How to address email with attn

How to address email with attn

What Is the Correct Format for Addresses When Mailing in the United .

An attention line in a mail address directs your mail piece to the right person or department at a company. Although it is not always necessary, including an attention line can expedite delivery of your letter or package in an organization by distinguishing it from junk or bulk mailings.

Sending via the United States Postal Service

Unless a mail piece is a nonstandard size or requires special handling, mailing addresses are scanned by machine. The USPS processes an average of 20.2 million mail pieces per hour, so a clearly written address that is properly formatted is an important part of getting mail to recipients without delay.

The attention line is the first line of an address, followed by the name of the company, the street address, and the city, state and ZIP code. Here is an example:

BOSTON MA 02133-0123

Notice that the word “Attention” is abbreviated “ATTN.” Notice, too, that the address is formatted using all capital letters. There are no periods after the abbreviations for “Attention,” “Street” and “Massachusetts” and no commas between “BOSTON” and “MA.” Eliminating punctuation and using all capital letters makes for a clean format that a machine can read easily.

Sending via Private Delivery Service

Private delivery services, such as UPS, FedEx and DHL, also use scanners to read addresses for delivery processing. When using an ATTN line, follow the formatting rules established by the U.S. Postal Service.

When You Don’t Have an Individual’s Name

If possible, phone a company or do an internet search to find the name of the specific individual to whom you want to address your mail. Verify the spelling. When you cannot obtain the name of an individual, it’s perfectly acceptable to use ATTN with a job title or a department in the company. For example:

1812 7TH AVE
CORNING NY 14830-4567

PLEASANTON CA 94588-0091

Use Correct USPS Abbreviations

In the two examples above, abbreviations are used for “Attention,” “Avenue,” “Incorporated,” “Road” and the state names. The USPS has a list of standardized abbreviations on its website that you should use when addressing letters and parcels for delivery. Private delivery services also use these abbreviations.

Handwritten Addresses

A handwritten address is perfectly acceptable when using any of the formats shown above. Print clearly, using block letters and blue or black ink. You can use a ballpoint pen for an envelope, but use a permanent marker when addressing a package because it is easier for a delivery person to see. Avoid red ink because it is the same color as a postmark and can be missed by the scanner.

Printing Address Labels

You can print labels from a carrier’s website when you pay for postage or delivery service. Websites for the USPS, UPS, FedEx and DHL have instructions that guide you through the process. When you conduct transactions through PayPal, Amazon and some other e-commerce sites, you have the option to purchase postage at a discounted rate and print an address label. When you type in an address, the site may show a preferred address that uses standard USPS abbreviations.

Attention Letter Format

When sending a business letter, format the inside address block the same way as the outside address on the envelope or package, but use normal capitalization and punctuation. For example:

Attn: George Smith
Acme Products, Inc.
104 Main St.
Anytown OH 43123-0123

Attention Email Format

Emails are meant to be short, easy-to-read communications. Use “Attention” when emailing a department or an individual when all you have is the general email address for the organization. Type “Attn:” and the name in the subject line so that whoever opens general email can forward it to the right person. It’s not necessary to use all capital letters. Email etiquette suggests refraining from using all capitals in any situation because it can be interpreted by the reader as shouting or an angry tone.

Want to improve this question? Update the question so it’s on-topic for English Language & Usage Stack Exchange.

Closed 8 years ago .

I’m using emails in my professional context to contact with my client. (We are external auditors ABC ). We are given access to a common email account in which we have to use to correspond with the client XYZ .

Since there are lots of emails sending in and out of the mail box and there is one person of the team who is in charge of handling emails, forwarding the replies to the relevant person of the team gets difficult. (What usually happens is we compose the email from our own work mailbox [email protected] and forward it to the common mailbox [email protected] .)

As it is hard for the team member who is handling emails to determine to whom each received email belongs to, we would like to add a attn in the email before we send it to the client. How should we indicate this particular information in our email?

How to address email with attn

1 Answer 1

This is better solved as a technology question than as language question.

You need a good email admin. Even a mediocre one should know what to do. It is not so much as what the email admin needs to do but to provide or upgrade you with the proper services and tools, as well as administer the proper privileges, that would enable a group to send emails thro a single email account, and then receive such emails back individually.

The email system should allow a person to send each individual email

Alternatively, as I am not aware what your protocols require, you might wish to send

These perfectly acceptable organizational tools are the similar process used by phishers to masquerade sources of emails, except that in your case, the email admin would provide the proper permissions and privileges.

OTOH, if your organization might insist on not using the technology route, my experience of the old days were having to remind your clients about your email format:

But NO. You will be disappointed because your client will not follow those instructions completely or to your satisfaction. And the subject line could get too long and oblivious.

If email-anonymity is your protocol, such that your client should not know your individual email ids, but a randomized email id – there is a way to do that, technologically.

If you had asked this question at the relevant technology forum, there would be people who could tell you what free-ware you could use that is capable of doing what you want, provided you are willing to hire an intern to write the scripts for you.

And why use free-ware, when you could pay for it too? Why not outsource your email services to Google Apps?

BTW, hiring a final year comp sci intern might be more expensive than hiring teacher.

According to Longman English Dictionary, the abbreviation ATTN is short for “attention.” This is used on a letter or package to state that it is for a specific person.

What is ATTN on mailing address?

This line signifies to the mail carrier exactly for whom the letter is intended. For example, write “Attn: John Smith,” where “John Smith” is replaced with your recipient’s name. As an alternative, you can write out the full word “attention.”.

What does attention mean on an address form?

CLASS. Although letter mailing has lots popularity thanks to email and faxes, understanding the appropriate way to address an envelope and a letter, especially when using the “ATTN” abbreviation can be useful. ATTN, which stands for Attention, can ensure your message reaches the intended recipient.

What does Attn stand for in a letter?

DEFINITIONS1. attention: used for showing that a letter is for the attention of a particular person. Synonyms and related words. Abbreviations in letters and correspondence. attn.

How is ATTN used?

ATTN is a short form of the word “attention” and is commonly used in emails and written correspondence to indicate the intended recipient. The best way to use ATTN in email correspondence is by including this in the subject line.

How do you address a letter with CO and ATTN?

If sending a letter to someone at a specific business, the first line should be the company’s name. In the next line, follow “ATTN:” or “c/o” with the individual’s name. If the letter is not to someone at a specific business, the first line should simply be their name.

What is the Attention line?

: a line usually placed above the salutation in a business letter directing the letter to one specified.

How do you use Attn in email?

Use “Attention” when emailing a department or an individual when all you have is the general email address for the organization. Type “Attn:” and the name in the subject line so that whoever opens general email can forward it to the right person. It’s not necessary to use all capital letters.

What does attention mean when ordering transcripts?

If you are requesting that a transcript be sent to anyone other than yourself, we recommend that you complete the “Attention” field. The delivery of transcripts sent to a business, organization, or corporation can be delayed if you do not provide the name of the specific recipient.

Is it attn or ATTN?

The plural abbreviation of attention is attns. or atts. Note: that it would be a rare instance where the abbreviated, plural form of attention would be used.

What does app stand for?

App is an abbreviated form of the word “application.” An application is a software program that’s designed to perform a specific function directly for the user or, in some cases, for another application program.

What does Sttn mean?

STTN means sleeping through the night. This term simply means that when we are going through a sleep cycle transition at night, roughly every 90 minutes or so, we experience a light stage of arousal.

What does C O mean on mail?

“Care of” simply means by way of someone, through someone or “in care of” another party. Oftentimes, you can find it abbreviated as C/O. People often use this phrase to send mail to someone they don’t have an address for or to send mail to themselves.

How do you address an envelope to India?

Address of the addressee shall be written on front side and sender’s address on back side on an envelope. Minimum 15mm blank space shall be kept from left, bottom and right side of envelope.

When should c/o be used?

When writing a letter, c/o simply means “in care of.” It is used when a person receiving a letter does not normally get mail at that address. People commonly use it to send mail to themselves at a different address than usual or to get in touch with someone they do not have an address for.

What is co address example?

For example, if you’re sending a letter to your friend who is staying at her cousin Jane Doe’s house for a couple of weeks, you’d write, “c/o Jane Doe.” If the recipient works at a business that is located in a center with several other businesses — for this example, pretend the name of the business is Generic Jun 25, 2018.

What does attention mean on contract?

Filters. The definition of attn is abbreviation for attention. An example of attn is what one may put on an envelope to direct to the letter to a specific person in the company. abbreviation. 21.

What does an attention line mean in a business letter?

This line begins with Attention of, Attention or Attn. , ends with a colon and is placed flush with the left margin. It indicates the intended recipient within the organization when the letter is addressed to the organization or to the intended recipient’s superior.

What’s a good subject line for an email?

The subject line should communicate exactly what the email is about so that the recipient can prioritize the email’s importance without having to open it. For example, writing “Do you have a sec?” is vague, says Augustine, since the reader will have to open the email or reply to figure out what you want.

How do you address a general in an email?

The Six Best Ways to Start an Email 1 Hi [Name], In all but the most formal settings, this email greeting is the clear winner. 2 Dear [Name], 3 Greetings, 4 Hi there, 5 Hello, or Hello [Name], 6 Hi everyone, 1 [Misspelled Name], 2 Dear Sir or Madam,.

How do you address an unknown person in an email?

Most of us write, “To Whom It May Concern,” when they don’t know the other person’s details to greet the recipient. Some of us use “Dear Sir/Madam,” or “Dear ABC Company,” or “Dear XYZ Department” to great email to an unknown person.

What does send to the attention of mean?

If you were sending mail to a company, and wanted it to get to a specific person who works at the company, you would address it like this: XYZ Company. Attention: Some Person. 123 Street. Some City, Some Country. That line that says “Attention” gets translated into, “send it to my attention.”Nov 21, 2017.

What should an attention Department include?

If you’re sending it to a particular department instead of a specific person, put the department on the first line. You can write “Attention” or its abbreviation “ATTN,” but it isn’t necessary. The USPS automated mail-reading machines read addresses from the bottom up, starting with the city, state and ZIP code.

