Email remains the primary medium for professional correspondence, serving as a documented record of decisions and actions. The structure of an email client includes distinct fields—To, CC, and BCC—that determine who receives the message and the nature of their involvement. Understanding how to manage these recipient fields is fundamental to maintaining clear communication. This guide clarifies the appropriate use and etiquette surrounding the CC and BCC functions.
Defining the Terms
The acronym CC stands for “Carbon Copy,” a term originating from the days of typewriters and physical correspondence. Before electronic communication, a thin piece of carbon paper was placed between two sheets of regular paper, allowing the text typed on the top sheet to be simultaneously transferred to the sheet below. In the context of email, the CC field serves a similar function, indicating that the recipient is receiving a duplicate of the primary message.
BCC, or “Blind Carbon Copy,” also derives its name from this historical copying method. In an email system, any address listed in the BCC field receives the message, but their presence is concealed from all other recipients listed in the To and CC fields.
The Difference Between CC and BCC
The core functional distinction between the CC and BCC fields lies entirely in the visibility of the recipient list. When an email is sent, everyone listed in the “To” field and the “CC” field can see the email addresses of every other person listed in both of those fields. This transparent structure ensures that all primary and secondary recipients are aware of who else is included in the conversation.
Conversely, the BCC field operates with complete concealment. Recipients placed in the BCC field receive the message, but their email addresses are entirely hidden from the individuals in the To and CC lines. Furthermore, the recipients in the BCC field generally cannot see the names of any other individuals who were also placed in the BCC field.
Proper Etiquette for Using CC
The CC field should be utilized to promote transparency and ensure proper record-keeping for relevant parties who are not the primary actors in the conversation. The people placed here are considered secondary recipients who need to be aware of the communication flow, but are not expected to take immediate action or provide a direct reply. A common scenario involves keeping a supervisor informed about the status of a project without demanding their input.
CC is also appropriate when confirming a decision or documenting an agreement that impacts a wider team or department. For instance, if you finalize a project deadline with a vendor, CCing your project manager and relevant team members ensures that everyone has a documented copy of the confirmed timeline. This practice helps to mitigate future misunderstandings.
The general rule is to use CC judiciously, avoiding the impulse to copy everyone just for the sake of it, a practice often referred to as “CC-bloat.” Overusing the function can dilute the importance of the messages and lead to inbox fatigue for colleagues. Always consider whether the person being copied genuinely needs to receive the information for context, future reference, or accountability.
Strategic Use of BCC
The Blind Carbon Copy function is reserved for specific situations where recipient privacy or discreet documentation is the primary concern. Its most frequent and appropriate use is in mass communication, such as sending a newsletter or general announcement to a large, external group of individuals. Placing these recipients in the BCC field prevents the disclosure of their personal email addresses to everyone else on the list, which is a significant factor in data protection and professional courtesy.
Another strategic application involves moving an external contact from an email thread while still allowing the original sender to maintain a record of the conversation. For example, if a conversation with an external client needs to move to an internal discussion, you can BCC yourself on the final message to the client before removing them from the thread. This ensures continuity of information without sharing internal commentary.
BCC must be used with caution in internal, direct correspondence where transparency is the expected norm. Using BCC to secretly include a manager or other colleague on a direct email can be perceived as “spying” and can severely damage trust and professional relationships if discovered.
How to Refer to CC and BCC in Conversation
In professional conversation, the acronyms are frequently used as verbs to describe the action of including someone on an email. The most common phrase is simply, “I’ll CC you,” which indicates that the speaker will be adding the listener to the Carbon Copy field of an upcoming message. Conversely, a request might be phrased as, “Please CC John on this communication,” instructing the sender to ensure John is included for awareness.
It is also common to use the past tense to describe the action. For example, one might state, “I’ve been CC’d on that thread,” to explain how a person became involved in the discussion. Similarly, one might say, “He was BCC’d on the final agreement,” to convey that a person received the information discreetly.