CSEC English A-Paper 02, Section B

Topic: Email Writing

Email etiquette 101: Using Bcc vs. Cc

Do you know when to use Bcc vs. Cc in business emails? Email etiquette is important.
That’s why we’re here to break down email recipient fields for you.

3.9 billion people use email in 2019, which is over half the world’s population. It’s no
surprise that email dominates communication in the workplace. Did you know, the
average American worker receives 126 emails per day!

Email etiquette is essential in today’s professional world. A well-composed email

requires a formal salutation, a personalized signature, a clear subject line, and thorough
proof-reading, to name a few features. However, today we’re going to focus on one
critical aspect of how to start an email - placing recipients in the proper fields.

Recipient fields are a little more complicated than you’d think. When you go to write a
new email, there are three recipient fields – TO, Cc, and Bcc. By using these fields
correctly, you’ll ensure smooth communication with every email you send and avoid
embarrassing email blunders.

What is the “To” field?

The most straightforward recipient field is the “To” field. It’s meant for the main
recipients of your email. Your message should directly concern these recipients.
Furthermore, you can expect a reply or direct action from “To” recipients in response to
your email. You can include multiple people in the “To” field, as long as they all meet
these criteria.

Keep in mind that all recipients of the email, even if they’re “Cced” or “Bcced,” will be
able to see who is placed in the “To” field.

When should you use the “To” field?

Use the “To” field to address the primary person your email is intended for.

For example, if you write an email asking about the status of a project, place the
projects’ main contributors in the “To” field. By doing so, they will know they’re
expected to respond or take appropriate action. They will also receive all future email
replies included in the email chain.
As another example, if you are writing directly to a client, place their email in the “To”
field. While you may share this email with coworkers by “Cc-ing” or “Bcc-ing” them,
the email’s primary recipient is the client. Thus, they belong in the “To” field.

What is the “Cc” field?

“Cc” stands for “carbon copy.” When you place a recipient in the “Cc” field, they’ll
receive a copy of the email. However, it’s implied that they aren’t the direct recipient.
That’s why “Cc” is commonly understood to mean “courtesy copy.”

The primary purpose of the “Cc” field is to keep someone in the loop, even if a message
doesn’t directly concern them. “Cc” recipients are not expected to take action or
respond to the email, but they can if they want to. They will also receive all associated
email chain responses. Like with the “To” field, all recipients will be able to see who is
“Cced.”

When should you use the “Cc” field?

Here are some examples of appropriate uses of the “Cc” field. Use it when you want to:

Keep someone in the loop: Use “Cc” to keep someone updated on important
information that doesn’t require their immediate, direct response. For example, allow
management and other concerned parties to remain informed on the status of an
important project.

Enhance an email’s urgency: By “Cc-ing” higher-ups in the company, the “To”

recipients will understand that the email is important. For example, you might “Cc”
your boss when requesting that a client sends over time-sensitive information.

Temporarily take on a coworker’s tasks: When you do work that’s usually done by
someone else, like for a coworker that’s on vacation, keep them updated on their works’
status by “Cc-ing” them in all relevant communications. For example, “Cc’ them on
emails between you and their clients.

Introduce two of your contacts: When you introduce two people via email, you can use
“Cc” to provide them each others’ emails. Thus, they can introduce themselves to each
other and communicate in the future.

When not to use the “Cc” field?

While there are many reasons to use the “Cc” field, practice discernment before you
click send. “Cc” is often used much too liberally.

It’s tempting to “Cc” people on all matters that loosely involve them. However,
spamming coworkers with irrelevant email chains is not recommended. It can waste
their time and reduce the significance of future emails. Overusing “Cc” may even cause
people to ignore your emails going forward.

Unless it’s truly appropriate to use “Cc”, consider sharing information to relevant
parties in person or within a forwarded email. Add context as to why the info concerns
them.

Here are some more situations where you should avoid using the “Cc” field:

If you’re calling someone out: If your email is meant to embarrass someone or call
them out publicly, hold off. For example, it’s in poor taste to “Cc” your boss an angry
email towards another coworker where you point out how they messed up. Handle such
interactions in private.

If you don’t have consent to: If your communication involves multiple parties, you
should get their approval before “Cc-ing” someone new within the email chain.
Otherwise, you risk providing the “Cc-ed” recipient access to private or classified
information without proper authority.

If your Cc recipient list is long: If you notice you’re “Cc-ing” more than 5 or 6 people,
consider using “Bcc” instead. Including too many people’s emails can be distracting. It
can also harm the recipients’ privacy, especially if they don’t already know each other.

