The attention line, or “attn,” is used exclusively when sending correspondence or packages to big businesses. When correspondence or a package enters an organization’s mail room, the attention line identifies the intended recipient. For those who prefer to communicate with someone in their capacity as a representative of an organization rather than as an individual, the attention line is helpful. A letter or package should have the attention line above the organization’s name. The United States Postal Service advises senders to simply write the specific recipient’s name above the name of the organization instead of using “attn” when addressing packages. The attention line appears above the salutation in a business letter.
Outside of a letter, the term “attn” simply stands for “attention.” The abbreviation is frequently used in informal online correspondence or in literary works that deliberately ignore conventional grammar. The definition of attention, which is used to address a piece of mail, is “concentrating on a particular thing while ignoring all other aspects of a given environment.” ADVERTISEMENT.
When to use “attention” in a letter
In a letter, you can use “attention” to get in touch with a particular person within an organization. The attention line on the envelope instructs the mailroom or administrative staff where to deliver your letter or package because employees might not have personal mailing addresses at their workplace. This strategy also functions when mailing something to a department rather than an individual.
When you don’t know your recipient’s name, you can also use the attention line. For instance, you might want to get in touch with a large company’s customer service manager. You can use the attention line to address the letter to the manager of customer relations or the customer service department if you don’t know their name. This information can be used to determine the best location or person to deliver mail to by the employee in charge of doing so for the company.
What does “attention” mean in a letter?
When you use the word “attention” in a letter, you’re directing it to a specific recipient or division. You may also use the words abbreviated form, “attn. You might not be able to address a letter to someone’s office, desk, or mailbox when sending something to their place of employment. Your package or letter will typically be delivered by the postal service to the company’s mailroom or front desk instead. The attention line’s function is to instruct the business’s mailroom or administrative personnel to deliver your mail to the designated recipient.
How to use “attention” to address a business letter
The attention line on a formal business letter helps you make sure it is delivered to the correct person once it gets to their place of business. The steps listed below can be a helpful reference when addressing your letters with “attention”:
1. Provide your information
Include your personal information on the top left side of the envelope when addressing a letter. Start by providing your first and last name. Print your street address or the address of the business you work for beneath your name. Your city, state, and ZIP code should be entered on the third line. The return address is in this section, enabling the mail service to send the letter back to you if they are unable to deliver it. In the future, your recipient might send you a letter or package using these information.
In a formal business letter, you are also permitted to incorporate your name and contact information in the upper left-hand corner of the document using the same formatting as the envelope’s return address. You can add more contact information, like your phone number or email address, under your address. Once they have read your letter, the recipient can use this information to get in touch with you for more discussions.
2. Include the date
Underneath your contact information in the letter, add the date. The recipient can use this document to check the information and confirm it as necessary because this detail makes it clear when you sent it. They could, for instance, use the letter as proof to show when your business and theirs entered into an agreement.
Include the month before the date and year when writing the date in a letter. When sending letters to international coworkers, clients, customers, or business partners, using this format can help prevent confusion. This is due to the fact that some nations use different date formats, like listing the date before the month and year.
3. Write the organizations information
Inscribe your recipients’ addresses in the envelope’s center. The first line typically includes the recipients name. Write their organization’s full name on the second line. Include this information on a line before the organization’s name if you’re addressing the letter to a particular department. Next, type the business’s street address on a separate line, followed by its city, state, and ZIP code. You can include the recipients’ information on the top left side of the letter, just like your own contact information. Underneath the date, provide the organizations name and mailing address.
4. Add the attention line
On the envelope and in the letter, the attention line’s placement varies. Put this line on the envelope above the recipients’ organization’s name. The attention line appears within the letter itself, following the organization’s name and address. When writing this line, use the following format:
Attention: [recipients name or job title].
If you’re short on space, you can also use “attn” to make your recipient’s name appear in the attention line.
5. Start your letter
You can skip a line and add a greeting to your letter after you’ve included all necessary contact information. In a formal business letter, the salutation “Dear” is usually followed by the recipient’s name. You can use their preferred title and last name or their full name when addressing them.
If you don’t know the recipient’s name, you can use “to whom it may concern” or their job title instead. Because you added an attention line, the person in charge of delivering business mail can help ensure that it reaches the right recipient. You can continue writing your letter after skipping a line after your salutation.
Examples of using “attention” in a business letter
To better understand how to use the word “attention” in business letter addresses, review the examples below:
Example 1
The situation where the sender is aware of the name of their intended recipient within a company is illustrated by the example below:
Jake Anderson
132 Columbus St.
Newark, NJ 07104
(801) 565-2818
[email protected]
September 15, 2021
Maplewood Technologies
237 Maplewood St.
New York City, NY 11225
Attention: Mary Johnson
Dear Ms. Johnson,
I appreciate you coming to see me on Tuesday. I appreciated the chance to speak with you and learn more about your company’s offerings and how they might assist me in enhancing the accounting procedures for my team. The documents you requested that provide a more thorough description of my team and the services we are interested in implementing are attached. Please feel free to contact me by phone or email if you have any more questions or require any more details. I look forward to hearing from you soon.
Best regards,
Jake Anderson
Example 2
The scenario illustrated by the following example shows how to address a letter to a particular department within an organization even though the sender is unsure of the recipient’s name:
Elizabeth Richards
475 Harvard Lane
St. Petersburg, FL 33701
(130) 593-1098
[email protected]
October 20, 2021
Glassworks Co.
101 Door St.
Tampa, FL 33606
Attention: Head of customer relations
To whom it may concern:
I’m writing to thank you and your staff for the outstanding customer service I experienced last week when I contacted your store. I had a minor issue with a vase I bought for the lobby of my business, but Neil Martinez, the customer service representative I spoke with, quickly helped me fix it. It was such an enjoyable encounter that I felt compelled to express to you how much I valued our conversation. I’m eager to visit your store and will tell my coworkers about your goods and services. Keep up the great work.
Sincerely,
Elizabeth Richards
商用英文書信:單位行，稱呼，主旨行 (Business Letter Attention, Salutation & Subject Line)
FAQ
What is attention line in a letter example?
Addressing the Envelope. Write “Attn” followed by the name of the recipient. The “Attn” line should always be placed right before the recipient’s name at the top of your delivery address. Use a colon after “Attn” to make it clearly readable.
What is an attention in mail?
Attention line: The attention line of the letter identifies the recipient within the organization by the recipient’s full name, position title, or name and department.
