Most people don't realize one small formatting mistake can make their official letter sit ignored on a reception desk for weeks. When you need correspondence routed correctly through an intermediary party, a Sample Letter With Through Addressee format is the standard professional solution. This guide will break down exactly how this format works, when to use it, and give you ready-to-copy examples for every common situation.

This isn't just unnecessary office red tape. Using the correct through addressee structure tells mail handlers exactly who should receive the letter first, and who it ultimately is intended for. You will avoid lost documents, delayed responses, and avoid looking unprofessional to important contacts.

What Exactly Is A Through Addressee Letter?

A through addressee letter is used when you are sending correspondence that must pass through one person before reaching the final intended recipient. This format clearly marks the routing order so nobody opens mail they are not authorized to view first. Using this format correctly reduces document routing time by 70% in most formal office environments.

Common scenarios that require this format include:

  • Sending a document to a CEO via their executive assistant
  • Submitting paperwork to a department head through an office manager
  • Sending legal correspondence to a client via their attorney
  • Mailing official records to a student through a school administrator

There are two standard placement positions for the through line, as shown below:

Correct Placement Incorrect Placement
Listed directly below the sender address Listed at the end of the letter
Marked clearly with 'c/o' or 'Through' Hidden in the letter body text

Sample Letter With Through Addressee For Executive Office Submission

Date: October 12, 2024

From: Maria Gonzalez
Facilities Department Head
Greenwood Corporation

Through: Sarah Mei
Executive Assistant to CEO

To: Robert Hale
Chief Executive Officer

Dear Mr. Hale,

This letter submits the final Q4 office renovation budget for your review and approval. All department sign-offs are attached. Please let Sarah know if you require additional supporting documentation.

Regards,
Maria Gonzalez

Sample Letter With Through Addressee For Legal Client Correspondence

Date: October 12, 2024

From: West County Court Clerk

Through: James Torres, Attorney At Law

To: Anna Richardson

Dear Ms. Richardson,

Enclosed you will find your official court hearing notice scheduled for November 3. Please review all documents with your attorney before the hearing date.

Sincerely,
Court Administration Office

Sample Letter With Through Addressee For School Student Records

Date: October 12, 2024

From: Lincoln High School Registrar

Through: Mrs. Elena Carter, 12th Grade Counselor

To: Tyler Bennett

Dear Tyler,

Attached is your official transcript and college recommendation letter packet. Please review these documents with your counselor before submitting college applications.

Regards,
School Registrar Office

Sample Letter With Through Addressee For Landlord Reference Request

Date: October 12, 2024

From: Oakwood Property Management

Through: Rental Application Processing Team

To: David Morrison, Landlord

Dear Mr. Morrison,

We are writing to verify the rental history of applicant Lisa Chen. Please return this reference form within 3 business days to complete her application.

Thank you,
Oakwood Leasing Department

Sample Letter With Through Addressee For Hospital Patient Correspondence

Date: October 12, 2024

From: Regional Medical Lab

Through: Dr. Patricia Moore, Primary Care Physician

To: Thomas Webb

Dear Mr. Webb,

Enclosed are the results of your blood work completed on October 8. Please schedule an appointment with Dr. Moore to review these results.

Regards,
Regional Medical Lab Staff

Sample Letter With Through Addressee For Government Department Submission

Date: October 12, 2024

From: Small Business Owner Mark Jenkins

Through: Business Licensing Intake Office

To: City Permitting Review Board

Dear Review Board Members,

This letter submits my completed retail location permit application. All required supporting documents and fees are included with this submission.

Sincerely,
Mark Jenkins

Sample Letter With Through Addressee For Internal Job Referral

Date: October 12, 2024

From: Kevin Reed, Sales Team Lead

Through: HR Recruitment Coordinator

To: Hiring Manager, Operations Department

Dear Hiring Manager,

I am writing to formally refer Jamie Lopez for the open Operations Specialist position. I have worked with Jamie for 3 years and can strongly recommend their candidacy.

Regards,
Kevin Reed

Frequently Asked Questions about Sample Letter With Through Addressee

When should I use a through addressee format?

Use this format any time your letter must pass through an intermediary before reaching the final recipient. This is required for most formal official and business correspondence.

Do I write 'Through' or 'c/o' on the letter?

Either is acceptable for most situations. 'Through' is more formal for official business, while 'c/o' is common for personal mail.

Where does the through addressee line go on the page?

The through line always goes between the sender address and the final recipient address. Never place this line inside the body of the letter.

Can I list more than one through addressee?

Yes, you can list multiple intermediaries in the order they should receive the letter. List each on a separate line starting with 'Through'.

Is this format still required for email correspondence?

Yes. For formal emails, list the through addressee at the top of the email body just as you would on a printed letter.

Do I need to address the through addressee in the letter greeting?

No. You only address the final intended recipient in the greeting. The through addressee only appears in the address section.

Will mail services refuse delivery without this line?

Official mail services will not refuse delivery, but internal office teams will often delay or misroute letters missing clear routing instructions.

Can I use this format for personal mail?

Absolutely. This format works perfectly for sending mail to someone staying at another person's home, or care facility.

Every official letter you send represents your professionalism. Even small formatting details like a correctly placed through addressee line build trust and ensure your message arrives where it needs to go, on time. Take a moment to double check this formatting before you send any document that requires routing through a third party.

You can copy and adapt any of the sample letters on this page for your own use. Save this guide for the next time you need to send formal correspondence, and share it with colleagues who may also benefit from proper letter formatting.