When you’re navigating the world of professional communication, you’ll often come across the need to send letters or emails to specific people or departments within a company. Knowing how to correctly format these communications is key. This essay will explain the proper use of a "Sample Letter With Thru And Attention" format, detailing its purpose and providing examples of how to use it effectively.
What is “Thru” and “Attention”?
The "Thru" and "Attention" lines in a letter or email are designed to help your message get to the right person or department within a larger organization. Think of it like this: you’re trying to reach a specific person, but you need the message to first go through another person or department.
Here’s a breakdown of why this format is helpful:
- Thru (or Through): This indicates who or which department the message should be routed through. It’s the intermediary.
- Attention (or Attn.): This identifies the specific individual who should ultimately read the message.
This format is crucial for ensuring your message is received by the right person and handled efficiently, preventing delays and misunderstandings.
Here are some key things to remember:
- “Thru” is used to direct the message through a specific department.
- “Attention” directs the message to a specific person within that department.
- This formatting is especially important for large organizations.
- Start with the recipient’s address (if sending a physical letter) or the recipient’s email address (if sending an email).
- Then, include the “Thru” line, specifying the department or person.
- Follow with the “Attention” line, indicating the specific person you want to reach.
You might find it helpful to visualize this using a simple table:
| Header Field | Purpose |
|---|---|
| Recipient Address/Email | Where the letter/email is initially sent. |
| Thru | The department or individual who handles incoming mail. |
| Attention | The specific person who should read the message. |
Request for Time Off – Sample Email
Subject: Time Off Request – [Your Name]
To: HR Department
Thru: [Your Supervisor’s Name]
Attention: [HR Manager’s Name/HR Contact Person]
<p>Dear [HR Manager's Name/HR Contact Person],</p>
<p>This email is to request time off from work. I would like to request a leave from [Start Date] to [End Date] for [Number] days. The reason for the leave is [Reason].</p>
<p>I have already discussed my leave request with [Your Supervisor's Name] and secured their approval. I have also completed all my urgent tasks and made arrangements for my colleagues to cover my other duties. Please let me know if you require any further information.</p>
<p>Thank you for your consideration.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
Invoice Submission – Sample Email
Subject: Invoice Submission – [Your Company Name] – Invoice # [Invoice Number]
To: Accounts Payable Department
Thru: [Project Manager’s Name] (if applicable)
Attention: [Accounts Payable Contact Person’s Name/Title]
<p>Dear [Accounts Payable Contact Person's Name/Title],</p>
<p>Please find attached invoice # [Invoice Number] for the amount of $[Amount] from [Your Company Name] for services provided on [Project Name/Description].</p>
<p>All necessary supporting documents, including [mention attachments, e.g., purchase order, timesheets], are also attached.</p>
<p>Please let me know if you require any further information or clarification. Thank you for your time.</p>
<p>Sincerely,</p>
<p>[Your Name/Your Title]</p>
<p>[Your Company Name]</p>
Internal Announcement – Sample Email
Subject: Announcement: New Company Policy on [Subject]
To: All Employees
Thru: [Department Head Name/Department]
Attention: [HR Department Lead Name/HR Department]
<p>Dear Employees and HR Department,</p>
<p>This email is to announce the implementation of a new company policy regarding [Subject].</p>
<p>[Clearly state the new policy.]</p>
<p>[Explain the reason for the policy.]</p>
<p>[Explain how the policy works and what is expected of the employees.]</p>
<p>For a detailed explanation of the policy, please refer to the following link: [link to policy document or intranet page]. For additional questions please contact [Contact Person].</p>
<p>Sincerely,</p>
<p>[Your Name/Your Title]</p>
Request for Budget Approval – Sample Letter
[Your Name]
[Your Title]
[Your Department]
[Date]
<p>[Recipient Name]</p>
<p>[Recipient Title]</p>
<p>[Department]</p>
<p>Thru: [Department Head Name/Department]</p>
<p>Attention: [Budget Approver Name/Title]</p>
<p>Dear [Budget Approver Name/Title],</p>
<p>I am writing to request budget approval for [Project/Item].</p>
<p>[Provide a brief description of the project/item.]</p>
<p>[Outline the budget, including estimated costs and breakdown. Include any supporting documentation.]</p>
<p>I believe that this [project/item] is essential for [reason] and will provide [benefit]. I have discussed this with [Department Head Name].</p>
<p>I have attached all the necessary documentation for your review. Please let me know if you have any questions.</p>
<p>Thank you for your consideration.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
Complaint Submission – Sample Email
Subject: Complaint Regarding [Issue] – [Your Name]
To: Customer Service Department
Thru: [Department Manager Name/Department]
Attention: [Customer Service Representative Name/Customer Service Manager]
<p>Dear [Customer Service Representative Name/Customer Service Manager],</p>
<p>I am writing to file a complaint regarding [briefly describe the issue].</p>
<p>[Provide a detailed account of the situation, including dates, times, and specific details.]</p>
<p>[Explain what resolution you are seeking.]</p>
<p>[Include any relevant supporting documents, such as order numbers or receipts.]</p>
<p>I look forward to your prompt attention to this matter and a resolution to the problem.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
<p>[Your Contact Information]</p>
Recommendation Letter – Sample Letter
[Your Name]
[Your Title]
[Your Company]
[Date]
<p>[Recipient Name]</p>
<p>[Recipient Title]</p>
<p>[Company Name]</p>
<p>Thru: HR Department</p>
<p>Attention: Hiring Manager</p>
<p>Dear Hiring Manager,</p>
<p>I am writing to recommend [Candidate's Name] for [Position] at [Company Name].</p>
<p>[Provide a brief overview of your relationship with the candidate and how long you've known them.]</p>
<p>[Describe the candidate's skills, qualifications, and accomplishments, especially those relevant to the position.]</p>
<p>[Explain why you believe the candidate is a good fit for the role.]</p>
<p>I highly recommend [Candidate's Name] without reservation. Please feel free to contact me if you require any further information.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
<p>[Your Contact Information]</p>
Policy Acknowledgement – Sample Email
Subject: Acknowledgement of Company Policy [Policy Name]
To: HR Department
Thru: [Your Supervisor’s Name]
Attention: [HR Manager’s Name/HR Contact Person]
<p>Dear [HR Manager's Name/HR Contact Person],</p>
<p>This email serves as confirmation that I have read and understood the company's [Policy Name] policy. I acknowledge that I am responsible for adhering to the guidelines and requirements outlined in this policy.</p>
<p>If you have any questions or require clarification on the policy, I will gladly provide them.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
<p>[Your Employee ID, if applicable]</p>
In conclusion, using a “Sample Letter With Thru And Attention” format is an important part of making sure your messages get where they need to go within a company, especially a larger one. By including the correct “Thru” and “Attention” lines, you’re not only helping speed up communication, but also making sure it reaches the right people to take the needed actions. Remember to always be clear and concise in your communication, no matter the format.