  • ‘)” data-event=”social share” data-info=”Pinterest” aria-label=”Share on Pinterest”>
  • ‘)” data-event=”social share” data-info=”Reddit” aria-label=”Share on Reddit”>
  • ‘)” data-event=”social share” data-info=”Flipboard” aria-label=”Share on Flipboard”>

How to address email with attn


  • When to Expect a Reply After a Job Interview
  • Proper Structure for Cover Letters
  • How to Create a Resume for a Current Employer
  • Writing a Cover Letter for a General Manager Position
  • How to Write a Letter Looking for Work

It may seem like a simple enough matter, but addressing your cover letter to a specific individual can keep both the letter and your resume from ending up in the office recycling bin. Addressing an actual person is more likely to get your resume the attention it deserves, whereas a one-size-fits-all mentality will probably get you nowhere. If you don’t know which department has the vacant position, start by applying to the company’s human resources department.

Name of Interviewer

Address your cover letter to the human resources manager or another HR professional in the department. You may be able to get this information by visiting the company’s website. You can also contact the company directly and request the name of the human resources person conducting the interviews for that particular position. Even if you are called back later for an interview with another department manager, interviewing first with the company’s HR recruiter can get you in the door. Many companies count on their HR professionals to make hiring recommendations.

Salutation Format

The salutation follows the employer contact information in the cover letter header. Skip three lines between the company’s contact information and the salutation. Include the name and title of the person to whom you are addressing the letter. Follow with “Human Resources Department” in the next line and then the company’s full address. In the salutation, use “Dear” followed by the appropriate title and the person’s last name. Avoid assuming a person’s gender. If you are uncertain about the addressee’s gender, use both the first and last name after the word “Dear” and omit the title. A cover letter is a form of business letter; therefore, use a colon after the salutation. Check to see that you have spelled the person’s name correctly.

General Salutation

Sending a personalized cover letter is more likely to get the HR manager’s attention. However, if a company doesn’t list a contact person in the job posting and you are unable to get the name of the person hiring for that job, use a general salutation and address the cover letter “Dear Hiring Manager” or “Dear Employer.” You may want to include the word “for” and then identify the position for which you are applying. Another option when you don’t have a name is to exclude the salutation and start your cover letter with the first paragraph, although this may convey a lack of initiative. Making the effort to get the name of a contact person shows that you are motivated and resourceful.

Following the Salutation

Once you get past the salutation to writing the cover letter, briefly summarize your work experience and career accomplishments. Because HR recruiters generally read a cover letter in less than one minute, you can use bulleted points to make your letter easier to read. Otherwise, limit the body of the letter to three or four paragraphs. The content of the letter should provide two or three examples of your professional accomplishments that pertain to the position, listing your most notable achievements first. Tailor any information you provide to match the needs of the company to which you are applying. Use the job posting as a guide.

For use of Esquire (Esq.) in the U.S. when addressing a lawyer or attorney see Esquire

How to Address a Lawyer in the United States
How to Address an Attorney in the United States

—- Envelope or address block on letter or email on a legal matter:
——– (Full Name), Esq.
——– Name of Firm
——– (Address)

—- Social/Personal envelope at all other times:
——– Mr./Ms. (Full Name)
——– (Address)

—- Salutation official & social:
——– Dear Mr./Ms. (Surname):

—- Conversation official and social:
——– Mr./Ms. (Surname)

Robert Hickey author of “Honor & Respect”

—- #1) ‘Esquire’, abbreviated ‘Esq.’, is a courtesy title, and as such is used by others when addressing an attorney regarding a case, which he or she is provides representation. ‘Esq.’ is not used by the attorney with his/her name on letterhead or his/her business card and not used when addressing an attorney socially.

—- #2) Individuals with a Juris Doctor will use the academic post-nominal abbreviation JD or J.D. as part of the official form of their name in academic environments.

—- #3) I get questions asking whether faculty at law schools are addressed as ‘Dr. (Name)’ like their academic colleagues holding doctorates? In practice, legal faculty are addressed as ‘Mr./Ms. (Name)’ in the style of their practicing legal colleagues.

—- #4) See next post for a lawyer or attorney and spouse (Joint form of Address).

—- #5) Use the social forms above for a retired attorney or lawyer.

– Robert Hickey How to Address a Lawyer -or- How to Address an Attorney

Robert Hickey author of “Honor & Respect”

How to Address a Lawyer or Attorney and Spouse?

I have to write to and acknowledge donors for an upcoming community event.
—- #1) A local attorney made a significant contribution, He’s the attorney, she is not.
#2) A married couple ­– both attorneys – made a contribution too.
How to I address the envelopes?
—- —- —- —- – PM, Meeting Coordinator

Dear PM,

—- #1) Husband is an attorney and she is not.
—- —- Attorneys are ‘Mr./Ms. (Name)’. No special honorific. The post nominal ‘Esq.’ is not used in social/personal correspondence. Traditionally, if husband & wife use the same surname they are:

—- —- Mr. and Mrs. (His Full Name)
—- —- (Address)

—- —- Mr. and Mrs. Thomas Nelson
—- —- (Address)

—- Or if she uses another surname, or has a special honorific of her own, she is listed second with her full name.:

—- —- Mr. Thomas Nelson and Ms. Nancy Henderson
—- —- (Address)

—- —- Mr. Thomas Nelson and Dr. Nancy Nelson
—- —- (Address)

—- #2) Both are attorneys? Same forms shown above apply.
If you’d like to read about other options for writing women’s / spouse’s names, follow the link in the list at right to ‘Mrs. vs. Ms.’

– Robert Hickey How to Address a Lawyer -or- How to Address an Attorney

Robert Hickey author of “Honor & Respect”

When Should You Use the Forms on this Page?

You can use these forms of address for any mode of communication: addressing a letter, invitation, card or Email. (If there are differences between the official and social forms of address, I will have mentioned the different forms.) The form noted in the salutation is the same form you say when you say their name in conversation or when you greet them.

Not Finding Your Answer?

—- #1) At right on desktops , at the bottom of every page on tablets and phones , is a list of all the offices, officials & topics covered on the site.

—- #2) If you don’t see the official you seek included or your question answered send me an e-mail. I am pretty fast at sending a reply: usually the next day or so (unless I am traveling.) Note: I don’t have mailing or Email addresses for any of the officials and I don’t keep track of offices that exist only in history books.

—- #3) If I think your question is of interest to others, Sometimes I post the question – but always change all the specifics.

What do you write to greet someone if you don’t know the other person’s gender or name? Many of our visitors ask this question because they want to start their email conversations with no errors. So how to address cleverly email to an unknown person?

Most of us write, “To Whom It May Concern,” when they don’t know the other person’s details to greet the recipient. Some of us use “Dear Sir/Madam,” or “Dear ABC Company,” or “Dear XYZ Department” to great email to an unknown person. Those are the most common and popular email etiquette to address an unknown person in an email.

But we did some research to identify the best way to use it in this kind of situation. We could find that you need to consider things when you are writing to an unknown person. Let’s look into what that means and what you need to know about it.

How Do You Start A Professional Email?

Writing professional emails is not as formal as regular formal letter writing. However, it depends on the situation. Because sometimes, you may need to consider more formal about your email than a formal letter.

It would be best if you used an appropriate way to start your formal email, which could make a good impression about you. The appropriate way to start your formal email is to use a proper greeting to address your recipient at the very beginning of the message.

But, when you write your email, try to choose a greeting according to your situation. Once you identified the situation, you could begin your email by addressing the recipient.

You could write an appropriate greeting to start every email that you write. It is one of the good email ethics in the workplace. But you may need to pay more attention when addressing an email to an unknown person.

How Do You Greet Someone In A Formal Email?

You might wonder how greeting is important in email writing. But ask yourself that “Have I ever ignored an email because it began with the wrong foot?” It could guide you to realize that using an appropriate greeting is vital in professional email writing.

The greeting is an email etiquette at work that you should include every email you write. Here are popular greetings that most are using to address email to someone.

  • Hi [Name],
  • Dear [Name],
  • Dear Mr./Mrs./Ms. [surname],
  • Greetings,
  • To the HR Manager,
  • Hi there,
  • Hello [Name],

How To Address Email To An Unknown Person?

It could involve so much embarrassment when you email a recipient you don’t know for the first time. You may still doubt how to greet emails to unknown persons. Here email etiquette guidelines that could help you address email to an unknown person.

  • Avoid usingoverly formal veiled phrases like To Whom It May Concern or Dear Miss, Dear Mister,” for most of your formal emails. Also, please don’t make it too casual either. Using Hi is too informal and too direct to address a business email to an unknown person—the Research Source.
  • If you want to be more formal, you can write “Dear Sir/Madam” to greet the other person. It is a less friendly way, although also less problematic. It is also a very respectful email ethic to address someone when you don’t know their name or details.
  • Anyway, you could also use theTo Whom It May Concern” or “Dear Colleagues” for more generic email addresses (e.g., [email protected]) to greet someone for the first time.
  • It also applicable to make up your greeting with a title that fits the situation: for example, “Dear Manager of Human Resources.” This way is helpful if you know the job title of the recipient.
  • The better options to address email to an unknown person are “Hello,” or “Hi There.” Those are simple and light ways to start your messages. It is also a safer and more lighthearted way to start an email message to an unknown person.
  • You can use “Ms. (Last Name)” if you know the recipient is a woman because it could cover both married (Mrs.) and unmarried (Miss.).

How To Address Email To An Unknown Gender?

Never guess the gender of your other person when you address an email to an unknown person for the first time. When dealing with international business communication, you could meet names that you couldn’t figure out the gender by the names.

If you don’t know a person’s gender, it is not a clever idea to write “Mr.” or “Mrs.” or “Miss.” Instead of writing those, you can use “Dear (first name) (last name)” to address the recipient.

What Is The Best Possible Way To Address Email To An Unknown Person?

There is no way better than addressing someone by the name. So, you could work a little bit and find the details of the recipient before writing.

You could search for a phone number of the company through online sources. Then, you could find the details of the person by calling the company. Try to speak to a secretary or another telephone operator, then ask them the relevant person’s details or email address. Direct human contact is the best way to get in touch with the people, and it’s worth a try!

You still got your email etiquette to address email to an unknown person? Please share with us in the below comment section.

How to Address a Catholic Priest

—- Envelope or address block on letter or email:
—- —- The Reverend (Full Name), (initials of order)
—- —- (Church)
—- —- (Address)

—- —- The Reverend (full name), (initials of order)
—- —- (Institution or Organization)
—- —- (Address)

———— Which looks like:
—————- The Reverend Timothy Saunders, C.S.Sp.

—————- Our Lady Queen of Peace
—————- 1234 South 19th Street
—————- Arlington, VA 67890

—- Letter salutation:
—- —- Dear Father (Surname):

—- Conversation:
—- —- Father (Surname)

Note: Not every priest will always include post-nominals for their order after their name, but if they provide it, use it in formal written address.

