How to Write an Effective Cover Letter for Free .com.np Domain Registration in Nepal

Registering a .com.np domain in Nepal is completely free of charge, managed by Mercantile Communication Pvt. Ltd. under the official registry register.com.np. While the registration process itself is straightforward, one crucial requirement often leads to application rejection if not handled properly: The Cover Letter (Application Letter).

In this tutorial, you will learn the precise structure, requirements, and steps to draft an acceptable cover letter for personal or business .com.np domain registration.

1. Why is a Cover Letter Required?

Mercantile Communications requires a cover letter to verify:

• Authenticity: To confirm that the applicant is a legitimate individual (citizen of Nepal) or an officially registered organization/company.
• Name Relevance: To ensure the requested domain name strictly matches or directly relates to the applicant’s legal name, business registration name, or trademark.

Unlike commercial TLDs (.com, .net), .np domains cannot be registered using arbitrary names. For a personal blog or website, the domain name must reflect the name printed on your citizenship certificate or passport.

2. Essential Elements of the Cover Letter

A standard application letter submitted to Mercantile must contain the following core components:

1. Date: The date on which you are submitting the application.
2. Recipient Details: Addressed to The Primary Name Server Administrator or Mercantile Communication Pvt. Ltd.
3. Subject Line: Clearly stating the intent (e.g., "Application for .com.np Domain Registration").
4. Domain Name Mention: The exact domain name you applied for online (e.g., yourname.com.np).
5. Applicant Details: Full legal name, citizenship/passport number, and contact details matching your online account.
6. Reason/Purpose: A brief explanation of what the website will be used for (e.g., personal portfolio, technology blog, educational content).
7. Signature: A signature (digital or physical scan) matching your official identity document.

3. Sample Cover Letter Templates

Depending on whether you are registering a personal domain or an organization domain, choose the appropriate format below.

Option A: Cover Letter for Personal Domain Registration

Use this format if you are an individual registering a domain based on your official name.

Date: [Insert Date, e.g., July 24, 2026]

To,
The Domain Administrator,
Mercantile Communication Pvt. Ltd.,
Hattisar, Kathmandu, Nepal

Subject: Request for personal .com.np domain registration

Dear Sir/Madam,

I am writing to formally request the registration of the personal domain [yourrequesteddomain.com.np] under my name.

I have completed the online domain registration process on your portal (register.com.np). The requested domain name directly corresponds to my legal name, [Your Full Legal Name], as verified by my official Nepali Citizenship Certificate (Citizenship No: [Your Citizenship Number]).

This domain will be utilized solely for personal branding, publishing educational articles, and hosting my personal blog/portfolio. I assure you that the platform will adhere strictly to all terms of service and local guidelines.

I have attached a scanned copy of my Citizenship Certificate along with this application for your verification. I kindly request you to approve my domain request at your earliest convenience.

Thank you for your time and assistance.

Sincerely,
(Your Signature)
Name: [Your Full Name]
Citizenship No: [Your Citizenship Number]
Email: [Your Email Address]
Phone: [Your Contact Number]

(Replace the informations in red color with your correct one.)

Option B: Cover Letter for Business/Organization Registration

Use this format if you are registering a domain on behalf of a registered business, NGO, or company.

Date: [Insert Date]

To,
The Primary Name Server Administrator,
Mercantile Communication Pvt. Ltd.,
Hattisar, Kathmandu, Nepal

Subject: Application for company .com.np domain registration

Dear Sir/Madam,

On behalf of [Company/Organization Name], I am writing to apply for the registration of the domain [yourcompanydomain.com.np].

Our organization is officially registered under the Office of the Company Registrar / Local Government with Registration Number [Company Registration Number]. The requested domain name directly represents our official entity name and brand identity.

The website will serve as the official digital portal for our business to provide information about our products, services, and corporate updates to our audience.

Attached with this letter are scanned copies of our Company Registration Certificate and PAN/VAT Certificate for verification. We request you to kindly approve the domain request.

Thank you for your support.

Sincerely,
(Signature & Official Stamp)
Authorized Person Name: [Your Name]
Designation: [e.g., Managing Director / Proprietor]
Company Name: [Company Name]
Contact Email: [Company Email]

4. Submission Checklist & Formatting Tips

To ensure your application is approved on the first attempt, follow these preparation tips:

1. File Format & Size: Save your cover letter as an image file (.jpg, .jpeg, or .png), but as per latest update, .pdf files are not supported. Keep the file size under 200 KB to avoid upload failures on the portal.
2. Clear Scan: Ensure the letter is legible. If you write it on paper, scan it clearly rather than taking a blurry mobile photo.
3. Exact Match: Double-check that the domain name typed in the cover letter matches the domain requested on the register.com.np portal letter for letter.
4. Primary Nameservers: Ensure you have pointed your primary and secondary nameservers (e.g., Cloudflare or host DNS) in the domain request form before submitting.