Community, government and NGO
Darta chalani software: a digital letter register for Nepali offices
Record every incoming and outgoing letter with a serial number and a Nepali date, attach the scan and find any letter in seconds.
Every office in Nepal runs on letters. A request comes in, it is entered in the darta register, someone is told about it, a reply is drafted and the reply goes out through the chalani register. The system works until the register is full, the peon is on leave or a senior asks, "Where is the letter we received last Magh?" WebsNP builds darta chalani software that keeps the same discipline in a searchable digital record.
The software gives every incoming and outgoing letter a serial number, a Bikram Sambat date, the sender or receiver, the subject, the person responsible and the status. You attach the scanned letter, assign it to a staff member, mark when it was replied to and print the register page for the file whenever needed. The numbering restarts when you tell it to, usually with the fiscal year in Shrawan.
It suits ward and municipal offices, schools, companies, cooperatives, NGOs and associations that need order without a heavy filing system. If you want full document storage as well, read about our document management software. Message WebsNP on WhatsApp at +977 9846280400 for a demo built around your office.
Who Darta Chalani (Document Register) Software is for
Local-level and ward offices
Offices that receive many applications, recommendation requests and official letters and must show a record on demand.
Schools and colleges
Institutions that exchange letters with education offices, boards, parents and other schools.
Companies, cooperatives and NGOs
Organisations that deal with regulators, donors, banks and partners and need a trail for every formal letter.
Associations and committees
Bodies whose secretary currently carries letters in a folder and wants a record that outlasts the term.
Chief administrative officers and office assistants
The people who are asked for old letters and want the answer in one search.
Problems it solves
| The problem today | How the software fixes it |
|---|---|
| Finding an old letter means turning through many pages of the register | Search by serial number, date range, sender, subject or keyword and open the scanned letter at once. |
| Letters are received but nobody knows who is handling them | Each incoming letter is assigned to a person with a due date and a status, and open items appear on a pending list. |
| The register is full and the new one starts without links to the old | Numbering restarts by fiscal year while the history stays searchable in the same system. |
| The original letter is lost or damaged | A scanned copy is attached to the entry, so a lost paper does not mean a lost record. |
| Reply letters do not refer back to the original | A chalani can be linked to the darta it answers, so the whole correspondence reads as one thread. |
| Staff changes mean the register habits change | Fields, numbering and roles are fixed by the system, so a new assistant follows the same method. |
Features and modules
Darta (incoming) register
Serial number, date received in BS, sender, reference number, subject and pages.
Chalani (outgoing) register
Serial number, date sent, recipient, subject, signatory and the mode of delivery.
Bikram Sambat dates
Dates in BS with an English date alongside, and fiscal year numbering that restarts when you decide.
Scan and attach
Attach PDF or image scans of letters and enclosures to the entry.
Fast search
Find by number, date range, sender, subject, department or part of a word.
Assignment and status
Assign each letter to a person, record action taken and mark it open, replied or closed.
Linked correspondence
Connect a reply to the letter it answers and view the whole chain in one screen.
Reminders for pending items
Due-date alerts and a pending list so nothing sits unanswered until someone complains.
Departments and sections
Route letters to a branch, such as accounts, administration or the head, with a log of each hand-over.
Printable register pages
Print the register in the familiar layout for the file or for inspection.
Roles and confidentiality
Control who may see, add or change entries, and mark sensitive letters as restricted.
Reports and export
Monthly counts, pending letters, response times and exports to Excel or PDF.
Built for how Nepal works
Familiar darta and chalani numbering
The register follows the practice Nepali offices already know: a serial number for each letter, the date in Bikram Sambat and the fiscal year starting in Shrawan. Your office's own practice decides the exact format.
Nepali text for senders and subjects
Names, offices and subjects can be entered in Devanagari or English, and search works in both, so the register fits a Nepali-language office.
Works alongside the paper file
Most offices still sign and stamp paper. The software records the letter and holds the scan, while the original stays in the file with the register number written on it.
Respect for office and legal rules
Retention periods, confidentiality and any government procedure are set by your office, parent body and law. We configure the system to follow them and do not claim any official approval.
How we get you started
- Describe your current register Show us the register format, how numbers run and what the head of office asks for in reports.
- Demo with your own format We set up the columns, sections and numbering to match yours and enter a few sample letters.
- Written quote Price depends on users, sections and whether old registers are to be entered. You get it in writing after the demo.
- Start from a clean date Begin with new letters from an agreed date, and add old entries if needed from your registers.
- Train staff and go live The record-keeper and one backup are trained, a scanner or phone camera routine is agreed and support remains on WhatsApp.
Get a demo and quote for Darta Chalani (Document Register) Software
Tell us about your business and we will reply the same working day with a demo and a clear quote. No obligation.
Chat on WhatsAppOr call / WhatsApp +977 9846280400
Guides: Darta Chalani (Document Register) Software
How to Keep a Darta Chalani Register Properly
A good register is a daily habit, not a book. This guide shows the columns, numbering and routine that keep darta and chalani reliable.
Read guide ›How to Choose Darta Chalani Software for Your Office
Not every document tool understands Nepali offices. These are the checks that separate a useful darta chalani system from a generic file store.
Read guide ›Darta Chalani Numbers, Dates and Fiscal Year in Nepal
Numbers and dates are the backbone of a letter register. Here is how Nepali offices usually handle numbering, Shrawan year-starts and cross-references.
Read guide ›Paper Darta Chalani Book vs Digital Letter Register
Paper registers are trusted and cheap but slow to search. This comparison shows what changes with digital, and what costs to expect.
Read guide ›Darta Chalani Mistakes: A Checklist for Nepali Offices
Lost letters, repeated numbers and unanswered requests come from the same few habits. Check your office against this list and walk through a letter trace.
Read guide ›Frequently asked questions
Does it replace the paper register?
It can, or it can run beside it. Many offices keep a printed register page for the file and use the digital record for search and follow-up. Whether the paper register may be retired is your office's decision under its own rules.
Can numbering restart each fiscal year?
Yes. Darta and chalani numbers can restart at the start of the fiscal year in Shrawan, or on any date you choose. Previous years remain searchable with their original numbers.
Can we search by Nepali words?
Yes. Subjects, senders and notes can be typed in Devanagari, and searching works for Nepali and English text. A search by date range in Bikram Sambat is also supported.
How are scans attached?
Staff scan with a scanner or take a clear photo with a phone, then upload the file to the entry. We can suggest a simple routine so scans are named and attached the same day.
Can different staff see different letters?
Yes. Roles control who may add, edit or view entries, and restricted letters can be hidden from most users. The history shows who opened or changed an entry, if you choose to log views.
Can it track replies and deadlines?
Yes. You can set an action due date, assign a person and link the chalani that answers the darta. A pending list and reminders show which letters still need action.
What about old registers?
You can start fresh from a chosen date and keep old registers on paper, or we can quote for entering earlier years. Entering many years takes time, so it is quoted separately.
How is the price set?
By the number of users, sections, customisation and any old data entry. A demo and a short discussion come first, followed by a written quote.