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We are all aware that letter writing is important and essential for any professional. As such, if one aims at being a thorough professional, one should be well versed with the art. Professional letter format with CC is slightly different as compared to informal or semi-formal letters.

Characteristics
  • CC stands for carbon copy.
  • In a professional e-mail, CC is not to be included in the body of the letter.
  • It works by letting the recipient know who else will be receiving the letter.
  • CC works really well for the purpose of authentication. In case there needs to be proof of a certain letter being sent, the CC can be of help as a valid proof.
Now that we have understood the general characteristics of a professional letter with CC, let's understand the drafting better.

Formats of Professional Letters with CC
There are two basic letter formats that are universally accepted for professional letters - Block Form and Indented Form.

Block Form
The block form is more popular than the indented form. This is because the entire letter is left aligned. It is very difficult to go wrong with this format.
1800, Stone Ridge Street
Los Angeles, CA 90001.

February 29th, 2008

Dr. Cooper
President, Cooper Science Center
344 Western Lane
New York, NY 10027

Dear Dr. Cooper

Subject: This line holds the subject of the letter, in one line. It has to be concise.

In the first paragraph, one needs to give a brief introduction of oneself. One should also give reference to the purpose of the letter in brief.

The second paragraph needs to give the details of the letter and its requirement. This paragraph is mostly longer than the others and plays the main role in the letter. Keep the sentences short and to the point. Avoid using complex words.

The third and last paragraph is the conclusion of the letter and can be kept short.

Sincerely,

(this is where the signature of the writer must be placed)

Penny Sherbatsky

Enclosures (2) (the enclosures are optional)
cc: [CC recipients' name], [CC recipients' title] (one can add multiple names and titles in CC)

Indented form
This classic letter writing format is still quite popular in many organizations.
1800, Stone Ridge Street
Los Angeles, CA 90001.


February 29th, 2008

Dr. Cooper
President, Cooper Science Center
344 Western Lane
New York, NY 10027

Dear Dr. Cooper

Subject: This line holds the subject of the letter, in one line. It has to be kept to the point.

In the first paragraph, one needs to give a brief introduction of oneself. One should also give reference to the purpose of the letter in brief.

The second paragraph needs to give the details of the letter and its requirement. This paragraph is mostly longer than the others and plays the main role in the letter. Keep the sentences short and to the point. Avoid using complex words.

The third and last paragraph is the conclusion of the letter and can be kept short.

Sincerely,

(this is where the signature of the writer must be placed)

Penny Sherbatsky


Enclosures (2) (the enclosures are optional)
cc: [CC recipients' name], [CC recipients' title] (one can add multiple names and titles in CC)

As every letter writing instructor would say - when you start with a certain letter format stick to it till the end. This may seem silly, but it is a very commonly made mistake amongst students and trainees. Switching formats within a letter can cause you to be seen as someone who does not know basics of communication. Always remember, that in an emailed professional letter, there will be no requirement to mention either CC or enclosures. The only harm caused by mentioning it will be that your letter will seem redundant and so will you.