In the world of professional communication, clarity and efficiency are key. When you need to send a message to a specific person or department but want it to pass through another individual or office, you’ll often use a “Sample Letter With Thru And Attention” format. This guide will break down how to effectively use this format in various scenarios, ensuring your message reaches the intended recipient while keeping everyone in the loop.
Decoding “Thru” and “Attention”
The “Thru” and “Attention” lines are crucial parts of the letter. “Thru” indicates the person or department through which the letter is being routed. This person or department is often responsible for reviewing the letter before it reaches the final recipient. “Attention” clearly specifies who the letter is ultimately intended for. Think of it this way:
- Thru: Acts as a gatekeeper or intermediary.
- Attention: Identifies the primary recipient.
This format ensures the message gets to the right person and keeps the appropriate parties informed. This setup is important for internal communication, ensuring messages are handled correctly and efficiently. Consider this example table to help you understand the general placement of this information:
| Letter Element | Placement |
|---|---|
| Sender’s Information | Typically at the top |
| Date | Below Sender’s Information |
| Recipient Information (Thru & Attention) | Before the salutation (Dear…) |
Email Example: Employee Performance Review – Thru: HR Department, Attention: John Smith
Subject: Performance Review – John Smith
To: HR Department
From: [Your Name/Manager’s Name]
Date: October 26, 2023
Dear HR Department,
Please find attached the performance review for John Smith. This review has been completed and approved by [Manager’s Name/Your Name]. Please review the evaluation and process accordingly.
Attention: John Smith
This is a copy for your records, please review and sign the attached document and return to the HR department for filing.
Thank you for your time.
Sincerely,
[Your Name/Manager’s Name]
[Your Title]
Letter Example: Request for Time Off – Thru: Supervisor, Attention: Payroll Department
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
October 26, 2023
Supervisor’s Name
Supervisor’s Title
Company Name
Company Address
Thru: Supervisor
Attention: Payroll Department
Dear Payroll Department,
This letter is to formally request [number] days of vacation time, from [start date] to [end date]. I have already discussed this time off with my supervisor and have received approval.
I will complete all my urgent tasks before leaving and ensure a smooth workflow during my absence.
Thank you for your assistance.
Sincerely,
[Your Name]
Email Example: Invoice Submission – Thru: Accounts Payable, Attention: Vendor/Supplier
Subject: Invoice Submission – [Invoice Number]
To: Accounts Payable
From: [Your Name/Your Company Name]
Date: October 26, 2023
Dear Accounts Payable,
Please find attached invoice number [invoice number] for [amount] related to [brief description of service/product].
The invoice is ready for processing.
Attention: Vendor/Supplier
The invoice is for [Your Company Name].
Thank you for your time and attention to this matter.
Sincerely,
[Your Name/Your Company Name]
Letter Example: Expense Report Submission – Thru: Department Head, Attention: Finance Department
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
October 26, 2023
Department Head Name
Department Head Title
Company Name
Company Address
Thru: [Department Head’s Name], [Department Head’s Title]
Attention: Finance Department
Dear Finance Department,
Please find attached my expense report for the period of [date range]. All receipts and supporting documentation are included.
Thank you for processing this report.
Sincerely,
[Your Name]
Email Example: New Hire Onboarding – Thru: Hiring Manager, Attention: IT Department
Subject: New Employee Onboarding – [Employee Name]
To: IT Department
From: [HR Representative/Hiring Manager]
Date: October 26, 2023
Dear IT Department,
This email is to notify you about the onboarding of a new employee, [Employee Name], starting on [start date]. Please ensure that a workstation, email account, and necessary software are set up for them.
Attention: [Employee Name]
This is for your information.
Thank you.
Sincerely,
[Your Name/HR Representative]
[Your Title]
Letter Example: Policy Acknowledgment – Thru: Supervisor, Attention: Employee
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
October 26, 2023
Supervisor’s Name
Supervisor’s Title
Company Name
Company Address
Thru: Supervisor
Attention: [Employee Name]
Dear [Employee Name],
This letter acknowledges that I have reviewed and understand the company’s updated policy on [Policy Name], which was distributed on [date]. I agree to adhere to all the terms and conditions outlined in this policy.
Sincerely,
[Your Name]
Email Example: Resignation Letter – Thru: Manager, Attention: HR Department
Subject: Resignation – [Your Name]
To: HR Department
From: [Your Name]
Date: October 26, 2023
Dear HR Department,
Please accept this email as formal notification that I am resigning from my position as [Your Position] at [Company Name], effective [Your Last Day of Employment].
I would like to thank [Company Name] for the opportunity to work here.
Attention: HR Department
This is for your records.
Sincerely,
[Your Name]
By using the “Thru” and “Attention” format correctly, you streamline communication, ensure information flows smoothly, and help everyone involved understand the purpose and routing of your message. Remember to keep your messages clear, concise, and professional, and your communication will be effective.