How to Address a Retired Priest?

How do I write the name of a retired Priest (actually a Monsignor) on correspondence? Is he still a priest? Still a monsignor?
—- —- —- – Valerie

Dear Valerie:

Clergy of all denominations continue to be addressed as clergy when they retire.

Think of this way: being a rabbi/priest/monsignor/etc. is a personal rank one attains and keeps. A retired person keeps these.

That’s different than a role. Chairman, president, or dean are roles – offices one assumes, occupies, then leaves. Forms of address for such roles stay with the office and don’t follow the person. A retired person wouldn’t keep those.

Robert Hickey author of “Honor & Respect”

How Do Priests Address One Another?

How do Catholic priests address each other? Would they be casual as two non-religious friends calling each other by their first names? Or do they call each other ‘father’ all the time?
———- — – Carole Schaeffer

Dear Ms. Schaeffer:

They are likely to have public and private forms of address.

When others, not on a first-name basis, were also present, I’d guess they use first names. In the presence of those not on a first name basis, they would switch over to their formal forms of address.

This pattern is pretty standard with high officials from every hierarchy are with friends. Sometimes they are a public official – at other moments they are a private person. The forms of address match the situation.

Robert Hickey author of “Honor & Respect”

When Should You Use the Forms on this Page?

You can use these forms of address for any mode of communication: addressing a letter, invitation, card or Email. (If there are differences between the official and social forms of address, I will have mentioned the different forms.) The form noted in the salutation is the same form you say when you say their name in conversation or when you greet them.

Not Finding Your Answer?

—- #1) At right on desktops , at the bottom of every page on tablets and phones , is a list of all the offices, officials & topics covered on the site.

—- #2) If you don’t see the official you seek included or your question answered send me an e-mail. I am pretty fast at sending a reply: usually the next day or so (unless I am traveling.) Note: I don’t have mailing or Email addresses for any of the officials and I don’t keep track of offices that exist only in history books.

—- #3) If I think your question is of interest to others, Sometimes I post the question – but always change all the specifics.

How to address email with attn

Key Considerations:

  1. Human contact still matters: Even if you’re using proper email etiquette, don’t communicate electronically at the expense of personal interaction. There’s a reason people often need to discuss things face-to-face, and there are times when no substitute will do – whether you’re breaking up with your boyfriend or asking your boss for a raise.
  2. Watch what you say, and how you say it: Whereas the computer brings people together, its impersonal nature can lead to remarks that people wouldn’t think of saying in person. Do whatever it takes to stay courteous, even if that means taping a note to your computer reminding you to be decent and polite.
  3. Be careful when clicking “Send”: Whatever you say in cyberspace cannot be taken back. You have no control over where your message goes once you’ve hit “Send”; it can be saved and forwarded by any recipient who chooses to do so. Consequently, words have come back to hurt people, destroy friendships, and ruin careers.

How to Address Multiple People In an Email

Whenever addressing one, two, or three people, state each person’s name in the salutation, e.g.:

  • Dear, Tom, Mia, and Jim.
  • Good afternoon Jose and Camila

When addressing a larger group, you can use a common salutation: Dear Team. In the case of an email reply, use a salutation in the first reply. After the first reply, it is no longer necessary to keep using a salutation. Think of the email chain as being in a conversation: You don’t need to keep saying the person’s name every time you reply.

How to address email with attn

Although technology is constantly changing, the basic principles of etiquette still apply. Polite electronic communication means that you treat others as if you treated them, even when interacting through a computer screen. Follow our tips to help you communicate electronically, kindly and effectively. How to address two people in an email?

Three key issues:

  1. Do not communicate electronically at the expense of personal interaction. There is a reason why people often have to discuss things in person, and there are times when it can’t be replaced – whether you break up with your boyfriend or ask your boss for a raise.
  2. While the computer connects people, its impersonal nature can lead to comments that people would not think of speaking in person. Do your best to be polite, even if it means recording notes on your computer reminding you that you are decent and kind.
  3. Anything you say in cyberspace cannot be undone. After pressing the “Send” button you have no control over where your message goes; it can be saved and forwarded by any recipient who chooses to do so. As a result, the words came back to hurt people, destroy friendships and ruin careers.

How to address email with

How do you turn to two people?

For example, if you know their name, you can write “Dear Ana and John.” If you don’t know each person so well, just write “Dear Mr. Murphy and Mrs. Holt”

Otherwise, in the case of larger groups, they refer to each recipient as part of the whole, for example “Dear board members”.

When creating a service letter, enter the names of couples who have the same address. You need to assess the level of knowledge of each person and address your business letter accordingly.

How to address a business letter or email? There are many letter salutations appropriate for different situations. Here you will find a list of useful English phrases to address an email in different situations such as addressing a business letter: without a name; without dear; to a company; to multiple persons; application for a job; addressing formal and informal business letters.

Table of Contents

How to address a business letter or email? Salutations.

How to address a business letter without dear?

The answer depends entirely on who you are sending business letter / email to. The most recommended way to open a business letter is with Dear. But if you don’t want to use it, there are other options:

  • Greetings,
  • Hello,
  • To Whom It May Concern,
  • Ladies and Gentlemen,
  • Peter,

How to address a formal business letter?

When starting a formal business letter (to a client for example), you should address the recipient by his name and professional title. Start the salutation with “Dear” followed by his name and title (if you know it). Examples:

  • Dear Ms. Smith,
  • Dear Professor Anderson,

If you are writing to two people, you should use both names in your salutation.

Addressing a business letter to two persons in a formal way:

  • Dear Mr. Johnson and Ms. Lee,

If you don’t know the name of recipient, you could use these phrases:

  • Dear Sir or Madam,
  • Dear Sir / Madam,
  • Dear Recruiter,

Addressing a business letter to multiple persons:

  • Ladies and Gentlemen,

How to address an informal business letter?

It is not always necessary to open a business letter in a formal way. You may write friendly business email. In this case, you can just address the person by her first name in the salutation:

  • Dear John,
  • Hi John,
  • Hello John,

How to address a business letter to a company?

There are many cases when you have to write to a company rather than any specific individual. In this situation you have to use the company name in your letter salutation. Example:

  • Dear Technopolis,

Addressing a formal letter of application for a job.

  • Dear Sir / Madam,

I am writing to apply for…

Free business email accounts: The Best list is one of our top posts that gives you an idea where to find free email addresses in case you need them.

How to address email with attn

Marin Valchev, PMP is an IT Project Manager with more than 10 years of experience. He implements cutting-edge technology in a wide-range of Financial and TELCO companies in Europe, Asia, and Africa. Marin shares his knowledge of software, analysis, project management and other business areas.

  • ‘)” data-event=”social share” data-info=”Pinterest” aria-label=”Share on Pinterest”>
  • ‘)” data-event=”social share” data-info=”Reddit” aria-label=”Share on Reddit”>
  • ‘)” data-event=”social share” data-info=”Flipboard” aria-label=”Share on Flipboard”>


  • What to Do if You Disagree With an Employee Write-Up
  • How to Write a Receipt Acknowledgement Letter
  • How to Answer Questions in Memorandum Style
  • How to Reschedule an Interview via Email
  • How to Write a Memorandum to a CEO to Approve Working Documents

Email is a fast and effective way to communicate issues to your boss when you can’t meet and discuss them in person. Email has the added advantage of allowing you to fully process and articulate your thoughts, so you can ensure you are covering all relevant facts. It also provides a way to attach and send pertinent supporting documents.

Key Elements of Work Email

Regardless of what type of email you are sending your boss, make sure your communication is clear, concise, complete and professional. Always reread emails to ensure you have addressed the following questions:

  1. Did you apply the standard of asking yourself if you have covered who, what, when, where, why and how?
  2. Will your boss have any outstanding questions about the content that she will have to come back and ask for?
  3. Have you copied appropriate parties?
  4. Did you include relevant attachments or links?

Keep in mind, your boss has a lot on his plate, so the more precise you can make your email, the better. For example, replace “meeting at 5” with “ budget-planning meeting at 5 in conference room 100” Always spell check and include your signature block for a polished submission.

Basic FYI Email

Most emails between employees and their bosses are benign. They may include exchanges of information, confirmation of appointments, questions about project status or meeting agendas. Complete information paired with brevity is your goal.


As you requested at this morning’s marketing meeting, I am attaching the most recent version of the Parker sales pitch. Please let me know if you have any questions or concerns.

Per your voicemail message, I am sending you the second draft of the Pierson presentation. Bill Smith in the graphics department, copied here, would like to have your revisions by the end of the day.

Workplace Issue Email

If you are emailing your boss about a problem or issue in the workplace, you must use extra caution because your email has the potential to be forwarded, printed or distributed to others. Choose your words carefully and make sure you are framing the issue in the proper context. Attach any supporting documentation or note the origin of forwarded messages.


As we have previously discussed, we continue to have an issue with Marsha Smalls arriving late and leaving early. We have incurred overtime with other employees covering for Marsha, and repeated attempts at counseling have not resolved the issue. Attached you will find time sheets for the past two months, the formal write-up I conducted with Marsha 30 days ago and the overtime approval document. Please advise on the preferred approach moving forward.

We have had numerous complaints from female staffers about poor lighting in the parking lot. This issue is of particular concern in the winter when it’s dark by closing time. For your review, I am attaching both the formal complaints, as well as recommendations made by the employee safety committee. I would like to have a meeting when your schedule permits to discuss getting quotes for an improved lighting system and potentially a part-time security guard from October to March.

Customer Issue Email

Customer emails are often time-sensitive, so communicating the problem to your boss promptly is critical. Depending on the client, the boss may want to handle the matter personally, so include all the information he will need.


Due to severe weather, the ABC Company’s shipment was delayed by four days. Steve Johnson, the intake manager, left an urgent phone message for you, the transcript of which is cut and pasted below. He would very much like to speak with you. His contact information is attached.

If your boss is a particularly busy individual, consider sending her an instant message or text to let her know you have sent details in an email. Mark critical issues as important to signify they need immediate attention.

  • Fortune: 7 Tips for Writing Killer Emails to Your Boss
  • Fast Company: The Only Email Template You Need When You Want to Ask Your Boss for Help

Lisa McQuerrey has been an award-winning writer and author for more than 25 years. She specializes in business, finance, workplace/career and education. Publications she’s written for include Southwest Exchange and InBusiness Las Vegas.

