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- How to Address a Letter to Multiple People at a Corporation
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- Business Letter Basics
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- How to Format Business Letters With Copies
Business letters are used to summarize meeting discussions, introduce new information and to set policies and procedures. Businesses use both postal mail and digital mail correspondence. Whenever a letter is sent to more than the main recipient, the sender includes a “Cc:” noting that all other recipients will receive a “copy” of the letter. Multiple copies are noted after the “Cc:” notation.
If multiple third-party recipients will get the letter, write a single “Cc” notation, then list each recipient by name on a separate line.
“>When to Use “Cc:”
The acronym “Cc:” means “carbon copy,” and dates back to the era a few decades ago when letters were typed manually, and sheets of thin, black carbon paper were placed between the original and the copy. The original typed page was then sent to the intended recipient, but the other recipients got a carbon copy of the original. The acronym “Cc:” means “carbon copy,” and “Bcc:” means “blind copy,” in which the main recipient doesn’t know that a third party is also receiving a copy.
Where to Put the “Cc”
The “Cc:” is noted after the signature block. Use “Cc:” if a copy is sent either digitally or via postal channels to any third party. For example, a manager in production who sends an employee a letter that includes https://besthookupwebsites.org/recon-review/ policies for disciplinary actions can “Cc:” the human resources department, so that the letter is included in the employee’s file. If the human resources department receives a copy of the letter, this is noted by the “Cc:”in the letter.
Postal Letter Format
When a business letter is sent via postal mail, the “Cc:” copy notation is always included after the signature block, which is noted by the acronym “Cc:” and a semicolon, followed by the names of all recipients who will get a copy. If multiple third-party recipients will get the letter, each recipient is listed by name on a ple, an attorney who is sending a letter to an insurance company about a claim for a client might “Cc:” the client, the client’s doctor and the company involved in the claim. Although it isn’t required, the address of the “Cc:” recipient is sometimes included below the name. An extensive “Cc:” list might require a second page listing all recipients.
In postal mail, a “Bcc:” is not disclosed to the original recipient. This means the original letter has no reference to the blind copy. Instead, copies are noted with “Bcc:” to let the blind recipient know that receipt is for informational purposes only.
The general rules of postal mail also apply to business email. Email makes the process of delivery easier, offering both a “cc:” and a “Bcc:” address sections under the “To:” address section. When sending an email, the intended primary party can see all recipients in the copy address bar, but isn’t able to see blind copies of the correspondence. Although the primary party can see everyone copied, it is still proper protocol to format the email as you would a traditional postal mail letter. At the very least, note “Cc:” under the signature block to notify the party that there are third-party recipients to the letter.
Bcc Prevents an Inbox Deluge
It is also customary to “Bcc:” large groups who are receiving an email. This prevents long chains of people from replying, when it isn’t required that everyone receive all responses. For example, a manager sending an email to a department of 55 team members who are to review a new protocol, doesn’t need all recipients to be privy to all replies. Replies would only be received by the sender, to reduce unnecessary acknowledgements and opinions sent to everyone. It also protects privacy, if not all in the group have shared contact information.