If you expect a response: As we’ve explained, the “To” field should always be used if
you expect a direct response. “Cc-ing” sends the message that your email is simply a
courtesy. Thus, it’s misleading to “Cc” if you want a response.

What is the “Bcc” field?

“Bcc” stands for “blind carbon copy.” As the name suggests, “Bcc” keeps the
recipients’ emails hidden. Thus, the BCC list is a secret to everyone but the sender. In
other words, the other recipients are not aware that the BCC also received the email.

Bcc functions differently in relation to email threads. While “To” and “Cc” recipients
will receive replies going forward, “Bcc” recipients won’t. They’ll only receive the
initial email. Thus, you’ll have to forward any future emails that may concern them.

“Bcc” functions this way because it’s usually intended for impersonal, mass emails that
don’t warrant a response. Also, it wouldn’t be appropriate for another recipient to send
an email to a list they didn’t know about and didn’t create.

However, take note that when a Bcc recipient “replies to all,” their recipient status will
suddenly be exposed to the rest of the recipients. If you believe a “Bcc” recipient may
respond, consider using “Cc” instead to ensure transparency.
When should you use the “Bcc” field?

This “Bcc” field is best used when you want to streamline your email’s appearance and
keep recipients’ from seeing each others’ emails. While this sounds a little shady, it’s
not meant for devious purposes. It’s primarily meant to protect the privacy of your
recipients.

Use “Bcc” in the following circumstances:

 When sharing a company newsletter: When making use of your newsletter ideas in
a company newsletter, keep your email list private by using “Bcc”. Otherwise, it
will expose your subscribers to each other without their consent.

 When using an extensive mailing list: “Bcc” is great for sending an email to a large
mailing list. For example, if your email addresses the entire student body of a
college or all employees of a large company, “Bcc” is preferable. It also prevents a
long list of emails from distracting from your email’s content.

 When your recipients don’t know each other: “Bcc” protects the privacy of
recipients. This is very important if your mailing list is made up of strangers who
don’t know each other.

 For impersonal emails that don’t warrant responses: When sending an impersonal
email, “Bcc” is suitable. For example, if you send a business announcement, like
updated contact information, a new website promotion, or an announcement about a
new CEO, use “Bcc.”

 To expose something nefarious: On very rare occasions, “Bcc” can help you expose
problematic behavior. Like with “Cc”, this should be done with extreme
discernment. However, if you’re dealing with a problem that warrants HR’s
attention, you could “Bcc” them in an email that exposes inappropriate
communication taking place at work.

To sum it up, the best applications of the “Bcc” field are impersonal emails that are
being sent to a large email list of people who don’t know each other. By using Bcc, you
respect their privacy and avoid frustrating email chains.

When not to use Bcc?

When using “Bcc”, you should avoid any applications that could be interpreted as
shady, underhanded, or inappropriate. As a general guideline, avoid using “Bcc” if:

 The message is personal: Using “Bcc” in a personal email can easily cross the line
into inappropriate territory. With personal matters, transparency is imperative.
Otherwise, you’re essentially allowing digital eavesdropping to take place.
 You’re emailing coworkers: In general, it’s best to avoid using “Bcc” at work when
emailing your coworkers. It doesn’t look good on you and will reduce your
coworkers’ perception of your workplace integrity. Keep things transparent by
sticking with “CC” and “To.”

A reply from the “Bcc” recipient would be awkward: If you “Bcc” someone, it’s always
possible that they’ll reply. If this could be detrimental, avoid it. For example, don’t
“Bcc” your friend when recommending them to your boss for an open position. If they
were to thoughtless reply “thank you,” intending the message for you, you’d suddenly
be in a very awkward position.

Summarizing the To vs. Bcc. vs Cc guidelines

When reviewing the differences between these fields, use these general guidelines:

 If you expect a direct response or action, use the “To” field.

 If you want to keep people in the loop in a transparent way, use the “Cc” field.
 If someone is not meant to be a direct recipient, use “Cc.”
 If you want a “To” recipient to know other important people are aware of the
correspondence, use “Cc.”
 If you want to maintain an inclusive email chain, use either “To” or “Cc.”
 If you are sending an impersonal email or one with a large mailing list, use the
“Bcc.” You want to protect the privacy of recipients who don’t know each other,
use “Bcc.”
 If you want to share an email with someone secretly, use “Bcc”, but exercise ethical
discretion when doing so.
Choose the right recipient field every time.

Now that you understand the differences between these fields, you can write emails
with intention, courtesy, and proper etiquette. You’ll ensure your emails appear
professional and respect recipients’ boundaries and privacy. You’ll also avoid any
awkward email blunders that could hurt others or harm your reputation.