Often I come across generic department e-mails – usually from HR departments – and I have difficulty in knowing who to address. E-mails such as [email protected] or [email protected] for example.

What would be a polite, but not over the top, manner to address the recipient? I’ve often started with Dear Sir or Madam, but I find it extremely formal.

In the same manner, how can I reply to an e-mail from a department if it has not been “signed” by a specific person in that department. For example:

XYZ Recruiting Team.

How to address email with attn

2 Answers 2

I’ve had success by addressing the email to the whole team.

Would you be able to assist me with. REST OF CONTENT

Replying to an email that came from a team is even easier, as you can reply back to the same entity that “signed” the original email, even if it was not a specific person.

Can be replied to as:

Thank you for reaching out to me. REST OF RESPONSE

This has worked for me in the US, I am not sure if expectations are different in Europe/UK.

How to address email with attn

If in doubt about who to address, for instance if you’re e-mailing a group e-mail which you’ve never had any correspondence with previously, then address no one. A simple hi is normally sufficient:

I’m enquiring about blah. Stuff and things.

Kind regards
Your Name

People are more than used to informality in e-mails and it looks weird if you attempt to do more. If you’re worried about appearing overly informal then use the team’s name:

In the case of )[email protected]_ writing Dear Join would appear a little strange; if you’re really wedded to the idea of talking to an entity you can address the company – the people sat behind the e-mail are representing the company after all:

In the latter two examples feel free to substitute Hi for Dear; using Dear in this situation sounds less strange to me, in UK, but I imagine it’d be overly formal elsewhere.

If you’re received an e-mail from someone then respond to the person or entity that signed the e-mail – you’re not going to be incorrect then.

When applying for a job or even just asking clarifications on something, I have often found problems when starting the email, which might seem like a secondary problem but it does present some important issues.

If writing to a person, I’d probably start “Dear Professor Smith” or something similar, but when writing to a company that has listed its email on the site, how do you start? Writing “Dear company X” kind of sends chills down my spine and I don’t see it as an appropriate start.

I might start right away with “My name is. ” and rely on a good email subject to fix the situation but I wanted to get some confirmation on this.

So my questions is: how do you properly start an email to a company/agency without having a single person to write to?

I’m Italian, but I’m asking for the English language. Furthermore, the name of the person is not in the email address in my case.

How to address email with attn

4 Answers 4

If a phone call will get you the name of the person you’re writing to, that’s best. It also shows you’re willing to put in a little effort (it doesn’t look like part of a resume-blast to all and sundry). But this is not always possible.

I have used “Dear (company name) team” successfully. I have also just used “Hello” or “Greetings”.

I have received applications with all sorts of salutations, from “Dear Sir/Madam” to none at all. 1 It didn’t really make a difference to me, but I’m a technical person, not an HR person, and they might behave differently. Or not; they’re people too. 🙂

1: I’m talking here about applications that came via email; for a paper application letter, I would always use some sort of greeting.

How to address email with attn

It depends a bit on customs wherever you are. I would follow whatever I would do in a normal letter.

In the UK, “Dear Sir/Madam” would be the most common approach, I think.

“To whom it may concern” is a more formal approach, perhaps too formal for a job application. Depends on the company.

Another approach is to call the company and ask if they have an HR department or who does the hiring for a given role. Or even simply who sees the emails sent to the address you have.

Depending on what I know about the culture of the company I’m writing to, I’ve even been known to go with a generic “Hi” or “Hi there”.

One time I wrote “dear decider of my fate” and got a great response from that (the rest of the letter was equally as playful/irreverent, but also very much about selling myself).

One thing I’ve learned is that there really isn’t a one-size-fits-all for this kind of thing, and unfortunately you won’t always know Who your audience is. However, I would recommend being yourself as much as possible when writing an email or a cover letter. actually, I would encourage just being yourself in the whole job getting process, because it helps to ensure that you’re a good fit for them as well as assuring they’re a good fit for you.

However, like you said the introduction is sort of secondary. You don’t want it to be off-putting, so just write whatever feels comfortable to you or nothing at all. A simple “hello” is probably as innocuous as you’re going to get. Basically in any of your dealings with a potential employer, you don’t want to draw attention to anything that’s not about the issue at hand, which in an email cover-letter is all about your interest in the company and how great a fit you would be. Use strong language to convey those parts and downplay the stuff that doesn’t matter or that causes friction. In other words you don’t want someone to have to think even a little bit about your salutation (unless it is specifically meant to draw them in like I did above, but that’s generally a risky thing to do).

Using the word ”urgent” in your email you emphasize that something is urgent and needs to be dealt with or happen immediately. In other words, an urgent appeal for information or a problem that requires urgent attention.
In this post, you will find a lot of examples of to politely ask for something urgent in an email.

Examples of how to politely ask for something urgent in an email

This is an extremely urgent matter. I hope you will be able to give
us a swift response.

I marked my email as urgent, so I hope I get a prompt response.

This matter is getting urgent so please take the necessary actions.

Could you please provide any updates on the ticket? The issue is still not resolved.

I please you to urgently recover the service. We are not able to do our daily work.

This is my second reminder. Kindly ask you to review my ticket again and find a solution as soon as possible.

I apologize for disturbing you again, but we need to resolve the case as soon as possible, as the staff cannot work.

We are writing in connection with a recently opened ticket from us. We haven’t received any response. Please provide us with any feedback as soon as possible.

I would really appreciate it if you could help me. This is an extremely urgent case.

Despite two reminders sent to you on 13.09 and 15.09, ticket number 1111 is still not resolved. As we didn’t hear anything from you, we might consider changing our provider.

We wish to remind you that ticket number #1111 is still not resolved.

This is an urgent matter. Please respond to me as soon as possible.

I look forward to receiving your comments on this case.

Could you please escalate this issue? It’s really urgent.

I would be grateful if you could get back to me as soon as you have updates because this is a very urgent case.


Can I see for a moment? It’s urgent?

Mark the message ”urgent” please.

The law is in urgent need to reform.

New equipment is urgently needed.

I need to speak with your boss urgently.

Finding new employees may be our best hope in the long term, but we need urgent short-term measures too.

Dealing with all the calls I can’t handle myself. Could I put the most urgent ones to you?

If you want to find a job, you have to express interest in the job. One of the best ways to do this is to send a professional email to a potential employer. This sounds like a simple task, but it’s actually something that requires quite a bit of time and effort.

How to address email with attn

Let’s take a quick look at how to write an email to a potential employer:

  • Start With A Professional Email Address – This is rule #1. Always create a professional email address like [email protected] or [email protected]
  • Don’t Overlook The Subject Line – The subject line is your first impression. Grab their attention and let them know that you mean business. Keep it short, sweet, and to the point.
  • Address It To The Right Person – Get on Google and scour LinkedIn to find the the name and email address of a real person who you can email. If you’re stumped, start with some like Dear Sir or Madam, or To Whom It May Concern,.
  • Express Interest In The Job – Tell the employer why you are emailing them.
  • Identify Why You Are An Asset To The Company – Without repeating your resume you need to sell yourself to the company by telling them why you will help the business achieve great things. Use specific numbers, skills, etc. to show that you’re the real-deal, stand-out, job candidate that you claim to be.
  • Finish Strong – Let the recipient know that you are happy to provide them with any additional information that they might need.
  • Say Thank You – Always say thank you. Tell them that you really appreciate their time and that you look forward to hearing back from them.
  • Use A Formal Sign Off – Always use a pro sign off like Sincerely, Respectfully, Kind Regards, etc.
  • Is Your Email Signature Good To Go? – At the bottom of every email you should have an email signature that gives the recipient your contact details, web presence, and other pertinent information.

These Email Mistakes Make You Look Wildly Unprofessional

Overall, writing an email to a potential employer is a pretty simple thing to do. Remember to customize your emails for every employer you contact. Before you hit send, always re-read your email to ensure that you’ve used full sentences with proper grammar. Double check there are no typos. A good thing to do is to read your email out loud. You’ll be surprised at how many mistakes this little trick will help you catch.

If your email can grab the recruiter’s attention, impress them, and leave them wanting to learn more about you, then job well done. With any luck a well written email to a potential employer will land you a job interview and hopefully a job too.

See Also:

Are you trying to find an internship in 2022? If you’re an aspiring professional, internships are one of the best things you will ever do for your career.

Internships are a mutually beneficial relationship. Internships give you the opportunity to get your foot in the door, build your network…

Everyone needs to travel to Alaska at least once in their lives to experience this magical place. One of the best ways to get there is to find a cool job – and Alaska is the land of cool jobs. Are you ready explore the different types of cool jobs you…

I can’t believe I’m really writing this post, since it’s pushing 100 degrees outside right now. But despite the record highs, August and September are prime time for finding a cool job on the ski slopes this winter.

Whether you want to be a ski instructor, patrol…

If you are looking for a job right now, odds are you have discovered that scouring the want ad’s in your local newspaper is like taking the road to nowhere.

The timing is fantastic to fine a new job. As of December 2021, there are roughly 11 million job…

How to address email with attn

I must admit I find it a challenge — “it” being the goal of getting someone I don’t already have a business relationship with to respond to an email. Part of my business — and of many businesses — is seeking new clients. Sometimes that means I’m following up on a referral; sometimes I’m sending a “cold” email. Either way, it can be daunting to figure out what I can say to grab a stranger’s attention.

Not that this should come as a big surprise. People are inundated by email and find it difficult to keep up with messages sent from people they know, let alone total strangers. According to the Radicati Group, by 2021 an estimated 319.6 billion business and consumer emails will be sent and received each day. Yes, billion. (I know I already have some days when I feel like I send and receive about a billion emails myself!)

So, how can you cut through the volume and make yourself heard? It’s not easy. But I’ve found through trial and error, that there is a strategy that helps. I think of it is the “what,” “why,” and “how” approach. If you’re emailing someone hoping to attract his or her attention, I suggest you consider the following approach:

What must your email include?
1. Who you are: identify yourself as concisely as possible
2. What you have to offer: make it clear what your business is all about

Why should the recipient care?
1. Demonstrate you can provide something your email recipient needs
2. Explain how you can improve that person’s business
3. Show how you can solve a problem that person may be facing
Note: The above three steps all require doing some research, usually easily accomplished online.

How can you write an email that grabs attention?
1. Make your subject line distinctive
2. Write a strong first sentence
3. Keep all your sentences short
4. Choose persuasive, powerful, precise words
5. End with a call to action. (For example, suggest some follow up phone call times, asking if the recipient can let you know if any of those times will work at their end.)

