How to cc in a letter

What Does 'CC' Mean in a Letter?

The abbreviation 'CC' in the context of a letter stands for 'carbon copy'. Historically, this referred to the process of using carbon paper to create duplicate copies of a typed document. In modern correspondence, both physical and digital, it serves a similar purpose: to inform additional recipients about the content of the communication without requiring them to take direct action or respond. It's a way to keep relevant parties in the loop.

When to Use 'CC' in a Letter

The decision to 'cc' someone on a letter should be based on whether they need to be aware of the information being conveyed. Common scenarios include:

• Keeping a supervisor informed: If you are writing a letter on behalf of your department or about a project, you might 'cc' your manager to keep them updated on external communications.
• Involving relevant stakeholders: In business or organizational contexts, you might 'cc' other team members, department heads, or individuals who have an interest in the subject matter.
• Providing background information: If a letter requires follow-up actions from the primary recipient, you might 'cc' someone who can provide support or context.
• Documenting communication: 'CC' can serve as a record that certain individuals were made aware of a particular exchange.

How to Format the 'CC' Line

The 'cc' notation is typically placed at the very end of a letter, after your signature and any enclosures (indicated by 'Encl.' or 'Enc.').

Placement:

1. Write your closing (e.g., "Sincerely," "Regards,").
2. Leave a few lines for your signature.
3. Type your name.
4. If you have any enclosures, list them here (e.g., "Encl. (1)").
5. On a new line below enclosures (or your typed name if no enclosures), type "cc:".

Formatting the recipients:

• You can list the names of the individuals.
• You can list their titles (e.g., "cc: Director of Marketing").
• If you know their department, you can include it (e.g., "cc: Jane Doe, Human Resources").
• If there are multiple recipients, separate their names with commas. For example: "cc: John Smith, Mary Jones, Director of Operations".

Example:

Sincerely,

[Your Signature]

Jane Doe

Encl. (1)

cc: Robert Green, Sarah Lee

Understanding 'BCC' (Blind Carbon Copy)

It's important to distinguish 'cc' from 'bcc'. 'BCC' stands for 'blind carbon copy'. When you use 'bcc', the recipients listed in the 'bcc' line receive a copy of the letter, but their names are not visible to the other recipients (including those in the 'cc' line and the primary 'To' recipient). This is useful when you want to inform someone without the primary recipient knowing, or when sending to a large list of recipients and you wish to protect their privacy by not revealing their email addresses to each other.

In physical letters, 'bcc' is less common but can be handled by making an extra copy and noting 'bcc:' with the recipient's name on the internal copy you keep, or by simply sending the additional copy without explicit notation on the letter itself. In emails, the 'bcc' field is a standard feature.

Best Practices for Using 'CC'

Using the 'cc' function judiciously is key to effective communication:

• Avoid 'cc'-ing excessively: Overusing 'cc' can lead to information overload and make it difficult for primary recipients to discern important messages. Only 'cc' those who genuinely need to be informed.
• Be clear about expectations: The 'cc' line implies that the recipient should be aware but not necessarily act. If you need someone to take action, they should be in the 'To' line.
• Consider the recipient's perspective: Would they appreciate being kept in the loop, or would this add unnecessary clutter to their inbox/mailbox?
• Review before sending: Always double-check who is in the 'To', 'cc', and 'bcc' fields before dispatching your letter or email.

By understanding and correctly applying the 'cc' function, you can ensure your correspondence is both efficient and considerate of all parties involved.