ATTN Envelope Basics: How an Attention Line Gets Your Letter to the Intended Recipient
If you need your letter to land on the right desk inside a big company, an ATTN envelope is your friend. Adding a clear, well-placed attention line tells internal mailrooms who should read and act, so your message is delivered faster with fewer handoffs. Think of it as an routing label that helps the postal service and the company’s internal team guide your business letter to the intended recipient without delays.
An attention line is simple. You address the envelope using standard USPS guidelines, then add a focused line that calls out a specific person or a job title. For example: ATTN: Hiring Manager, Operations Department. This small addition reduces misrouting, improves response rates, and signals that your letter is relevant to someone accountable.
Use an ATTN envelope whenever you are writing to a large organization with multiple departments, when you do not know a contact’s name but know the department or job title, or when your message is time-sensitive. You will still include a complete street address and accurate city, state and ZIP, but the attention line will do the heavy lifting inside the building.
Clear formatting matters. Keep your address block clean, stick to standard abbreviations, and avoid crowded lines. If you do not have a person’s name, use the correct person by function, like VP, Finance or Customer Support Manager. That way, mailroom staff can route your letter to the right person even if names change.
Before you drop the envelope, verify the company name, confirm the recipient’s street address, and double-check spelling. When in doubt, look up the company’s address on the official website or call the front desk. A precise attention line plus a complete address block ensures your letter reaches the target without unnecessary back-and-forth.
💡 Related reads: See our step-by-step addressing examples in Postal Address Example or explore when a formal letter format is best in Printed Letters.
Components of a Business Letter Envelope
When you address a business letter envelope, including every essential component in the correct format is key to making sure your letter reaches the intended recipient without delay. Each part of the envelope serves a specific purpose in guiding your letter through the postal system and into the hands of the correct person within a company.
- Return Address (Top Left Corner): Always write your return address in the top left corner of the envelope. This should include your name, street address, city, state, and zip code. The return address ensures that if the letter cannot be delivered, the post office can return it to you. Using a clear return address also signals professionalism and helps avoid confusion.
- Recipient’s Information (Centered, Next Line): On the next line, centered on the envelope, write the recipient’s name, job title, and company name. If you’re sending the letter to a particular department or person, include an attention line here—either as the full word “Attention” or the abbreviation “ATTN:” followed by the job title or department. This attention line helps postal workers and internal staff deliver your letter to the correct person.
- Company’s Address (Delivery Address Line): Directly below the recipient’s information, write the company’s street address. Be sure to include any suite numbers, unit numbers, or apartment numbers on this line or the following line if needed. This delivery address line is crucial for accurate delivery, especially in large organizations with multiple departments or buildings.
- City, State, and Zip Code (Final Line): The last line of the address block should include the city, state, and zip code. Always double-check the zip code for accuracy, as this is what the post office and automated systems use to route your letter efficiently. Including the correct state and zip code ensures your letter is delivered to the right location.
- Postage (Top Right Corner): Affix the correct postage in the top right corner of the envelope. The number of stamps you need depends on the weight and size of your letter—if you’re unsure, check with your local post office to confirm how many stamps are required. Proper postage ensures your letter isn’t delayed or returned.
By carefully including each of these components and following the correct format, you help ensure your business letter is delivered to the correct person and reaches the intended recipient without unnecessary delays. Always use clear, legible writing, and include all necessary details—such as the company name, attention line, and full address—to avoid confusion and make the job of postal workers and internal mail staff as easy as possible.
Attention Line Vs. Subject Line In A Business Letter
What Each One Does
An attention line routes a business letter to the intended recipient inside a big company. It names a specific person, a job title, or a particular department, so internal mail staff can move your letter to the right person quickly. A subject line, on the other hand, summarizes the purpose of the message. Use both when you want speed and clarity.
Where Each One Goes
Place the attention line in the address block or immediately above the salutation, on its own line. The subject line belongs inside the letter, typically just below the salutation or at the top of the body, never in the outer address block. Keeping each item on the same side of its section and on a separate line avoids confusion for postal workers and internal sorters.
When You Know a Name vs. Only a Role
- If you know the name: ATTN: Olivia Hart, Director of Operations
Including the person's full name, when available, helps ensure accurate delivery. - If you do not know the name: ATTN: Director of Operations
In both cases, include the company name, full street address, and correct city, state and ZIP so the letter is delivered without delays.
