Knowing how to properly address a letter or email is super important in the professional world. One common method involves using "Thru" and "Attention" lines. This essay will break down the ins and outs of a Sample Letter With Thru And Attention, explaining why they’re used and how to implement them effectively.
What’s the Deal with “Thru” and “Attention”?
The "Thru" and "Attention" lines are used to ensure your message reaches the right person or department within a company. They act like a postal service for internal mail, or help streamline your email.
- "Thru" Line: This tells the mailroom or a specific individual where the letter should go initially. It’s often used when you need a document to pass through a particular department for review or approval. Think of it as the first stop on a journey.
- "Attention" Line: This indicates the specific person or role you want to receive the message. This line is placed below the "Thru" line (if there is one) and is meant to direct the document to the intended recipient.
The key thing is to make sure the message gets to the correct person, or people, as quickly and efficiently as possible.
Here’s an example of how they might be used:
Let’s say you’re sending an invoice:
- “Thru: Accounts Payable Department”
- “Attention: John Smith, Accounts Payable Manager”
This tells the mailroom to first send the invoice to the Accounts Payable Department, and then make sure it lands on John Smith’s desk.
Email to HR Regarding Vacation Time
Subject: Vacation Request – [Your Name]
To: HR Department (Thru: Human Resources)
Attention: [HR Contact Person’s Name]
Dear [HR Contact Person’s Name],
This email is to request vacation time for [Number] days, from [Start Date] to [End Date].
I have already discussed this with my supervisor, [Supervisor’s Name], and received their approval.
Please let me know if you require any further information.
Thank you for your time.
Sincerely,
[Your Name]
[Your Employee ID]
Letter to the CEO about a Company Policy Suggestion
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[CEO’s Name]
Chief Executive Officer
[Company Name]
[Company Address]
Subject: Suggestion for Company Policy Improvement
To: CEO (Thru: Executive Assistant)
Attention: [Executive Assistant’s Name], Executive Assistant to the CEO
Dear [Executive Assistant’s Name],
I am writing to suggest a modification to the current company policy regarding [Specific Policy Area]. [Provide a brief explanation of the policy and the issue]. I believe that implementing [Proposed suggestion] would be beneficial to the company by [Explain the benefits].
I have attached a more detailed proposal outlining the rationale, potential benefits, and implementation steps. I would appreciate the opportunity to discuss this further with you.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Email to the IT Department about a Technical Issue
Subject: Urgent: Computer Malfunction – [Your Name]
To: IT Department (Thru: Help Desk)
Attention: [IT Help Desk Contact Person’s Name or “Help Desk”]
Dear [IT Contact Person or Help Desk],
I am experiencing a technical issue with my computer. [Describe the problem in detail. Include error messages, when it started, and what you’ve already tried].
My employee ID is [Your Employee ID]. Please contact me as soon as possible at [Your Phone Number] or [Your Email Address] to help resolve this.
Thank you for your assistance.
Sincerely,
[Your Name]
Letter to the Legal Department regarding a Contract Question
[Your Name]
[Your Department]
[Your Address]
[Date]
Legal Department
[Company Name]
[Company Address]
Subject: Inquiry Regarding Contract [Contract Number or Name]
To: Legal Department (Thru: Contracts Division)
Attention: [Legal Contact Person’s Name], Legal Counsel
Dear [Legal Contact Person’s Name],
I am writing to seek clarification on a clause within contract [Contract Number or Name]. Specifically, I am concerned about [Clearly state your question and what you need clarified].
Attached is a copy of the contract for your review. Please advise on [Specific action you need].
Thank you for your time and expertise.
Sincerely,
[Your Name]
[Your Title]
Email to the Finance Department for Expense Reimbursement
Subject: Expense Report – [Your Name] – [Date Range]
To: Finance Department (Thru: Accounts Payable)
Attention: [Finance Contact Person’s Name or “Accounts Payable Department”]
Dear [Finance Contact Person or Accounts Payable],
Please find attached my expense report for the period of [Date Range]. I am requesting reimbursement for the following expenses:
[Create a table listing your expenses, or attach a spreadsheet]
* Date: [Date]
* Description: [Reason for Expense]
* Amount: [Amount]
* Receipt Attached: Yes/No
My employee ID is [Your Employee ID].
Please let me know if you require any additional information.
Thank you for your assistance.
Sincerely,
[Your Name]
Letter to a Vendor regarding a Problem with a Shipment
[Your Company Letterhead]
[Date]
[Vendor Company Name]
[Vendor Address]
Subject: Issue with Order # [Order Number]
To: [Vendor Department, e.g., Customer Service] (Thru: Shipping Department)
Attention: [Contact Person, if known, or “Customer Service”]
Dear [Contact Person or Customer Service],
This letter concerns order number [Order Number], which we received on [Date Received]. We are experiencing an issue with [Clearly describe the problem, e.g., damaged goods, incorrect items, missing parts].
[Provide specific details about the problem, including quantity, item numbers, and a description of the damage or discrepancy]. We have attached photos/documentation as supporting evidence.
We request that you [State your desired resolution, e.g., send replacements, issue a refund, provide instructions for returning the goods]. Please contact us at [Your Phone Number] or [Your Email Address] to discuss this further.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title]
Email to the Marketing Department for a Marketing Campaign
Subject: Request for Marketing Campaign – [Campaign Name]
To: Marketing Department (Thru: Campaign Management)
Attention: [Marketing Contact Person’s Name or “Campaign Manager”]
Dear [Marketing Contact Person or Campaign Manager],
I am writing to request the development of a marketing campaign for [Product/Service].
[Provide a brief description of the product/service and the target audience].
The key objectives of this campaign are [List the campaign’s goals, e.g., increase brand awareness, generate leads, drive sales].
[Provide any relevant information, such as the proposed budget, timeline, and desired marketing channels]. I have attached a detailed brief outlining these requirements.
I would appreciate the opportunity to discuss this further with you.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
So, there you have it. Using “Thru” and “Attention” is a straightforward way to improve communication in the workplace. By understanding how to use them, you can make sure your letters and emails get to the right people, efficiently and effectively.