Business letters: Copy notation

On this page

• When to use a copy notation
• Where to place a copy notation
• How to format a copy notation
• Additional information

When to use a copy notation

A copy notation is an optional letter part. When someone other than the receiver will be sent a copy of the letter, a copy notation is used to let the receiver know who else is receiving the message.

Where to place a copy notation

Place the copy notation at the left margin, on the line immediately below the reference initials or enclosure notation. If neither of those notations has been used, place the copy notation on the second line below the signature block. (See the article Business letters: Model letter in recommended format.)

How to format a copy notation

Although carbon is no longer used for copies, the convenient initials cc, followed by the names of those receiving copies of the letter, is still a widely used copy notation. Alternatives include c and Copy to (or Copies to, if more than one name is listed). A colon may be used or omitted after the notation.

When a full name is given, no courtesy title is needed; but a job title may be added after the name:

You may also name a group, department or organization instead of a person:

When there is more than one name, list the names in order of rank or in alphabetical order (according to last name). Place the copy notation before the first name only, and align the other names with the first, using a vertical list:

Additional information

• Correspondence and addresses – Guidelines and resources
• Business letters: Model letter in recommended format