Personally, I would always rather talk with someone about the courses The Language Lab offers rather than send an email. It’s much easier to help a prospective client understand how my business can facilitate effective communication through a conversation. But the reality is, emails are the preferred starting point for most busy business people. Of course, on a positive note the fact is that sometimes your email will be successful. If you follow the what/why/how approach you may just find the person you are emailing is no longer a “challenge” to connect with, or a complete stranger, but in fact someone with whom you have a new business relationship.

for mailing letters or packages to or from Italy,
such as postal rates to (or from) Italy, finding Italian addresses, Italian postcodes, etc.

When mailing an envelope or postcard, leave at least the bottom 16 millimeters (5/8 inch) blank on both front and back. (The postal service’s reading and sorting machines might need this space to print bar codes on your mail.)

Address Format Examples

A simple street address (Old UPU documentation has a different, outmoded form of this address.)

Street address with slash / used to separate main house/building number from “exponent” number Address with PO Box (“Casella Postale” in Italian) Address with ‘Attention:’ some person Street address with a ‘kilometric civic number’. Kilometric numbers may be written with commas for readability.

Address Format Information

Based on various sources of information from Poste Italiane (the Italian postal service), but for clarity we’ve reorganized, edited, and written some new explanations.

The general rule is, the address must contain three to five lines, plus an extra line at the bottom for the country name.

Street Address Format
&nbsp Address Line / Element Must All Addresses Include This?
1. Recipient / Addressee YES
2. Additional information about the recipient
(e.g. specific person within an organization)
3. Additional information about the building or location (which floor, suite/apartment number, etc.; in some unusual cases, district or village) N
4. Street Name + House Number
‘CASELLA POSTALE’ (Italian for ‘PO BOX’) + Box Number –>
5. Postal Code (like a U.S. zip code) + Locality (city/town/village) + Province Abbreviation (two letters) YES
(*) With the exception of San Marino and the Vatican City-State

Post Office Box (‘CASELLA POSTALE’) Address Format
&nbsp Address Line / Element Must All Addresses Include This?
1. Recipient / Addressee YES
2. Additional information about the recipient
(e.g. specific person within a recipient organization)
3. Specific post office where the box is located
(‘UFFICIO’ + post office name possibly including a number)
YES (to avoid processing delays and potential confusion)
4. ‘CASELLA POSTALE’ (Italian for ‘PO BOX’) + Box Number YES
5. Postal Code (like a U.S. zip code) + Locality (city/town/village) + Province Abbreviation (two letters) YES
(*) With the exception of San Marino and the Vatican City-State

Rules for best addressing and address format

  • Write rows in the correct order, as given in the table above.
  • Always write all required rows.
  • Print (not cursive) and use ALL CAPITAL LETTERS.
  • Usually it’s best to avoid punctuation and other special characters.
    In some cases slash ‘/’, commas, periods, apostrophes, and accent marks are acceptable.
  • Don’t underline!
  • House/building number comes after the street name, never before.
  • The postal code (“Codice di Avviamento Postale” = CAP, like a US zip code) must be used on every type of mail.
  • Use correct & consistent postal code, city, and province abbreviation.
  • Use your specific address’s postal code, not a generic postal code for a large city/area. Otherwise your mail might be delayed.

An older, outmoded address style included a dash between your postal code and locality (city/town/village) and parentheses around the province abbreviation. Mail with these will probably be delivered anyway.

When it comes to making a decision, do you ever hesitate? Of course you do, everyone does! Even when it comes to making decisions about things we enjoy, such as where to eat, what to buy, or what event to attend, we debate and delay the decision making process.

So how do you get people to take action quickly with your own business? You need to eliminate any potential procrastinating ways. How? By creating a sense of urgency in your writing.

Whether you’re writing an irresistible email subject line, drafting up a promo, creating an email invitation, or writing a social post, here are five ways to grab the attention of your audience, and ignite them into action.

1. Set a Deadline
Nothing conveys a sense of urgency quite like a deadline. Reinforce the deadline in your email subject line or headline, the body copy and in the call-to-action. Use words such as “ends tomorrow,” “good until 3/3/15,” or “offer expires Thursday.”

2. Use Time-Sensitive Language
Use time-sensitive phrasing and wording such as, “time is running out,” “last chance,”or “only one day left,” especially in tandem with a deadline. Here’s an example: “Last chance! This offer expires tomorrow at noon PST. Don’t miss out.”

If you don’t want to use a hard deadline or expiration date, you can still use time-sensitive language in a general way, e.g. “limited-time offer.” You can also employ a countdown clock in your emails and across social media channels to reinforce the sense of urgency. Sending a last reminder in the final hours of an offer can also be effective.

3. Create Demand with Scarcity
An alternative way to communicate urgency to your readers without relying on deadlines is to emphasize or create a sense of scarcity, e.g. “Get it before it’s gone,” “only 5 spots left,” or “While supplies last.”

Whether you’re selling tickets to a fundraiser, or new merchandise, reminding your audience that you only have a finite and rapidly dwindling supply of something can help push those fence-sitters over the edge. Also be honest about the limited supply of your product or service as well. If people rush to buy a “flying off the shelves” ticket only to see there are plenty more a week later, you’ll have angry customers on your hands.

4. Keep Your Writing Brief
Once you entice readers, don’t overwhelm them with a mountain of text, because the average reader doesn’t have the attention for it. Instead, keep the body of your message brief so readers focus on your headline, key points and call-to-action. Need some help in the brevity department? Check out the very cool and free Hemingway App.

5. Use a Clear, Direct Call to Action
It doesn’t matter how well written your email, blog or social post is if your readers don’t know what you want them to do. Make it obvious with a direct and easy to understand CTA, or call-to-action. Whether you want them to make a phone call or click-through to your website, make your CTA a highly visible link or button with action-oriented wording. You can use the VerticalResponse Button Builder to create your own call-to-action button for free.

Did we miss any tips? Share yours in the comments section below.

Send emails with a sense of urgency using VerticalResponse – It’s free up to 1,000 email contacts.

© 2015 – 2018, Contributing Author. All rights reserved.

by Chris Miksen / in Lifestyle

How to address email with attn

If you wish your document to reach a specific person or department, you must specify the recipient on both the envelope and document. The “attention” line specifies the desired recipient, but you can’t place it anywhere you please. There are formalities associated with addressing an envelope, and adhering to these formalities ensures your envelope will appear professional and the document will reach the intended person or department.

  • If you wish your document to reach a specific person or department, you must specify the recipient on both the envelope and document.

Determine the appropriate recipient of the document. The recipient can be a department or individual.

Write “Attention:” above the recipient’s address but below the name of the company or department.

Write the name of the recipient immediately following the attention line. The correct format would appear as follows:

The John Smith Foundation

Attention: John Smith

The John Smith Building

165 John Smith Way, California 55555

Include titles if necessary, such as “Dr.” and “Mrs.” Instead of writing “Attention,” you can write “ATTN” as well. Avoid including multiple people in an attention line. Send separate letters instead.

How to address email with attn

Inboxes are swamped with incoming and outgoing emails throughout the day. According to Campaign Monitor, an email marketing platform, the average person sends and receives 121 business and consumer emails per day . However, not all of those messages are read, or are read from beginning to end.

To capture your recipient’s attention , you’ll need to craft a purposeful salutation and opening sentence. Here’s more on how to start an email professionally and effectively.

Why engaging email introductions are important

A strong email introduction encourages your reader to continue scanning the body of your message. The best emails have an engaging greeting and opening sentence that secures the recipient’s interest and buy-in. Ideally, a captivating introduction ultimately leads readers to take action.

A thoughtful email opening sentence is useful when asking recipients to:

  • Click on a link
  • Respond to a question
  • Participate in a survey
  • Provide additional clarity
  • Review a document or other information
  • Provide business-related support
  • RSVP

A compelling opener sets the tone for the message. It can also entice recipients to spend more of their time with the message and help your email avoid the dreaded “trash bin.”

6 strong ways to start an email

Below is a list of email greetings and opening sentences that keep recipients, and their time, top of mind.

Appropriate salutations

1 Dear [Name]

This email greeting is an appropriate salutation for formal email correspondence. It’s typically used in cover letters, official business letters, and other communication when you want to convey respect for the recipient.

Although honorifics like “Mr.” and “Mrs.” were once accepted, they risk misgendering or erroneously assuming the reader’s marital status. Instead, use “Dear Sam” or “Dear Sam Barney.”

2 Hi or Hello

As far as email greetings go, an informal “Hi” followed by a comma is perfectly acceptable in most work-related messages. If a slightly more formal tone is preferred, consider the salutation “Hello.”

Although this is considered an informal greeting, it also conveys a straightforward and friendly tone.

3 Hi everyone, Hi team, or Hi [department name] team

When writing an email message to two or more people, you have a few options. “Hi everyone,” “Hi team,” or “Hi [department name] team” are informal yet professional ways to greet a group of people.

They also avoid gender-specific addresses to a group, like “Hi guys,” “Hi ladies,” or “Gentlemen,” which might not accurately describe the recipients.

Engaging email opening sentences

4 I hope your week is going well or I hope you had a nice weekend

These are effective email opening sentences because they acknowledge your reader first and help build rapport with a colleague you already know or with whom you want to develop a friendly working relationship.

5 I’m reaching out about . . .

Beginning an email with “I’m reaching out about . . . ” is polite and direct and clarifies the purpose of the email. With hundreds of email correspondences transmitted in a single business day, this approach shows you’re being conscientious about the recipient’s time by getting straight to the point.

Stating your intent also avoids miscommunication or confusion about what you need from the reader.

6 Thanks for . . .

Expressing gratitude is another way to put the reader first. If the email you’re writing is in response to an email or action by the recipient, acknowledging that at the start builds on workplace camaraderie.

6 ways not to begin an email

The salutations and opening sentences below carry a stiff tone and, in some cases, suggest a careless approach. If your goal is to come across as genuine and thoughtful, then it’s best to avoid these phrases.

Salutations to avoid

1 To whom it may concern

Although “To whom it may concern” seems like a professional salutation, it’s impersonal and overused. It suggests that you didn’t care to confirm who your recipient is or whether your message pertains to them.

This also applies to the email greeting, “Dear Sir or Madam.” In this case, the gender-binary greeting is dated and could be considered noninclusive.

2 Hi [Misspelled Name]

When using the recipient’s name in an email salutation, confirm that you’ve used the correct spelling. Typos happen, but misspelling a person’s name sends a red flag that you didn’t write your message with care or attention to detail.


