote-area challenges. Next: complete deliveries, train remaining officers, pilot biometrics. ## Answer ```text 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 ## Check yourself The answer's key points as multiple-choice questions, with the correct option and why. 1. In the letter-format progress report to the Project Manager, which element belongs in the opening block before the body? A. Sender's name, designation, address and date, then receiver's address, subject line and salutation B. Only a salutation followed directly by the body C. A To/From/Date/Subject header in memo style D. A table of contents and list of figures Answer: A. A letter report starts with the sender's details and date, the receiver's address, a subject line and a salutation such as 'Dear Sir', and closes with 'Yours faithfully'. (Key point: Letter format) 2. Which sequence of body sections does the report follow? A. Abstract, methodology, findings, references B. Introduction, work completed, problems faced, work planned for the next period, conclusion C. Purpose, observations, findings, recommendations D. Title page, summary, cost, appendices Answer: B. A progress report states what the project is, what was done, what went wrong, what comes next, and ends with a conclusion. (Key point: Structure of progress report) 3. Which statement about procurement is correct according to the report? A. All 20,000 boxes and 5,000 kits were delivered by December B. Only the boxes were ordered; kits were not yet ordered C. 14,000 of 20,000 boxes and 3,200 of 5,000 kits had been delivered by December D. The procurement was done without competitive bidding Answer: C. Progress reports give specific figures against the target; here 14,000 boxes and 3,200 kits were delivered out of 20,000 and 5,000 ordered. (Key point: Reporting completed work with figures) 4. What problem does the report ask the manager for guidance on in the conclusion? A. Shortage of voters in remote districts B. Lack of budget for training C. Disputes over warehouse rent D. The customs problem delaying imported kits Answer: D. Delay of imported kits due to customs and component shortage is the key problem, and the conclusion requests guidance on it. 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