Expert: Warren D. Miller - 6/23/2011

Question
QUESTION: How do you properly identify that a letter is being copied to another person?
When I graduated 31 years ago and became a secretary we would "carbon copy" or "cc" it.
Then we moved into photocopies and did "pc".
Now we do electronic copies or more casually e-mails.  Do I "ec" now?!?
I work in a law office and my boss still thinks "cc" is correct, but he can barely even turn the computer on!!!
Thank you,
Molly

ANSWER: Hi, Molly--

Glad to help.

If the document is a 'memorandum' (To:, From:, Subject:, Date:), add Cc: below Date:.

If the document is a letter, put the cc: @ the end, below the complimentary close, just as in the 'bad old days.' (I'm 67.)

I don't know what context you mean by the statement, "Now we do electronic copies or more casually e-mails." "ec" is out. Never seen that one. Help me understand the context you intended, please.

BTW, if you don't have a copy of the 16th edition of the Chicago Manual of Style within easy reach, I recommend it highly for someone in your line of work. CMS16, as it's called, is just a fabulous tool. I wouldn't be without it. It's also available in electronic form, which your law firm might want to consider for other administrators besides you. Check it out: www.chicagomanualofstyle.org/home.html.

I look forward to hearing about the context. Hope I'm being helpful so far.

---------- FOLLOW-UP ----------

QUESTION: My firm's letterhead is now in my computer.
On occasion I send letters electronically by e-mail using our letterhead and my regular modified block letter format.
If I sent a letter to you and wanted a copy to go to our client, I would show that a copy of the letter went to the client like so:
         Very truly yours,
         ABC LAW FIRM

         Bob Smith
Enclosure
pc:  M. Jones      (THIS LINE SHOWS THAT M. JONES WAS SENT A PHOTOCOOPY)

Now, I will not be sending a photocopy (pc) of the letter (and haven't used carbon paper copies (cc) in years), I will be sending the copy electronically by e-mail.  Since "cc" stands for "carbon copy" and "pc" stands for "photocopy copy", do I use "ec" for "electronic copy"?
Molly

Answer
Fascinating conversation, Molly. YOU have taught ME some things this morning. Let me elaborate.

1. According to that same website, "ec" doesn't show up as standing for 'electronic copy.' Nothing show up here, http://www.acronymfinder.com/EC.html, either.

2. Similarly, I see no indication that "pc" is used to signify 'photocopy copy.' I did find, http://www.acronymfinder.com/PC.html, that it can stand for 'photocopyING,' but that's as close as I could get. It might have meant 'photocopy copy' at some point in the past, even though that strikes me as needlessly repetitive, but the hypercommon usage these days of "pc" to mean 'personal computer' or 'politically correct' (or 'political correctness') has overwhelmed any reference to 'photocopy copy.'

3. You are correct that "cc" stands for 'carbon copy.' Over here, http://www.acronymfinder.com/CC.html, you'll see that it can stand for 'courtesy copy' in an e-mail context. Didn't know that.

4. But here, http://dictionary.reference.com/browse/cc, you'll see that it also stands for 'copies'. That is how I've always used it. Truth be told, even though I suspect I'm at least 15 years your senior AND even though my late mother was the second CPS (Certified Professional Secretary) in Austin, Texas, nearly 60 years ago, I did not know until now that "cc" stood for 'carbon copy.' Thank you for teaching me that one.

5. Therefore, I'd like to revise what I said above. I wouldn't use 'Cc,' which is what I recommended above. It appears quite acceptable to use 'cc: M. Jones'. That's what I will do going forward, and I recommend that to you, too.

I hope I've been helpful. On the heels of this e-mail, you'll receive a rate-the-expert e-mail. Your ratings and, especially, your written comments help me do a better job of helping folks like you around the world who ask such interesting questions. Thanks again for giving me the opportunity to learn something new today, too!

And thanks again for the great questions, Molly. Please post again any time. And don't forget CMS16, if you don't already have it.

Best regards--

Warren