When Should Attention Lines be used in Business Letters?

In addition to ensuring your message reaches the right person, attention lines also display urgency. Whether you’re sending a client proposal or asking for an interview, using an attention line can help ensure your message doesn’t get lost in the shuffle of other emails and letters.

The attention line is the first line of your letter and appears two lines below the date and recipient’s address. The phrase begins with the abbreviation “ATTN” or “Attention” and is followed by the person’s name or title, if known. If the person’s name is short enough to fit on one line, it can be written directly above the attention line. For example, if you’re writing to a firm and want to reach the marketing department, you might write “Attention: Marketing Director” in your attention line.

Adding an attention line while writing an attention letter can also be helpful when you don’t know the recipient’s name but have their designation within the firm. For example, if you aren’t sure the exact name of the person in charge of hiring, you could add “ATTN: Hiring Manager” to your letter.

If you’re unsure how to address the recipient of your letter, a good rule of thumb is to use the phrase “To whom it may concern.” However, this is often seen as overly formal and can make the reader feel like they’re being ignored. For this reason, it’s best to avoid using this phrase unless absolutely necessary.

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