Quick Examples You Can Copy
- ATTN: Hiring Manager
Company Name
123 Market St, Suite 700
Chicago, IL 60601 - ATTN: Accounts Payable Department
Company Name
500 Pine Ave, Unit 12
Seattle, WA 98101
💡 Related reads: If you are sending a formal business package, review layout tips in Printed Letters and visual best practices in Direct Mail Design.
The Exact Format To Address An Envelope With ATTN
Return Address: Top Left Corner
Put your return address in the top left corner. Include your full name, company name, and your mailing address. A clean sender block helps the post office return the mail if needed and signals professionalism to a large organization.
Destination Block: Centered On The Same Side
Center the destination block on the front, keeping everything on the same side of the envelope. Use short, readable line breaks. Never crowd multiple elements onto a single line if it hurts legibility.
Postage: Top Right Corner And How Many Stamps
Affix postage in the top right corner. For a standard 1-ounce domestic letter, one First-Class stamp typically works. If your letter is heavier or rigid, calculate how many stamps you need based on weight and thickness, or use a printed label.
Line-By-Line Model You Can Reuse
- First line: ATTN + specific person or job title
- Second line: Company name and, if helpful, department name
- Third line: Recipient’s street address with suite number, unit number, or apartment number as needed
- Final line: City, state and ZIP (write the state and ZIP code clearly)
Be sure to write the recipient's information clearly and in the correct order to ensure proper delivery.
Example
ATTN: Hiring Manager
Blue Horizon Logistics, Operations Department
2000 Harbor Blvd, Suite 320
Long Beach, CA 90802
This layout keeps the attention line visible, the street address precise, and the final routing details on the last line so your letter reaches the correct recipient quickly.
💡 Need postage guidance? See Where Do You Buy Stamps and pricing basics in What Is First-Class Mail Postage.
Where The Attention Line Goes On The Envelope And In The Business Letter
On The Envelope
Place the attention line at the top of the destination block, on its own line, before the company name and street address. Keeping it on a separate line makes it obvious to internal handlers who the letter is for.
Example (envelope front)
ATTN: Director of Purchasing
Acme Industrial
4550 North River Rd, Suite 210
Chicago, IL 60656
Inside The Letter
In a business letter, insert the attention line above the salutation—typically after the date and your contact block, and before the recipient’s mailing address or just beneath it (house styles vary). Don’t bury it mid-paragraph; visibility speeds routing and ensures the letter reaches the intended recipient.
“Same Line” Or “Own Line”?
- If space is tight, you may place ATTN on the same line as the company name (ATTN: VP Finance, Apex Inc.).
- Best practice: keep ATTN on its own line to avoid confusion and preserve clean machine reads for postal workers.
💡 Helpful next steps: See address block do’s in Postal Address Example and formatting tips in Printed Letters.
Secondary Address Details That Prevent Misrouting
Suite, Apartment, Or Unit Numbers
Include the suite number, apartment number, or unit number immediately after the recipient’s street address—either on the third line or the next line if the address is long. Consistency helps automated sorting and keeps the final handoff clear.
Example
ATTN: Accounts Payable
Riverton Labs
88 Larkin St, Suite 1200
San Francisco, CA 94102
Directional Signs (NE, SW) Or Full Words
Use USPS-standard directional signs (N, S, E, W, NE, SW) with the street name (1200 W Lake Ave). If a location routinely confuses carriers, writing the full word (West, North) is acceptable for clarity.
ZIP And ZIP+4
Always include the zip code; adding ZIP+4 improves precision when the recipient lives or works in dense complexes. Correct city, state and ZIP on the last line accelerates delivery.
Example
ATTN: HR Benefits
Galeon Partners
3210 Meridian Blvd
Franklin, TN 37067-2561
💡 Want to double-check details? Use our guides for ZIP Code +4 Lookup and edge cases like PO Box On Address.
Mailing Address Vs. Company’s Address Vs. PO Box
When a firm lists both a campus location and a PO Box, pick based on purpose:
- Company’s address (physical): best for courier drop-offs, signed documents, or when a specific person must sign.
- Mailing address (central mailroom): ideal when the company consolidates inbound mail before internal distribution.
- PO Box at the post office: reliable for institutions that receive high volume; postal workers scan and sort quickly, then internal staff route the letter.
If uncertain, call the local post office or the company receptionist to confirm which address ensures the letter reaches the correct recipient fastest.
💡 For tricky formats, review Postal Address Example and special handling in PO Box On Address.
