CC In a Business Letter Correct Format

Adding a CC in a business letter seems simple, but it can get confusing quickly. Should you include a CC in the beginning of a business letter or at the end? Should you include it at all? With all the questions related to the CC field, it is important to understand the basics and build from there.

What is CC?
CC stands for "carbon copy." The term comes from a process of putting a carbon paper in between two sheets of regular paper. The words written on the top sheet would then be transferred onto the bottom sheet by the carbon paper. With a carbon copy, the concept remains the same: Two or more letters contain the same content. The recipient of the carbon copy may be the person who is required to fulfill a request. The carbon copy recipient, on the other hand, does not need to perform the same action, but he may need to know that the action is required.

In some instances, supervisors are given a carbon copy so they know what is going on in the company. However, you don't want to CC just anyone, as not everyone will appreciate the clutter, either in the form of paper letters or e-mail, and the recipient might not like that others have been let in on the conversation. Usually, a CC is perfectly appropriate, but it is always a good idea to keep the audience small.

Where to place a CC?
Because the business letter has a strict format, a carbon copy can occur only in a specific place on the business letter. This place is at the bottom of the letter. CC should come after the closing, signature and post scripts. The correct format should be "cc: Ms. First Name Last Name, Sales Director; Mr. First Name Last Name, Marketing Manager." Be sure to include the job title of the cc recipient after his name. Use a comma to separate the recipient's name from his job title. If copying more than one recipient, separate the recipients with a semi-colon (;).

What about using CC in an e-mail?
Whenever you launch a new e-mail in your e-mail program, you will notice a CC area in which you can insert the names of certain recipients who should be kept in the loop. All you need to do is type in those e-mail addresses.

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