Misspelling a recipient’s name in an email greeting should be avoided, as should another salutation faux pas: entirely forgetting to enter their name into a prewritten template.

Using an email template without any personalization in the hope of captivating your reader will likely be ineffective. If you must use a templated message for efficiency, always double-check that you’ve changed any placeholders in the salutation with the recipient’s correctly spelled name.

Opening sentences to avoid

4 Can you do me a favor?

When you don’t know the recipient and are emailing them for the first time, an opening sentence like “Can you do me a favor?” can feel abrupt and has a self-serving tone.

Instead, consider an email opening sentence that concisely explains the problem you’re hoping to solve with their assistance, like “I’m reaching out about . . . ”

5 I know you’re busy, but . . .

This email introduction, at best, assumes the reader’s time is precious. At worst, it suggests that you’re aware of that fact, but you deserve their attention nonetheless.

Regardless of your relationship with the reader, avoid this introductory sentence and instead briefly explain why you’re messaging them.

6 Let me introduce myself

This email opener is typically used when emailing a recipient for the first time. Beginning an email with “Let me introduce myself” is like narrating your own introduction. Would you say this out loud to someone? It sounds declarative, but it ultimately wastes time. Instead, cut to the chase.

I need to write an email addresed to two persons. One of them is either Dr or Prof, thus I’m going to address him as “Prof Miller”. The other one is a Dr, too. However, I have met him a few times already in a research group where people address each other by first names generally. Though when I occasionally bump into him, I’m not sure whether he remembers who I am or just that he has seen me somewhere already.

Thus, do I make it “Dear Mike, dear Prof Miller”? Or should I rather stick with “Dear Dr Smith, dear Prof. Miller” to be on the safe side?

Thanks for your advice.

  • anonymous

Forgot to mention that the above persons are in the UK.

  • anonymous

I would go with:
Dear Dr. Smith & Dr. Miller,

You generally would only use firstnames in the “dear X” line of a letter, for people who are married or are in the same family: e.g. “Dear Jan and Tom,”

Also, I would use the same titles for both people: Dear Dr. Smith & Dr. Miller

(You could hardly offend someone by giving them the title “Dr.”, even if they don’t have their doctorate.) People rarely use the title “Prof.” in writing, just as you would not address a letter to an actor named John Smith as Actor Smith. You would use “Mr. Smith”. “Mr.” is applied to all males, and “Mrs.” or “Miss” are applied to females. So you could say: “Dear Mr. Smith & Mr. Miller”. You could also write out their entire names if you wished, but I would recommed against using just the first names, as you don’t know whether they know each other or not.

How to address an email to someone you don’t know and someone you do

How you address an email sets out the tone of the email, which is very important regardless of the message you are getting across.

How you address an email depends on the context of the email, if you are writing a cover letter, job application, insurance claim etc. it’s likely you’ll be writing formally because it’s business correspondence. However if you’re writing an invitation or letter of condolence the correspondence are much more personal so the email should be informal.


Formal greetings

-A polite and respectful way to open an email to someone you don’t know is “Dear [first name] [last name], or Dear Mrs/Mr/Miss [first name]. Although the first is a safer bet because nowadays you can’t always tell the gender from someone’s name.

-If you’re not sure the recipient is married or unmarried you can use “Ms” as it covers both Mrs and Miss.

-If you want to be formal and don’t know the name of the recipient, you can address the email as “Dear Sir/Madam”. (Bear in mind that this is a fairly old-fashioned greeting and some say it sounds like bad news or a complaint is to follow.)

-Mirror their responses. If they’re addressing you as Madam/Sir, then it’s best to repeat that back to them until they address you by your name, in which case you can follow suit.

-“To Whom It May Concern” is applicable if you’re emailing a generic email i.e. [email protected] where you truly don’t know where the email is going to in the organisation. This is a fairly cold greeting so if you can find a contact to address the email to, it’s always better.


-Don’t call someone “ma’am”, it’s fairly impersonal and can actually be deemed offensive, research shows that women thought being called ma’am made them seem old and disrespected.

Informal greetings

-If you want to be chatty but still formal you can address an email “Hi Mr/Mrs/Ms [last name]” or if you want to be very informal use “Hi [first name]. It’s a safe and familiar way to address someone whether you know them or not.
If you are emailing a friend or a family member you can address how ever you seem appropriate (Hey/Hiya/Hello), although these greetings are not professional in the workplace.

-It’s best to steer away from ‘Good morning/afternoon/evening’ as by the time the recipient reads the email, it may be past that time of day.

-If you know the person very well, you can open the email up with just the persons name but it’s fairly informal and if you don’t know them well it can appear abrupt and like you’re about to tell them off.

-If someone has signed off their email using a nickname twice in their correspondence with you, it’ acceptable to mimic this and address them by their nickname. Although if you’re unsure stick to their full name.

How to address email with attnHow to address email with attn

Singing off an email

-Common formal sign offs include: Best regards, Best wishes, Sincerely and Yours truly.

-If you have addressed the email ‘Dear Sir/Madam’ or ‘To Whom This May Concern’ then end your email with yours faithfully, followed by your full name.

-If you have begun an email ‘Dear Mr/Mrs/Miss’ then sign off with yours sincerely. If you know them well and the greeting is to be polite, you can end on something slightly more informal such as ‘with best wishes’.

How to address email with attn

Information sourced from here, here and here – click for more information.

11 Oct

How to address email with attn

When it comes to emailing your CEO or emailing the business owner, it makes no difference whether you work at a large or small agency. It can be a little intimidating.

Your CEO has a lot on his/her plate and when you send an email, you want it to get read, you’d like for your communication to somehow stand out, and best of all, you’d love to receive a response. Actually, the best response is if you received immediate praise and adulation in recognition of your email writing skills, but let’s be honest… thats probably not going to happen.

If you’re worried about sending an email to your CEO or to any important busy figure, you’ve come to the right place. This article will present 5 easy steps on writing an effective email to the busiest amongst us.

1. Write a short, yet descriptive subject line

If you’re in marketing or if you’ve ever spent any amount of time evaluating marketing emails as a consumer, then you’re probably familiar with the importance of crafting the perfect subject line for a client’s subscriber list. 35% of email recipients open email based on the subject line alone. Its ironic that many marketers for large businesses skip the process of subject line ideation when its one of the core principles to email marketing or blogging in general.

It’s should be no different for CEOs. If you want to catch their attention amid a mass of communications and during a busy day, your subject line is the place to do it.

  • Get straight to the point
  • Your subject line should act like a mini-email containing the most important info
  • Does your email contain a report with vital metrics? Say so. Are you writing with a specific proposal? Mention it in the subject line.
  • The more concrete, short, and to the point you can be with the subject line, the higher your chances of the CEO opening your email are.

As a general rule of thumb, avoid using spammy buzzwords and/or marking your message as high priority. Every email a CEO looks at is probably in the high priority category. The biggest thing to remember is that an email is equivalent to you popping your head into someone’s office without any concern for what they might be doing and demanding 2 minutes of their time to listen to you.

Do everything you can to minimize the amount of time it takes to understand what you need while maximizing the amount of information communicated.

2. Keep it short

Besides the fact that your CEO doesn’t have a lot of extra time for an email that reads more like a novel, it’s important to remember most CEOs read emails on the go. In other words, they read emails on mobile devices. In fact, 35% of business professionals check email on a mobile device.

Aim to get your point across in as few words as possible. If you’re having a hard time gauging how long your email is, write it out on your own mobile device. That way, you can conceptualize exactly how long your email is and how it will look on your CEOs mobile device.

Bear in mind, when emails are short, it’s easier for CEOs to read and understand, which increases your chances that you’ll get a response.

3. Check for grammar spelling mistakes

This particular suggestion has some irony to it. If you’ve ever interacted with many CEOs and business owners, you’ll probably notice that the majority of their email communications (internally) have spelling mistakes. I’ve personally seen CEOs voice dictate emails or type with blazing fast speed to produce messages that revert to middle-English.

Just like doctors that sign prescriptions sloppily, its a signifier of their business. If you are communicating with a business owner or CEO, you are not to copy this habit. Clear. Concise. Well-spoken.

The unfortunate thing about email is once you’ve pressed “send,” it’s rare you can actually recall the message (due to my own recent unfortunate experience with this I found a way to undo Gmail messages within 30 seconds of sending). That means you need to have your email proofread and polished before even thinking about pressing send.

Of course, you will want to re-read your email a few times and check it yourself. If you’re not a grammar buff, it’s okay. There are several tools on the market to help you clean up your writing. Run your email through spell check and/or use a tool like Grammarly .

When in doubt, or for good measure, ask one of your colleagues to give your email a quick read-through before pressing send.

4. Provide context for your question

If you are emailing the business owner or CEO because you have some sort of issue that needs to be resolved, then provide context to the issue. Tim Ferriss is both a CEO and serial entrepreneur. He’s given his own take on emailing busy people, which goes into this particular step in more detail.

The goal of providing context is to:

  • State your problem clearly
  • Mention what you’ve done to solve the problem (or attempt to solve the problem)
  • Provide your recommendations for fixing the problem based on your own understanding

If you follow these three simple steps, you’ve basically enabled the CEO to just say “yes, do __, and add this.” No need for a back and forth. Honestly, this principle should be followed in all email correspondence, but CEOs should especially be receiving this style of email.

5. Include important reporting details

There are some emails that your CEO requires you to send them each week. For example, it’s common for marketing and digital advertising agencies to send a weekly executive report to the CEO.

The best news is with the right analytics and reporting tool (like TapClicks), you can set up an automated email. With direction from your CEO, you’ll learn exactly what type of information you need to include in the report. This can include a specific set of metrics, important milestones, and/or drawbacks you experienced during the week.

A tool like TapClicks will allow you to preset reporting parameters. This ensures you are pulling and sending the right data to your CEO each week.

Some CEOs will ask for a report if metrics fall below/above a certain level. With TapClicks, you can set up automatic alert notifications if this happens.

Sometimes the best way to impress your CEO in your emails is to automate them with the information they ask from you each week.


Remember, 86% of professionals prefer to use email when communicating for business purposes. It’s not out of line to send your CEO an email. Just remember when you follow the best practices listed above, you have a higher chance of eliciting a response.

Did we miss anything? Is there anything you would include in the list that helps you write effective emails to your leadership team? We would love to hear from you in the comments.

