The practice of sending formal business correspondence often requires more than one recipient to be informed of the contents. The “CC” notation, an abbreviation for carbon copy or courtesy copy, serves as a formal mechanism to indicate that individuals beyond the primary addressee have received the same document. Properly utilizing this notation ensures transparency and maintains an accurate record of who was privy to the communication.
What CC Means in Formal Letters
The term “CC” originated with the physical process of using carbon paper to create duplicates of a document simultaneously with the original typing. While the technology has advanced, the abbreviation remains, now widely understood to mean “courtesy copy.” This designation’s primary function is to keep relevant stakeholders informed about a specific communication without naming them as the main recipient.
Including a CC line explicitly notifies the primary addressee about every other individual who has received an identical copy of the letter. This transparency ensures all parties are aware of the full distribution of the official correspondence. The use of this notation signals a professional intent to document the communication and its scope of dissemination.
Writing and Placing the CC Notation
The placement of the carbon copy notation must follow a precise format to maintain professional standards. The accepted abbreviation is written in lowercase as “cc:” followed by the names of the recipients. This notation must always be placed at the bottom of the letter, specifically below the signature block and any reference to enclosures or attachments. Standard practice requires leaving two blank lines between the signature and the CC notation if no other supplementary lines are present.
The placement is consistently aligned flush with the left margin, mirroring the alignment of the date and inside address at the top of the document. If the letter includes an enclosure notation, such as “Encl.” or “Attachment,” the CC line is positioned one or two lines beneath that line. This standardized hierarchy ensures that all supplementary information is presented in a logical and easily identifiable order.
When multiple individuals are receiving a copy, their names and titles should be listed clearly beneath the “cc:” notation. The most common professional practice involves listing the names vertically, with each recipient on a separate line for clarity. Names should include the full name of the individual and their professional title or department, such as “cc: Alex Chen, Legal Counsel.”
Recipients may also be listed horizontally, separated by commas or semicolons, but the stacked approach is generally preferred for longer lists to improve readability. If the letter addresses multiple high-ranking officials, the names may be listed in alphabetical order by last name to avoid implying hierarchy. Consistency in formatting and placement is important for adhering to established business communication protocols.
When to Use a Carbon Copy
The decision to include a carbon copy should be governed by relevance and the need for a documented record. One common scenario is when a manager informs a supervisor about correspondence sent to a subordinate regarding performance or disciplinary matters. The supervisor is copied for awareness and record-keeping purposes, while the subordinate remains the main recipient.
Using the CC function is also appropriate when communicating with a client about a project and needing to keep the internal project team informed. Team members are copied so they can maintain an up-to-date understanding of the client’s requests, decisions, or any delays that may impact their work. This ensures that all pertinent parties have access to the exact text of the communication.
Correspondence related to legal or financial matters often requires a carbon copy to be sent to the company’s legal department or accounting office. This practice ensures that compliance and record-keeping requirements are met by notifying the appropriate internal oversight bodies. CC should only be utilized for individuals who genuinely need to see the entire communication to perform a required action or maintain an official record.
Understanding Blind Carbon Copy (BCC)
A related but distinct tool in professional correspondence is the Blind Carbon Copy, abbreviated as “BCC.” The defining characteristic of BCC is that the recipient receives an identical copy of the letter, but their name is deliberately omitted from the copy sent to the primary addressee and any other CC recipients. This allows the sender to discretely inform a party without the knowledge of the others.
BCC is appropriate when maintaining privacy is a concern, such as informing a new manager about a situation without including the outgoing manager in the correspondence chain. The BCC notation is handled internally by the sender and is not physically printed on the formal letter sent to the primary recipient. It serves solely as an instruction for preparing the copies for distribution.