You’ve just finished typing out a perfectly phrased formal letter. You’re ready to print or hit send, but then you realize three other people need to see this. Do you just list them at the bottom? Is "cc" even a thing anymore in the age of Slack and Microsoft Teams? It actually is. Honestly, using cc on a letter is one of those old-school office habits that refuses to die because it serves a very specific, legalistic purpose that a group chat just can't replicate.
Most people assume "cc" is just a digital leftover. It’s not. It stands for "carbon copy," a literal reference to the physical sheets of carbon paper used in the mid-20th century. If you’re under 30, you might have never seen carbon paper in the wild. You’d place it between two sheets of stationery, and the pressure of your pen or typewriter would transfer the ink. It was messy. It was blue. And it changed how we track communication.
Why CC on a Letter Still Matters in 2026
We live in a world of instant pings. However, in legal, medical, and high-level corporate environments, the paper trail is king. When you put a cc on a letter, you aren't just "looping someone in." You are creating a formal record of distribution. This is vital. If a landlord sends a notice to a tenant, they might cc their attorney. If a doctor sends a referral, they cc the patient. It’s about transparency.
Think about the psychology for a second. When you see a list of names at the bottom of a hard-copy letter, the stakes feel higher. It says, "I am not just talking to you; I am talking to all these people about you." It’s a power move, sure, but it’s also a protective one.
In the legal world, failing to properly indicate a cc can actually cause procedural headaches. If a "courtesy copy" (the modern back-formation of the acronym) isn't documented, a recipient might claim they were the only ones privy to the information. That lack of transparency can tank a negotiation.
The Mechanical How-To: Placing the CC
Where does it go? This is where people trip up.
You don't just shove it anywhere. The standard practice, according to the Gregg Reference Manual—which is basically the Bible for administrative professionals—is to place the cc notation at the very end. It goes below your signature. If you have "enclosures" (like a check or a secondary document), the cc usually goes below that line.
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It looks like this:
cc: Julian Casablancas
Or, if you have a list:
cc: Julian Casablancas
Regina Spektor
Albert Hammond Jr.
Notice there’s no "s" at the end of "cc" even if there are multiple people. It’s "cc," not "ccs." Language is weird like that. Some people use "Copy to:" but honestly, that feels a bit clunky. "CC" is the industry standard for a reason. It's fast.
Digital vs. Physical CC
There’s a massive difference between the CC field in Outlook and the cc on a letter that's being mailed. In an email, everyone sees everyone. In a physical letter, the "cc" line at the bottom tells the primary recipient exactly who else is holding a copy of that same piece of paper. It prevents "he-said, she-said" scenarios.
What about "bcc"?
Blind carbon copies are the James Bond of the office world. You use them when you want someone to see the letter without the primary recipient knowing. In a physical letter, this is tricky. You don't type "bcc" on the original. You only type it on the copies intended for the "blind" recipients. It’s a bit sneaky. Use it sparingly. If you get caught, it looks like you’re plotting.
Real-World Stakes: When CC Saves Your Skin
Let's look at a real example. A few years ago, a construction dispute in New York pivoted entirely on a cc line. A contractor claimed they never received a specific change order. The developer produced the original letter which clearly listed a cc on a letter to the site foreman. Because the foreman had a stamped, dated copy that matched the CC list, the court ruled that the contractor had "constructive notice."
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That’s a fancy way of saying: "Your team had it, so you had it."
If that had been a casual email, it might have been lost in a spam filter or a deleted folder. But a physical letter with a formal cc notation carries a different weight in a courtroom. It shows intent and organized distribution.
Common Mistakes You’re Probably Making
Stop putting periods in "cc." It’s not "c.c." anymore. We’ve moved past that.
Also, don't use it for people who don't need to act. If someone needs to take action based on your letter, they shouldn't be in the cc line. They should be a primary recipient. The cc is for "FYI" only. It’s for the people who need to stay in the loop but don't need to pick up a shovel or sign a check.
Another big one: Order of names.
Hierarchy matters in business. If you are ccing the CEO and a junior manager, for heaven’s sake, put the CEO’s name first. Or, if you want to be strictly neutral, go alphabetical by last name. Don't just throw them on there in the order you remembered them. People notice where they fall on the list. It’s a subtle ego thing, but in business, ego is everywhere.
The Evolution of the Notation
Historically, we had "pc" for "photocopy." That lasted about ten minutes in the 80s before everyone realized it sounded dumb. Then there was "xc" for "Xerox copy." That died because Xerox didn't want their brand name used as a generic term (lawyers again).
So we went back to "cc."
It’s an anachronism that works. It's like how the "save" icon is still a floppy disk. Even though nobody uses floppy disks, the symbol is universal. The cc on a letter is a symbol of professional transparency that transcends the medium.
Nuances in Formal Correspondence
If you're writing to a government agency, like the IRS or a local zoning board, the cc line is your best friend. Always cc your own records or your representative. When you're dealing with bureaucracy, the cc line is a signal that you are keeping a meticulous trail. It says you're organized. And bureaucrats are much less likely to "lose" a file if they know three other offices have a copy of it sitting on their desks.
How to Format the Final Page
Let’s get into the weeds of the layout. You’ve finished your closing ("Sincerely," or "Best regards,"). You’ve left four lines for your signature. You’ve typed your name and title.
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- Move down two lines.
- If you have an attachment, type "Enclosure" or "Enc."
- Move down one more line.
- Type "cc:" followed by a tab or two spaces.
- List the names.
If you are sending the letter via a specific method to the cc'ed parties—like FedEx or Certified Mail—you can note that too.
cc: Sarah Jenkins (via Certified Mail)
This is high-level stuff. It shows you aren't just playing office; you’re running a professional operation.
Actionable Steps for Your Next Formal Letter
Don't just slap a name at the bottom and hope for the best. Follow these steps to ensure your cc on a letter looks professional and serves its legal purpose.
- Verify the Names: Check the spelling of every person in the cc line. Nothing screams "amateur" like misspelling the name of the person you're trying to impress or inform.
- Check the Hierarchy: List recipients by rank or alphabetically. Be consistent. If you’re unsure, alphabetical is the safest bet to avoid offending anyone.
- Match the Distribution: Ensure that every person listed in the cc line actually receives a copy of the letter. This sounds obvious, but it’s a common failure point in busy offices.
- Update Your Template: If you use a standard business letterhead, make sure your bottom-of-page margins allow for a cc line without pushing a single line of text onto a second, mostly-blank page. That looks terrible.
- Consider the Purpose: Before adding a cc, ask yourself: "Does this person actually need this, or am I just cluttering their desk?" Over-ccing is the physical version of "Reply All" abuse.
When you handle the cc on a letter correctly, you're tapping into a century of business tradition that prioritizes clarity and accountability. It’s a small detail, but in the professional world, the small details are the ones that define your reputation. Whether it’s a legal notice, a formal complaint, or a high-stakes contract, that little "cc" at the bottom ensures everyone is on the same page—literally.