How to address email with attn

If you’d like to get someone’s attention in an email message or a meeting invite, you can type the @ symbol, followed by their name, in the body of the email message or a meeting invite. If you do this, not only will their name be highlighted in the message body or invite details, but Outlook will automatically add them to the To line of the email or meeting invite, and they’ll see the @ symbol next to the message in their Inbox.

Use @ in the body of a message or meeting invite

In the body of the email message or calendar invite, enter the @ symbol and the first few letters of the contact’s first or last name.

How to address email with attn

When Outlook offers you one or more suggestions, choose the contact you want to mention. By default, the contact’s full name is included.

How to address email with attn

You can delete a portion of the mention, for example, everything other than the person’s first name. The mentioned contact is also added to the To line of the email or the meeting invite.

How to address email with attn

Search for messages that mention you

If you receive a lot of email, you might want to filter the messages in a folder to see only those messages that mention you.

Lori Kaufman is a technology expert with 25 years of experience. She’s been a senior technical writer, worked as a programmer, and has even run her own multi-location business. Read more.

How to address email with attn

Most of us receive a lot of email and important messages may get overlooked in our long list of messages. If you’re sending a message that requires attention in a timely manner, you can set the priority for the message, allowing the recipient to find it quickly.

To send a high priority email message, make sure the “Home” tab is active and click “New Email”.

How to address email with attn

Enter the recipient’s email address, subject line, and body of the message. Make sure the “Message” tab is active.

How to address email with attn

In the “Tags” section of the “Message” tab, click “High Importance”, if the message has high priority. You can also assign a “Low Importance” to a message. This is handy if the message is not as important, but you still want the recipient to be able to find it quickly in their list of email messages.

How to address email with attn

To assign a priority to an email message, you can also click the “Message Options” dialog box button in the “Tags” section.

The “Properties” dialog box displays. In the “Settings” section, select an option from the “Importance” drop-down list to set the priority.

How to address email with attn

You can also select the “Sensitivity” of the message in the “Settings” section. Click “Close” once you’ve made your selections.

How to address email with attn

High priority messages received in Outlook are marked with a red exclamation point in the first (“Importance”) column and low priority messages are marked with a blue down arrow.

How to address email with attn

These marks make it easier to find messages based on priority or importance. You can also click on the column header (“!”) to sort your messages by importance.

How to address email with attn

Email or Letter?

Handwritten letters always receive more attention than preprinted materials. So if you are writing about a general inquiry or topic, taking the extra time to send a physical letter may be worth it.

That said, consider the urgency of the matter. If you are writing concerning a pending vote, email is your best option as security screenings may delay receipt of a physical letter by up to three weeks.

What happens to emails and letters once they arrive? A legislative correspondent reads the messages and verifies if the sender is a constituent. Messages are then routed or tallied:

  • Important or compelling correspondence is given to a legislative assistant.
  • Unique and moving messages are shared with the member of Congress.
  • A summary of emails and letters received is given at an issue briefing before a vote.

9 Essential Tips for Writing Your Congressperson

Write letters only about the issues of greatest importance to you. That way you don’t dilute your influence or your message. Each letter should be:

State your subject clearly in the email subject line or first sentence of the letter. Stick to just one issue in the letter.

Identify yourself as a constituent. State your views, support them with your expert knowledge and, when appropriate, cite the bill number of relevant legislation (e.g., H.R. 1234 or S.3456).

Ask for the policymaker’s point of view and how he or she plans to vote on relevant legislation. Expect an answer to a letter, though it may be a form response. Replies to email vary by office; not all reply.

Rely on the facts, but personalize the issue. Explain how the issue affects your life. Avoid personal attacks, threats of political influence or demands.

Be positive about your issue and offer recommendations about how you want the member to address concerns.

Always explain the hometown relevance of the issue. Use “I” statements and cite specific times and examples.

Offer to provide additional information if needed, and provide your contact information.

Remember to thank members for their attention. Follow the issue and thank them later if they vote your way.

Keep your letter to one page, or your email to 500 words or less.

Sample Letters

How to address email with attn

View a sample email (PDF, 239KB) to a legislator.

How to address email with attn

View two sample letters (PDF, 246KB) o a legislator.

Take the Next Step

Find out who to contact and stay informed.

Use the Senate’s locator to find your two senators.

By Daisy | Follow | Last Updated November 25, 2020

Summary :

How to address email with attn

It’s annoying to encounter the “your Microsoft account requires attention” issue on Windows 10. Actually, it is pretty easy to help you out so long as you try these methods mentioned in this post that are offered by MiniTool Solution. Now, let’s see them.

The Windows Insider program is a great way of previewing and testing new features in Windows 10 before they make it to the final version. But it has some errors, and one of those errors is that your Microsoft account requires attention to get insider builds. Below I’ll list a couple of methods to fix the error.

How to Fix the “Your Microsoft Account Requires Attention” Error

Method 1: Use a Microsoft Account

You can convert your local account to Microsoft account to fix the error. Here are the steps:

Step 1: Press the Windows key + I key to open the Settings application. Then navigate to the Accounts section.

How to address email with attn

Step 2: Then click the Sign in with a Microsoft account instead option.

Step 3: Now enter your email and password.

Then your account will be converted to the Microsoft account and the “your Microsoft account requires attention” error should be fixed.

How to address email with attn

What’s the difference between a local account and Microsoft account? Here is the information on Windows 10 local account vs Microsoft account.

Method 2: Re-enter Your Microsoft Account

If the error still exists, you can try to re-enter your Microsoft account. This is quite simple to do, and you can do it by following these steps:

Step 1: Open the Settings application again and go to the Accounts section.

Step 2: Then you should select the Sign in with a local account instead option.

Step 3: Enter your current password and click Next.

Step 4: Now enter the desired user name and password that you want to use and click Next. Now click Sign out and finish.

Then your Microsoft account will be converted to the local account. Now you just need to convert your local account back to the Microsoft account and the “your Microsoft account requires attention” error should be fixed.

Method 3: Create a New Account and Convert It to Microsoft Account

You can also create a new account and convert it to a Microsoft account. You can do the following:

Step 1: Open the Settings application and go to the Accounts section.

Step 2: Choose Family & other people from the menu on the left. Click the Add someone else to this PC option.

Step 3: Then select the I don’t have this person’s sign-in information option.

How to address email with attn

Step 4: Now choose Add a user without a Microsoft account. Then enter the desired username and click Next.

Now you just need to convert the new local account to Microsoft account and the problem with Insiders build should be resolved.

How to address email with attn

In your daily life, you can log in many devices and websites with Microsoft account. Thus, it’s important to secure and protect your Microsoft account.

Method 4: Modify Your Registry

Here is the last method for you – use Registry Editor. To do that, follow these steps:

Step 1: Press the Windows key + R key to open the Run box. Then type regedit and click OK.

Step 2: In the left pane, navigate to the following path:


Step 3: Then locate the EnablePreviewBuilds value, double-click it and set it to 1. If this value isn’t available, be sure to create it and change it accordingly.

After doing that, check if the problem is still there.

Final Words

That is all the information on how to fix the “your Microsoft account requires attention” error on Windows 10. If you are having such an issue, now follow these methods above to get rid of the trouble.

  • Facebook
  • Twitter
  • Linkedin
  • Reddit


How to address email with attn

Position: Columnist

She was graduated from the major in English. She has been the MiniTool editor since she was graduated from university. She specializes in writing articles about backing up data & systems, cloning disks, and syncing files, etc. She is also good at writing articles about computer knowledge and computer issues. In daily life, she likes running and going to the amusement park with friends to play some exciting items.

How to address email with attn

The average professional email user receives over ninety emails per day. That means your message has some serious competition for the recipient’s attention. Clear, effective communication begins with using the proper business email format.

What’s so hard about that? you’re thinking. I type out what I have to say, hit Send, and away it goes!

Slow your roll there, champ! How you format your business email makes a difference. Not only does good email formatting make your email easier to read, it makes you look like a polished professional.

How to Format a Business Email

1 Pay attention to your subject line.

Many people throw a subject line onto an email as an afterthought. But, if you want to make sure your professional email gets the attention it deserves, an afterthought won’t cut it.

Take it from the people who send marketing emails for a living—subject lines are important. Thirty-three percent of email recipients decide whether or not to open an email based on subject line alone. Although business emails between people who know and work with one another are far more likely to be opened than sales pitches, your subject line still serves a purpose.

  • It tells the recipient what to expect in the email. Often, the best subject line tells the recipient exactly what lies within. When your recipient sees “Third quarter marketing reports attached,” there’s no ambiguity about why you’re writing.
  • It creates interest in the email’s content. Your subject line can pique the recipient’s interest. This is especially important with cold emails to contacts you don’t know well.
  • It can help the recipient prioritize their busy inbox. A subject line can create urgency and help the recipient determine which emails need attention first.

Email Subject Line Tips

  • Keep it short.
  • Avoid filler words and phrases.
  • Don’t use all caps or excessive punctuation.
  • Know how to avoid spam filters.

2 Get the salutation right.

Business email salutations can be tricky unless you know some email greeting do’s and don’ts. Play it too straight and you’ll sound stuffy. Too informal, and you’ll come across as unprofessional. How do you find a balance?

Even if you know the recipient well, zany salutations are inappropriate for business email. If your professional email happens to be forwarded or becomes part of a Reply All chain, people besides your intended recipient will see it. Keep it professional. Martin may be your buddy, but save the playful banter for when you’re off the clock.

It’s fine to use a friendly tone with someone you know or work closely with, particularly if that person is on the same company tier as you, or at least not much higher up the food chain. For almost all workplace communication, Hi is an appropriate greeting.

When you’re writing formal emails (such as cover letters or emails to a high-level superior), use Dear followed by the recipient’s honorific, last name, and a colon.

3 Format the body of your business email properly.

With your subject line and greeting out of the way, it’s time to craft the body of your email. There’s more to getting it right than simply putting down a stream of thoughts and hitting Send.

  • Keep it brief. Short email messages may still take a while to write. Take time to organize your thoughts. (Using an outline can help you format your email if your message is complex.)
  • Don’t over-explain. Resist the urge to overwhelm your recipient with too much info. Get to the point and provide the basics. If necessary, attach a document with more detailed information or offer to send one at the recipient’s request.
  • Skip the fancy formatting. Graphics and unusual fonts may make marketing emails shine, but a business email doesn’t need any of those trappings. Not all email clients will display your formatting properly, so stick to a default 11- or 12-point font and black text. Use bold text and italics sparingly.

