How to cc someone in a letter

Overview

The practice of 'cc'-ing' someone in a letter, while perhaps less common in the digital age, is a formal way to ensure that specific individuals are kept informed about a piece of correspondence. The term 'cc' is an abbreviation derived from 'carbon copy,' a method used before photocopiers became ubiquitous to create duplicate documents. When you 'cc' someone on a letter, you are essentially sending them a copy of the letter, indicating that they are privy to the communication but are not the primary addressee. This is a crucial element of professional and formal communication, ensuring transparency and keeping relevant stakeholders updated.

Understanding the 'CC' Notation

In the context of a physical letter, the 'cc:' notation is typically placed at the bottom of the letter, below the sender's signature and any typed name. It is usually positioned after the closing (like 'Sincerely,' 'Regards,' or 'Best wishes') and before any mention of enclosures (often noted as 'Encl.' or 'Enclosures:'). The format is straightforward: 'cc:' followed by the name(s) of the person or people receiving a copy. Sometimes, their title or address might be included for clarity, especially if there are multiple people with the same name or if the recipients might not know each other.

For example:

cc: Jane Doe, Marketing Manager

cc: John Smith, Project Lead

The placement is important as it clearly delineates who is receiving the original letter (addressed in the 'To:' field) and who is merely being informed via a copy.

When to Use 'CC' in a Letter

The decision to 'cc' someone on a letter depends on the nature of the communication and who needs to be aware of it. Common scenarios include:

• Keeping Supervisors Informed: If you are writing a letter to a client or a subordinate, you might 'cc' your direct supervisor to keep them updated on important communications.
• Involving Relevant Departments: When a letter pertains to a matter that also concerns another department (e.g., a letter about a supplier issue might be 'cc'-ed to the procurement department), this ensures coordination.
• Notifying Stakeholders: In projects or organizational matters, 'cc'-ing' key stakeholders ensures they are aware of decisions, progress, or issues being discussed.
• Formalizing Information: Sometimes, a 'cc' is used to formally document that certain individuals have been made aware of a particular piece of information, creating a record.
• Delegation or Oversight: If you are delegating a task or seeking input, you might 'cc' the person responsible for oversight or the next step in the process.

It's important to use the 'cc' judiciously. Overusing it can clutter inboxes (in the digital sense) or create unnecessary administrative overhead in a physical letter context. The key is to 'cc' those who genuinely need to be informed for informational purposes, without requiring them to take direct action.

Distinction from 'BCC'

It's important to differentiate 'cc' from 'bcc', which stands for 'blind carbon copy'. When you 'bcc' someone on a letter (or email), their name is not visible to the other recipients. This is used when you want to inform someone privately without the primary recipients knowing. In physical letters, 'bcc' is rarely used and typically involves physically sending a separate copy to the 'bcc' recipient. The primary purpose of 'cc' is transparency, making it clear who else is receiving a copy.

Modern Relevance and Email Equivalents

While physical letters are less common, the concept of 'cc' has transitioned seamlessly into digital communication, particularly email. The 'Cc' field in an email serves the exact same function: to include recipients who should be informed but are not the primary addressees. The 'Bcc' field in email offers the same privacy as its physical counterpart. Understanding the 'cc' convention in letters provides a foundational understanding for navigating digital correspondence effectively.

Formatting and Etiquette

When composing a letter, adhere to standard business letter formatting. The 'cc:' line should be left-aligned, starting at the left margin, typically placed one or two lines below the last line of the body text or below the signature block. If you are sending copies to multiple people, list them on separate lines or separate them with semicolons, depending on the preferred style guide. For instance:

cc: Sarah Lee

cc: David Kim, Department Head

or

cc: Sarah Lee; David Kim, Department Head

Ensure that you actually send copies to the individuals listed. Failure to do so negates the purpose of the 'cc' notation and can be seen as a communication error. The act of adding a 'cc:' line is a commitment to share the information, so always follow through.

Conclusion

In summary, 'cc'-ing' someone in a letter is a formal method of indicating that a copy of the correspondence has been sent to them for their information. It's a practice rooted in transparency and efficient communication, ensuring that all relevant parties are kept in the loop without necessarily being the direct recipients of the message. While its physical application may be declining, the underlying principle remains a cornerstone of effective communication in all its forms.