If You Don’t Know The Specific Person: How To Reach The Correct Person
When you lack a name, target the job title and department so your attention line still finds the right person in a large organization. Even if you don't know the recipient's name, including as much recipient's information as possible—such as the recipient's department, job title, or address details—helps ensure proper delivery and effective communication.
Practical Scripts
- ATTN: Hiring Manager, Talent Acquisition
- ATTN: Director of Accounts Payable, Finance Department
- ATTN: Facilities Manager, Operations
Pair the attention line with a crisp subject line inside the business letter to clarify intent (e.g., Subject: Contract Renewal—Q4 Service Window). Research the org chart, website, and LinkedIn—your goal is the correct person or particular department.
💡 Planning outreach at scale? See strategy for agency and B2B teams inB2B Direct Mailand production options inPrinted Letters.
How To Write The Attention Letter Body (Short, Clear, Action-Oriented)
Structure That Works
- Opening (2–3 lines): Acknowledge the attention line and state purpose.
- Body (1–2 short paragraphs): Provide context, proof, and the ask. Keep each key idea to a single, scannable line or two.
- Close (2–3 lines): Reconfirm your request, add contact options, and sign.
Tone And Clarity
Use plain business English. Avoid jargon. Bold key items for scanners—date, PO number, proposal ID, meeting request. Clear formatting ensures your letter is delivered and acted on by the intended recipient.
Mini Example (first paragraph)
We’re writing to request a Q3 service review and renewal discussion (ATTN: Director of Operations). Our current scope for Plant 4 expires Sept 30. Please advise on the availability of your team next week.
💡 For professional layouts and print-ready output, explore Printed Letters and best-practice layouts in Direct Mail Design.
Worked Examples You Can Copy And Adapt
Example 1: Attention Line To A Hiring Manager (Envelope)
ATTN: Hiring Manager, Talent Acquisition
North Coast Biotech
4100 University Dr, Suite 450
San Diego, CA 92122
Why this works: the attention line specifies a job title and department, the company name is clear, and the recipient’s street address is complete. The final line shows city, state and ZIP in a machine-readable format so the letter is delivered quickly.
Example 2: Specific Person + Department (Envelope + Letter)
Envelope
ATTN: Olivia Hart, Director of Operations
Beacon Freight — Operations Department
2000 Harbor Blvd, Unit 3B
Long Beach, CA 90802
Business Letter (Top Block)
ATTENTION: Olivia Hart, Director of Operations
Subject: Contract Renewal, Q4 Service Window
Why this works: both outer address and inner business letter repeat the attention line so the letter reaches the intended recipient even if the envelope and pages get separated in a mailroom.
Example 3: Department-Only For A Large Organization
ATTN: Accounts Payable Department
Marston Medical Group
1180 Lake Ave, Suite 1200
Cleveland, OH 44114-2331
Use a department name when you don’t know a specific person. Add any suite number or unit number on the third line after the street address.
💡 Related: Printed Letters and Direct Mail Design
Common Mistakes That Slow Or Misroute Your Mail
- Putting the Attention Line in the Wrong Spot. Keep ATTN at the top of the destination block (envelope) or above the salutation (letter). Don’t bury it mid-paragraph.
- Crowding Multiple Items on One Line. Avoid shoving company name, department, and suite number onto the same line. Use a clean, 3–5 line stack.
- Missing City, State And ZIP On the Last Line. The last line should always be city, state and ZIP for optical readers and postal workers.
- Forgetting Secondary Address Data. Always include apartment number, unit number, or suite number to guide internal routing.
- Inconsistent Capitalization or Abbreviations. Use the full word only when needed for clarity; otherwise, follow USPS-standard abbreviations.
💡 Related: Postal Address Example and ZIP Code +4 Lookup
Addressing Conventions That Help Postal Service Accuracy
Keep The Delivery Block Short And Predictable
Limit to 4–5 lines in the exact order: attention line, company name/department, street address (plus suite number/unit number), then city, state and ZIP on the final line. This mirrors the USPS delivery address line expectations and helps scanners.
Use Directional Signs Correctly
Write N, S, E, W, NE, SW with the street name (1200 NE Pine St). If the campus is confusing, spelling the full word (North, West) is acceptable.
Leave the Barcode Area Clear
Avoid printing graphics too close to the lower right of the front; this preserves the IMb/barcode zone so your letter is delivered without manual intervention at the post office.
