What is an Attention Letter?
An attention letter, often abbreviated as “Attn:” in an address, is a formal letter addressed to a specific department, position, or individual within a company or organization when you don’t know the exact name of the person responsible. It ensures your letter reaches the appropriate recipient even without a direct contact name. Using an attention line helps streamline internal mail distribution and improves the chances of your letter receiving the attention it deserves.
Why Use an Attention Line?
Employing an attention line demonstrates professionalism and due diligence. It signals to the mailroom or reception staff that the correspondence is intended for a specific purpose and should be forwarded accordingly. This is particularly useful for job applications directed to the HR department, sales inquiries, or complaints where you need to reach the relevant department head but lack a specific contact person. Failing to use an attention line can result in your letter being misdirected or overlooked entirely.
Formatting an Attention Line
The attention line is placed directly below the company’s name and address on the envelope and within the letter itself. It should be concise and clearly state the intended recipient, be it a department name (e.g., “Attn: Human Resources Department”), a job title (e.g., “Attn: Hiring Manager”), or a functional area (e.g., “Attn: Customer Service”). Avoid overly lengthy or ambiguous attention lines. Remember to capitalize the word “Attention” and use a colon after it.
Attention Letter Samples
Sample 1: Job Application
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Attn: Human Resources Department
Dear Human Resources Team,
I am writing to express my interest in the [Job Title] position advertised on [Platform]. My skills and experience align well with the requirements outlined in the job description…
Sample 2: Sales Inquiry
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Attn: Sales Department
Dear Sales Team,
Our company, [Your Company Name], is interested in learning more about your [Product/Service] and how it can benefit our operations…
Sample 3: Customer Complaint
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Attn: Customer Service Department
Dear Customer Service Team,
I am writing to express my dissatisfaction with the service I received on [Date] regarding [Issue]. Specifically,…
Sample 4: Invoice Submission (Finance Department)
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Client Company Name]
[Client Company Address]
Attn: Accounts Payable
Dear Accounts Payable Team,
Please find enclosed invoice [Invoice Number] for services rendered as per our agreement. The total amount due is [Amount]…
Sample 5: General Inquiry (Information Department)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Attn: Information Department
Dear Information Team,
I am writing to inquire about [Specific Information Needed] regarding [Subject]…
Sample 6: Scholarship Application (Scholarship Committee)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Organization Name]
[Organization Address]
Attn: Scholarship Committee
Dear Scholarship Committee,
I am writing to apply for the [Scholarship Name] scholarship. I am a student at [School Name] pursuing a degree in [Major]…
Sample 7: Grant Proposal (Grants Department)
[Your Organization Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Funding Organization Name]
[Funding Organization Address]
Attn: Grants Department
Dear Grants Department,
We are writing to submit a grant proposal for [Project Name]. Our organization is dedicated to [Mission] and this project will help us achieve [Goals]…
Sample 8: Media Inquiry (Public Relations)
[Your Name/Organization Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Media Outlet Name]
[Media Outlet Address]
Attn: Public Relations
Dear Public Relations Team,
I am writing to inquire about [Topic] and would appreciate the opportunity to speak with a representative regarding [Specific Question]…
Sample 9: Legal Correspondence (Legal Department)
[Your Name/Law Firm Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Opposing Party Company Name]
[Opposing Party Company Address]
Attn: Legal Department
Dear Legal Department,
Please be advised that we represent [Client Name] regarding [Legal Matter]. We are writing to inform you of…
Sample 10: Donation Request (Development Department)
[Your Organization Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Potential Donor Name/Organization Name]
[Potential Donor Address]
Attn: Development Department
Dear Development Team,
Our organization is dedicated to [Mission] and we are seeking donations to support [Specific Project/Cause]. Your contribution would make a significant impact…
Sample 11: Membership Application (Membership Department)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Organization Name]
[Organization Address]
Attn: Membership Department
Dear Membership Team,
I am writing to apply for membership in [Organization Name]. I am interested in [Reasons for Joining] and believe I can contribute to the organization…
Conclusion
Mastering the use of attention lines in your letters enhances the likelihood of your communication reaching the intended recipient and achieving its purpose. Whether it’s a job application, a sales inquiry, or a complaint, correctly formatted attention lines demonstrate professionalism and improve communication efficiency. By following these guidelines and examples, you can ensure your letters are directed to the right department or individual, even without knowing a specific name.