Format your email just like a business letter, with double-spaces between paragraphs and no indentation. (It’s okay to indent quoted text.)

4 Close it with style.

Don’t forget to sign your email. You’ll need a friendly, professional sign-off such as All the best or Thanks for most emails and Sincerely for formal correspondence.

Don’t forget to add a professional signature. (Most email clients allow you to create one that will be automatically appended to every message.) Include your full name, title, the company you work for, and your phone number. You might also consider adding a link to your LinkedIn profile and any professional social media accounts you’d like business colleagues to have access to.

5 Proofread!

Your email is not complete until you proofread it. Use Grammarly to help you catch errors as you go, but remember that the app is a proofreading enhancement, not a substitute. Take the time to proofread yourself and check for smooth syntax and eliminate wordiness. Watch for typos where you may have used a similar but completely unintended word. (You may be asking for time off to attend your son’s clarinet recital, but a missing i in recital will make for a memorable email . . . and not in a good way.)

6 Leverage Grammarly’s features for professionals

Grammarly always has your back with catching spelling and grammatical errors and helping ensure your writing looks polished. But did you know that Grammarly’s writing assistant has a powerhouse of features specifically geared toward professionals? Our writing suggestions will flag overly wordy passages and transform whole sentences to make them clearer, help ensure your tone is conveyed the way you intended, bold key information in your text, and reformat paragraphs listing out many items as bulleted lists to ensure important info can be easily scanned.

Use these email tips to constructively communicate with investors

For startup founders, forging and maintaining connections with investors is essential for success. Whether you’re sending cold emails or following up with interested investors, you need to know how to communicate effectively. Here’s everything you need to know about when, why, and how to write an email to an investor.

When you should email investors

Most startup founders cite two key reasons for connecting with investors. Email investors when you have one of these main objectives:

  • Pitches: When you’re seeking funding, there’s no better way to start your pitch than by email. Do your best to get a warm introduction from a colleague or from your investor network first. If that proves impossible, but the investor still seems like a great fit for your startup, send a cold email to introduce your startup.
  • Updates: After you’ve made your pitch, secured your funding, and built a connection with an investor, don’t go radio silent. Instead, keep your investors in the loop. Aim for monthly updates that inform investors about progress toward goals, major changes, or significant news. Save time by sending standardized emails that leave a little room for personalized content.

What you shouldn’t email investors

When you connect with investors by email, take care to avoid a few substantial issues. Never email investors the following:

  • Lengthy introductions: Just like startup founders, investors are incredibly busy. They don’t have time for overly long emails, and you can’t rely on them to dissect long blocks of text to find the meat of your message. Instead of rambling, keep your email concise and straightforward.
  • Irrelevant pitches: You’re wasting your time and the investor’s time if you don’t do your homework. Know which investors would be a good fit for your company, and stop yourself from emailing investors who you know don’t focus on your industry.
  • Aggressive insults: As any of the colleagues in your shared office space can tell you, the startup world is a competitive place. Even if your startup has direct competitors, however, it’s your responsibility to keep things cordial. Never email an investor with insults or complaints about rival startups. It makes you look unprofessional and won’t win you any colleagues.

The nuts and bolts of emailing investors

No matter how excited you are to connect with investors who seem ideal for your startup, resist the temptation to send a casual email. Follow these steps to send an email that gets the results you want.

Do your research

Never send a truly cold email. Instead, do your research and understand who you’re pitching. Make sure you know more than just the basics of the fund. Identify the fund’s main partners and try connecting with the junior partners instead. Junior partners tend to receive fewer pitches and have more time to consider new ventures, so they may be more open to your cold email.

Use a compelling subject line

Your first email to an investor could be the only opportunity you’ll ever have to get the fund’s attention. That means you don’t want to waste it by using an email subject line that’s easy to ignore or one that could end up in the spam folder.

If you’re emailing for the first time, make that clear with a subject line like, “Introducing [Startup Name], [brief description].” Keep the description to as few words as possible, since most email clients will cut off lengthy subject lines.

If you’re seeking funding for a later round, make that clear in the subject line, too. It can be as simple as mentioning your startup name and brief details of the funds you’re raising.

Start with a concise introduction

Start the email with a single-sentence introduction. It should concisely explain who you are and what your role is within the startup. There’s no need to get more detailed in this initial message.

Highlight the problem your startup solves

Next, introduce your startup. Rather than delving into company history or other details that aren’t pertinent, explain what your company does without devolving into jargon or buzzwords.

Take this opportunity to highlight the main problem your company is striving to solve and include a short description of the product or service you’re developing to solve it. Remember that your goal isn’t to provide details. Instead, you want to offer a concise overview of your startup, with enough information to pique investors’ interest. This should span three to four sentences at most.

Explain how your startup provides value

After discussing what your startup does and how you plan to do it, you need to explain how your startup provides value and how you’ll make money. To make this key information as clear as possible, many startups opt to use bullet points to call out these particulars.

Mention the growth potential of your market, the size of your company, the amount of funds you’ve already raised, or the traction you’ve already attained. If you’ve already launched a product or secured the support of notable founders, be sure to share this information.

List your startup’s credentials

Most investors don’t have time to read your startup’s entire back story, but you should include a few brief details that illustrate why your company is worth the investment or why you know your industry so well. If you graduated from a top-tier university, or you’ve already launched successful startups, this is the time to highlight how competent and driven you are.

You might consider leaving this off for funding in later rounds, but it’s important when you’re seeking seed funding. After all, most investors want to support a dynamic team with stellar credentials.

Provide a call to action

A great investor email should always end with a call to action, but take care to keep it reasonable. Refrain from closing the email with a request for a major investment, and try a more subtle method for moving the relationship forward instead.

For instance, ask to set up a brief call and provide a relatively specific time frame. If the investor is interested in your startup, request a 10-minute call the following week, and make it clear what you want to discuss. Remember that leaving the time frame too casual may mean that investors won’t feel compelled to act right away, and asking for a meeting that’s too time-consuming is guaranteed to put off busy investors.

Include a pitch deck

Whether you have a warm introduction or you’re sending a cold email, you want to give investors everything they need in order to carefully consider your ask. Always include a link to your pitch deck or attach it directly to the email.

If your email gets investors interested, you don’t want to waste their time by forcing them to ask you for more information or for a link to your pitch deck. Instead, make it easy and include everything they need in your initial email.

How to address email with attn

Don’t forget to Follow us on our Social Networks

Are you planning to study abroad and looking forward to writing an email to the professor but uncertain about the criteria? In this article, you will learn “How to Email a Professor for MS or PhD supervision” and you must know proper email is the basis for research supervision, scholarships/research scholarships, and fundings.

Proper email is the key here. You must know that through the proper email you can fully fund scholarships (Masters Scholarships or PhD Scholarships) for your studies. Many people ignore all these points that’s why they don’t get any response from the professors. Carefully read the whole article and learn more about how to write an email to a professor, or how to write an email to a professor for a research assistantship, how to write an email to a professor for graduate school admission, how to write an email to a professor for research, how to write an email to professor for masters or how to write an email to professor for PhD.

Your email should be outstanding, gives a nice impression, and assists you to be a well-qualified applicant. The applicant should be acknowledged regarding email patterns, keywords, and structure.

Your email should be out loud that shows why you are interested in the selected field, how you can be a perfect person for this position. Repetition of the words should be avoided, the matter should be clear, correct, and concise.

Whenever you are approaching a professor, try to give a read to his research material and mention it in your email. Keep a check on the correct use of punctuation and grammar in the email.

How to Email a Professor for the Supervision in MS/PhD?

How to address the Professor?

Ignoring an email by a professor is quite normal as they have busy schedules, so be attentive while writing the subject line. In order to make sure that your email will not be ignored, try to include an information-based, strong, and attractive subject line. By the correct use of words in the subject line professor will be able to catch an idea of what your email is about. You can write like that, “Request for MS Supervision Spring 2020 or Spring 2021” or “Request for PhD Supervision”

Always begin or address the person by using professional greetings for instance with Dear Prof._____, Dear Dr.____, and avoid addressing with Mr.____, Ms.____ or Mrs.____


The 1st paragraph should give a concise summary of your self including your native country and your name. It must tell you about your achievements, experience, and qualifications relevant to the open position. By addressing the professor’s research area, you can also show that you also want to work on one of his research projects in his lab. Moreover, you can give a clue that you are eager to get any possible PhD/MS opportunities or scholarships in his custom research or lab group.

Body Paragraph:

In this paragraph, with the consideration of the professor’s research area, mention your work experience, skills, and previous research work. The applicant can get a brief overview of the professor’s research publications, previous, and current projects by visiting the lab’s official website. In order to be a good competitor, you must list all of your achievements and expertise to provide a clear vision about your passion in the professor’s research area. Avoid any jargon or slang words, and any kind of complexity.

Last Paragraph:

The last paragraph is supposed to be the last one. In this paragraph, you have to show your enthusiasm, passion, and motivation to work in the professor’s research group. Furthermore, you can state what inspires you to be a part of this research group or a specific domain.

Closing Statement:

With a polite, requesting, and respectful manner close this paragraph and write a short statement regarding the CV or any other document attached and ask if any document is required. For example, Kindly find the attached document, and would love to provide you with further documents if needed. If the process will be manageable, I would look forward to being a part of your research ( project name) in the coming fall.

Proof Reading:

Make sure that you review your email before forwarding it to the professor, it will help you to convey your message in the nicest way.

Sample Email for requesting to the Professor for Supervision in MS/PhD

Subject: Request for MS or PhD Supervision or Request for MS or PhD Research Assistantship

My name is (write your name) and I have completed (your degree title) from (Full university name) with (your CGPA, don’t mention CGPA if it’s low). Mention I got medals, certificates, and achievements if any.

(Write about Projects, internships, research, or thesis) During my undergraduate or Masters’s studies, I have been engaged in a research project or have written any thesis ( relevant to my expertise), include that. Moreover, I have done internships, research publications, current or previous work experience, or online courses.

I have visited your research articles and found my field of interest in your research area. I am very enthusiastic to conduct and pursue your research along with him. (Do mention the name of the Research Lab Name or website, Also mention the research topic or fields in which you are interested)

I have attached my CV /other required documents and I would be glad to hearing from you soon.

I am very thankful and looking forward to your positive response.

Note: For Fully-Funded national and international opportunities, visit our Facebook Page, Twitter, Instagram, LinkedIn, Pinterest, YouTube Channel, and Telegram.