💡 Related: See timing expectations in How Long Does USPS First Class Take and mailing know-how in What Is First-Class Mail Postage.
Quick Checklist Before Sending Letters
- Return Address in the top left corner (your name, company name, mailing address).
- Destination center block on the same side with clean line breaks.
- Attention Line calls out a specific person, job title, or particular department.
- Street Address includes any suite number, unit number, or apartment number.
- City, State And ZIP on the last line; ZIP+4 when available.
- Postage in the top right corner; confirm how many stamps based on weight.
💡 Related: Where Do You Buy Stamps and Direct Mail Campaign.
FAQ: Overnight Delivery Cost USPS, Postage, And Special Cases
Does “overnight delivery cost USPS” change how I address an envelope?
No—the addressing format stays the same (clear attention line, full street address, and city, state and ZIP). The service level and price affect speed and postage, not the way you address an envelope. Always verify service availability for the destination with your local post office.
How many stamps do I need for a thicker letter or multiple pages?
Measure weight and thickness; beyond 1 oz, add postage or use a printed label. Rigid contents may require non-machinable surcharge—ask the post office clerk to avoid delays.
Can the attention line share the same line as the company name?
It can, but best practice is its own line to avoid confusion and ensure the letter reaches the correct recipient.
What if the recipient lives at home but I’m writing a business letter?
Use the residential mailing address with the attention line (e.g., ATTN: Dr. Morgan Lee). Keep the stack tidy and include state and ZIP code on the final line.
💡 Related: Pricing and timelines in Overnight Delivery Cost USPS and planning tips in Direct Mailing Lists.
Templates You Can Copy (Envelope + Business Letter)
Envelope Template With ATTN
ATTN: [Specific Person or Job Title]
[Company Name], [Department Name]
[Recipient’s Street Address], [Suite/Unit/Apartment Number]
[City, State ZIP]
Business Letter Template With Attention And Subject Lines
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Your Return Address]
[City, State ZIP]
[Phone] | [Email]
[Date]
ATTENTION: [Specific Person or Job Title]
[Recipient Company Name]
[Company’s Address]
[City, State ZIP]
Subject: [Clear, One-Line Purpose]
Dear [Mr./Ms./Dr. Last Name or Team],
[Opening paragraph—state purpose tied to the attention line.]
[Second paragraph—supporting details, dates, references, attachments.]
[Closing paragraph—clear ask, contact options, timeline.]
Sincerely,
[Your Signature]
[Typed Name]
💡 Related: Format and production in Printed Letters and creative guidance in Direct Mail Design.
Advanced Routing For Campuses And Multi-Building Addresses
- Add Building Names Or Mail Codes. Place internal codes after the company name on a separate line: “Building C, Mail Stop 14.”
- Use Department And Floor. “Finance Department — 7th Floor” helps internal couriers.
- Repeat The Attention Line Inside. If the envelope is separated, the inner attention line still guides the letter to the right person.
💡 Related: Lists that reduce returns in Direct Mailing Lists and campus-style mail examples in Postal Address Example.
Style Tips To Keep Every Address Readable
- Print Clearly. Block letters beat script. Avoid ultra-light ink.
- Use Standard Abbreviations. “St, Ave, Blvd, Ste, Apt” unless the full word prevents ambiguity.
- Avoid Overlong Lines. Break after the company name or department to keep each line scannable.
- Be Consistent. Mirror the same format across all outgoing mail from your company.
💡 Related: Programmatic prep in Direct Mail Automation and performance tracking in Tracking & Analytics.
USPS-Friendly Formatting So Letters Get Delivered The First Time
- Follow The Stack Order. Attention → company name/department → street address → city, state and ZIP.
- Protect The Barcode Area. Keep the lower-right front clear of logos.
- Validate Before You Send. Verify the address, match the zip code, and confirm the post office preference if both physical and PO Box exist.
💡 Related: Definitions and tactics in Direct Mail Marketing and cost planning in Cost Of A Direct Mail Campaign.
LettrLabs: Automate Perfect Attention Lines At Scale
If you routinely address letters to a large organization, LettrLabs can merge the attention line, company name, department, and validated address into error-free print files—then mail and track them for you. Use dynamic fields (name, job title, department) to tailor each attention letter so it’s delivered to the intended recipient with fewer returns.
💡 Related: Launch automated addressing with Direct Mail Automation and monitor performance in Tracking & Analytics.
