Care and accuracy are necessary to ensure that a business letter reaches the correct recipient. When writing to a big company with lots of employees and departments, sometimes a little “nudge” doesn’t hurt either. The attention line, which should appear above the salutation, can serve as such a nudge.
Create a centered letterhead for your business letter that includes your name, address, city, state, ZIP code, and, if you’d like, email address, all on separate lines. Use a font size slightly larger than that in your letter, or about 12 points, as this information is meant to stand out. As an alternative, put this information right at the top of the letter. There are several letter formatting options, including block, modified block, and semi-block, but block format is the most popular and easiest to read. Letters written in block format must be left-justified, single-spaced, and have a double space between paragraphs.
Write the date and then double-space. Type the company name, address, city, state, and ZIP code on separate lines. Double-space and write the attention line. Type “Attention:” followed by the recipient’s name or the department where your letter should be addressed. For instance, if you know the person’s name and position, you might write, “Attention: Leon Smith, Accounting Manager,” or you might just write, “Attention: Accounting Manager.” Double-space again and write a salutation.
What to include in an attention letter
A formal business letter format is typically used for letters with an attention line. Common elements of these letters include:
When to use an attention letter
When you want to ensure that a letter is delivered to the right person in a company, use an attention letter that identifies the recipient of the correspondence. When you know the person’s job title, like “marketing director,” but are unsure of their full name, it often makes sense to use this letter. Use an attention letter when addressing correspondence to a business with numerous employees or departments. An attention line can ensure that your letter is received by the intended party and could speed up the response time.
In a formal business letter, you typically use an attention line when making a formal request. Use an attention line in letters when appropriate, for instance:
How to write a letter that uses an attention line
The following steps will assist you in writing a letter with an attention line:
1. Research the company
Make sure you are sending the letter to the correct location by researching the company before you write the attention letter. Information about a company’s workforce and its various divisions, like accounting or human resources, can be found online. You can use this information to choose the letter’s recipient, such as a particular departmental employee. When it comes time to send your letter, you can find the company’s contact information, including its physical address.
2. Use proper formatting
Most attention letters follow a standard business letter format. Set the top, bottom, and side margins of the document to 1 inch when typing your letter. To create a unified document that is simple for the recipient to read, choose a serif font and use left-justified alignment. In a business letter, it’s customary to use single spacing throughout with an additional line of space between each section, such as the attention line and the company’s contact information. Leave space for your written signature by separating the closing and your name by four lines.
3. Include contact information
Make sure to include all the pertinent contact information for a formal business letter, such as your name, job title, date, and the name of the company, before the letter’s body. At the very top of the letter, include your name, email address, and phone number. Then, include the month, day, and year in the full date. The company’s details, including its street address, city, state, and zip code, are listed after the date. When you use this format at the start of a letter, it makes it clear to the reader that you are writing in a professional capacity.
4. Address the attention line
Decide how to address the attention line, which appears before the letter’s body and after the company’s contact information. Some businesses publish the names of some employees on their websites, including department managers. You can call a company to speak with someone who might be able to help with your request if you can’t find the information you’re looking for online. Learn the name and proper spelling of the person you want to contact, if at all possible. List the recipient’s appropriate job title, such as “marketing director,” if you can’t find the person’s name.
5. Write the body of the letter
Introduce yourself and the reason you are writing to the person in the attention line in the first paragraph of your letter. In the second paragraph, go into greater detail about your request or the reason for the letter. Include a third paragraph, if required, that summarizes your request and thanks the recipient for their time. Keeping your letter brief and to the point can help the reader understand why you are writing to them. End the letter with a formal closing and your signature. Some examples of a professional closing include:
6. Proofread the letter
When it’s time to send your letter, carefully check it one last time for punctuation, spelling, and grammar. Before sending the letter, use a word processing program with a spelling and grammar check to help you catch any mistakes. Reading the letter aloud can help with consistency and flow. Sending a letter that is clear and precise demonstrates professionalism and attention to detail, which might persuade the recipient to read it and take your request seriously.
Attention letter template
Heres a template for a letter with an attention line:
[Senders name]
[Senders job title]
[Senders company or employer]
[Phone number]
[Email]
[Date of correspondence]
[Companys name]
[Companys address]
[Attention line]
[Body of letter]
[Closing]
[Signature]
Attention letter example
Here is a sample attention letter to assist you in creating your own:
Erika Jones
Marketing specialist
Childhood Cancer Research Organization
222-222-2222
[email protected]
August 13, 2021
Templeton Textiles, Inc.
123 Main Road Ave.
Templeton, Utah 55555
Attention: Director of marketing
My name is Erika Jones, and I work for the Childhood Cancer Research Organization as a marketing specialist. I’m writing to you today to extend an invitation to support our yearly 5k run for childhood cancer research.
The run has been held at Templeton Park by the Childhood Cancer Research Organization for the past seven years, attracting more than 1,000 participants each year to run for a worthwhile cause. We provide a range of sponsorship levels for businesses to assist us in achieving our mission of eradicating childhood cancer. Each of our sponsors is given the opportunity to set up a booth at the event that will contain information about their business. We also feature each sponsor in a booklet that is distributed to race participants in their welcome packets.
I’ve included some materials so you can learn more about the occasion. You can get in touch with me at 222-222-2222 or at ejones@email if you’d like to talk about the sponsorship opportunity in more detail. com. I appreciate your time and consideration, and I hope to hear from you soon.
Respectfully,
Erika Jones
Charlie Puth – Attention (Lyrics)
FAQ
What is an attention letter?
When you want to ensure that a letter is delivered to the right person in a company, use an attention letter that identifies the recipient of the correspondence.
How do you write a letter with attention to?
A recipient’s full name or title in the attention line directs the letter to them. When you only know the recipient’s title and not their full name, it makes the most sense to use an attention line. However, a subject line clearly states the letter’s purpose.
How do you start a letter to get attention?
- Why the subject line is the most crucial component of a letter’s opening
- Use {Name} to capture the recipient’s attention.
- Evoke curiosity using tested methods.
- Insert numbers, percentage, or statistics to empower your subject line.
