First impressions matter, and in business, it’s typical to communicate with someone for the first time via email or letter. You should begin a business letter with a formal salutation and adhere to a few formatting guidelines.
It’s important to get it right whether you’re sending a cover letter or email message, and most people know to end a letter with “sincerely” or “best wishes.”
We have compiled a list of dos and don’ts, advice from CIOs, office workers, and professional email marketers. So, keep reading if you’re interested in learning how to format and address a business letter.
商用英文書信:單位行，稱呼，主旨行 (Business Letter Attention, Salutation & Subject Line)
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.
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:
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]
Research About the Intended Recipient
Make sure you have the correct company address before writing and sending a letter. Additionally, try to locate the name of the person to whom you plan to address the letter.
Some businesses list the names of their employees on their websites, such as the marketing director, the HR director, etc. To connect with the person you want, go to the business’ website and social media accounts. Alternatively, at the very least, decide clearly which department you want to mail to.
It is excellent if you find a name. Alternatively, you can connect with the right person using the attention line on the envelope.
Example of an Attention Line
A business letter with an attention line should be formatted as follows:
Example:
Your address Your phone number
Attention: Director of Marketing
5 Things you need to include in an envelope
You must correctly address the envelope if you want to guarantee that your letter is delivered to the intended recipient. There are a number of norms to adhere to, particularly when writing to a large organization with numerous departments.
Even though business correspondence still relies on it and it can be significant if you’re applying for jobs, very few people send letters in envelopes today. Follow these steps to ensure that the right person receives your letter:
FAQ
How do you write attention in a letter?
Write the “attention” line: Start this line with the full word “Attention” or the abbreviation “ATTN.” ” Then, after a colon, write the person’s name. If you are certain of their preferred gender pronouns, you can either write their full name or their professional title.
What is attention line in a letter example?
SALUTATION or attention line: Use a colon after addressing the reader by name. Use an attention line when writing to a manager or department you don’t know by name. (Example: “Attention Claims Manager. “) Avoid stuffy “Dear Sir” or “Dear Madam” salutations.
How do you properly format a letter?
Single-space your letter and leave a space between each paragraph as formatting advice. Use one-inch margins and align your text to the left. 2 In a printed letter, add a blank line after the salutation, before the closing, and both before and after your handwritten signature.
How do you address a letter with attention and care of?
Write the recipient’s name on the first line, as you would with most letters, to begin using it. Beginning the second line with “c/o,” list the person or business whose name is connected to the address you are using.
