How to Write the Attention Line?

Ensuring that business letters get to the right person requires care and precision. A little nudge doesn’t hurt either, especially when it comes to a large company with multiple departments. That nudge can be in the form of an attention line, which should appear at the top of the envelope and immediately below the salutation.

If you know the name of the individual to whom you are sending the letter, it is best to include that in the attention line. Otherwise, it is best to use titles such as “Mr.” and “Ms.” followed by the department or title. If you are mailing to an address outside of the United States, then you should also include the country’s name in the attention line.

In addition to the individual’s name, it is important to note the recipient’s company and city, state and ZIP code in the attention line. It is also a good idea to provide the recipient’s telephone and fax number if available.

If you are unsure of the exact formatting for your particular country, contact your local post office to get information on preferred addressing standards. The attention line, sometimes abbreviated as ATTN, should appear directly above the recipient line and before the salutation. This helps postal workers determine to whom the letter should be delivered. In this way, the recipient’s time and effort will be maximized. This is especially true if the letter is going to someone who is on vacation or otherwise away from the office.